Staff Assistance Fund

Introduction

The University recognises that the current cost of living crisis impacts us all, but that it affects some staff more than others. There will be times when individuals unexpectedly face severe financial difficulties as a result of a specific issue or incident and are unable to meet their living costs. We want to support staff in that situation.

The Staff Assistance Fund provides employees who find themselves facing financial challenges with the opportunity to apply for a grant from the University to help meet specific costs. The grants will not be repayable.

The Staff Assistance Fund will consider applications that are for specific purposes and not for general requests because of the increase in the cost of living. The grant will be for the amount necessary to meet the specific need (eg. the cost of boiler/car repair, overdue bill, necessary purchase). The Support Available section below provides examples of some of the reasons an application could be made.

Useful links

Eligibility

To be able to apply for financial help through the Staff Assistance Fund you need to have been employed by the University for over six months and have passed your probation. Unfortunately, the Staff Assistance Fund is not available to casual workers or staff of contractors, or to those who are also students at the University. Students should look at the webpage that outlines the financial support available to students.

The Fund is available to assist those employees who are facing unexpected pressures that have resulted, or will result in, severe financial difficulty and where support is not available elsewhere or where other sources of support have been exhausted.

Support available

Financial help will be in the form of a grant of up to £1,000. The Fund will not make loans.

The actual amount will be considered on a case-by-case basis and in response to the specific circumstances described in the application. Grants will be for a specific purpose e.g. the repair or purchase of something essential, or to address a specific cost or debt. Grants are not available to boost general income.

Grants might be made to address such things as:

One-off, unexpected, essential expenses (e.g. boiler/car breakdown, bereavement costs);
Unexpected reduction in household income that impacts on the ability to meet essential mortgage, rent, groceries or utility bills (e.g. sudden job loss of partner, illness of an earning household member);
Costs resulting from a change in personal circumstances (e.g. relationship breakdown, loss of accommodation, serious accident).

These are examples of the types of situation where an application might be made, but the list is not exhaustive.

Application process

An application to the Staff Assistance Fund must be made on the Staff Assistance Fund application form, ensuring all sections are completed. Applications should clearly explain the reason a grant is being requested and what other avenues have been explored to address the issue. Where the application is to cover a specific expense, please provide a quote or other proof of the cost involved.

Please keep your application short and simple. We are not looking for a polished case and the quality of the English in the application will not have an impact on whether a grant is made.

If you wish to speak with your link People Manager about the process, you may do so in complete confidence. They will be able to help you with the form, if you wish. You can also ask your trade union representative for help, if you are a member. If you would like to be put in touch with someone who can help you to make an application, please email staffassistance@brookes.ac.uk.

There is no requirement for a line manager to sign off an application or for the application to go via your Faculty or Directorate. Completed applications should be sent direct to staffassistance@brookes.ac.uk and will be considered as quickly as possible.

The panel will check that you are an employee with six months’ service and that you have passed your probation. If the panel want more information, they will contact you by your preferred contact method.

Outcomes

You should receive an answer to your application within 48 hours but if further information is required this timescale may be slightly longer.

If your application is successful and the panel decides to award a grant (either the full amount requested or a part of it), this will be paid into the bank account that we pay your salary to, normally within 24 hours.

There is no appeal process in the event your application is turned down or the full amount requested is not awarded. If that happens, we will work with you to help you find other sources of support.

FAQs

Do I need sign off for my application from my line manager?

No, you do not nechoose to tell them.ed any sign off to submit an application. Your line manager won’t know about your application unless you choose to tell them.

Who will know about my application?

The Panel will consider your application and a small number of people in the People Directorate and finance who support the panel and make the awards. Everyone involved will treat your application as strictly confidential.

How can I get help with the process / filling in the form?

You can ask a colleague, your line manager or your trade union representative (if you are a member) for help.

If you prefer, you can ask your People Manager. You can find out who that is on the People Directorate teams webpage.

Alternatively, you can contact staffassistance@brookes.ac.uk .

If I have received a grant before, can I apply again?

If you have previously received a grant through the Staff Assistance Fund, this does not prevent you from making a new application, but this will be taken into account when your application is being considered.

Who is on the panel that makes decisions?

The Panel that makes the decision is made up of:

the Registrar,
the Chief People Officer, and
the Chief Finance Officer.

What are the criteria for grants?

There are no specific criteria. If you are eligible and are experiencing severe financial hardship, you can apply for a grant of up to £1,000 for a defined purpose e.g. the repair or purchase of something essential, or to address a specific cost or debt. Grants are not available to boost general income. It will be expected that you have already tried other means of support, such as using savings, benefits or government grants.

The actual amount will be considered on a case-by-case basis and in response to the specific circumstances described in the application.

Will I have to pay back the grant?

No. The Staff Assistance Fund does not make loans.

Will the grant be subject to tax or National Insurance contributions?

Yes, it could be subject to tax and NI, depending on the level of your income, but we will take this into account when deciding the amount of the award, so that you receive the amount that the panel decided to give you.

Will the grant affect my benefits?

It might do. You should declare it as income, and it might temporarily affect Universal Credit, Housing Benefit or Child Benefit. If you are unsure what to do, please take advice on this. Contact staffassistance@brookes.ac.uk if you are unsure where to get advice.

What if I want you to pay the grant to a different bank account from my salary?

If you want us to use a different bank account, please explain that on the application form. We will then contact you if your application is successful to get the necessary bank details.