The Independent Living Fund Scotland (ILF Scotland) exists to support independent living for disabled people in Scotland and Northern Ireland. We want to ensure that the disabled people we fund can exercise choice and control over how they use their ILF funding to help achieve their independent
living outcomes.
There are a range of organisations who can provide information and direct support in relation to the matters discussed in this guide. Please see our website section "Advice for Award Managers" for more information.
If you need help to identify a suitable organisation to help with your particular circumstances, please get in touch with us.
An Award Manager is someone who manages an ILF Scotland award. This can be the fund recipient, or someone appointed to manage the award on the recipient’s behalf.
The following people can act as an ILF Scotland Award Manager:
ILF Scotland reserves the right to require a change in Award Manager if, for any reason, we have concerns about their fulfilment of the role.
The Award Manager is responsible for managing ILF Scotland funding correctly. This includes making sure that you use ILF Scotland funding only in the way you have agreed with ILF Scotland to achieve your independent living outcomes.
The Award Manger is responsible for informing ILF Scotland of any changes affecting your use of ILF Scotland funding.
The Award Manager is also responsible for ensuring safe and effective recruitment processes when appointing Personal Assistants (PAs) in line with relevant legislation and good practice.
ILF Scotland will expect the Award Manager to be present at any ILF Scotland arranged review.
You can use the funding in different ways to help you achieve the independent living outcomes that are important to you, in a way that suits your individual needs and wishes. For example, ILF Scotland funding can help support and assist Recipients to:
You should discuss and agree how you wish to use ILF Scotland funding with our Assessor during an arranged review or earlier if your circumstances change.
• You must contact us if you want to change how you use the funding. Please see ILF Scotland Policy 41, Use of Funding for further information.
You are responsible for making sure you do not use ILF Scotland funding to pay for:
If you employ your own PA, you must:
You may wish to use the services of a financial management or payroll agency to ensure you fulfil your responsibilities as an employer. ILF Scotland can pay towards the cost of these services. Please see our website page to see the agencies that some of our recipients use and our Employer Support Information Note for further details of employer responsibilities and about how ILF Scotland can help support you to be a good employer.
Most ILF Scotland Recipients employ their own PAs, but if you wish to appoint a self-employed PA, we strongly advise you to obtain PVG/Access NI checks for PAs. ILF Scotland can pay for the cost of PVG/Access NI scheme records and any associated umbrella costs for anyone who will be providing support to an ILF Scotland recipient, providing that there is scope within the ILF Scotland maximum sum. ILF Scotland may cover these costs whether the PA is employed directly or is self-employed. You can find further information here
You must also ensure that the PA is registered or registers as self-employed with HM Revenue and Customs (HMRC). You can find guidance from HMRC on how a PA might set up as self-employed here
ILF Scotland has a right to ask you for evidence that you are complying with all statutory employment legislation and following HMRC guidance relating to any self-employed PAs you are paying to work for you.
At scheduled ILF Scotland review visits, if you are paying one or more self-employed PAs to work for you, our Assessor will ask to see the following:
ILF Scotland has a duty to ensure that Recipients of its funds use their awards appropriately. It is important that you correctly contract with all PAs you use, including those who are self-employed, to ensure compliance with HMRC requirements. This will ensure that, as an employer, you avoid any risk of incurring a financial liability to HMRC.
If HMRC determines that you have been wrongly paying a PA as self-employed when you should have directly employed them, it is possible that HMRC would require you to pay all Tax and National Insurance due for the historic period of employment. HMRC also has the option to fine you. If this happens, ILF Scotland will not contribute to the cost of Tax, National Insurance, fines or legal support.
If you are unsure about the employment status of a PA you are paying to work for you, you can contact HMRC on their Employment Status number 0300 123 2326 or via this link .
If a PA you are paying to work for you is currently self-employed but you now wish to employ them, please contact your Specialist Caseworker on 0300 200 2022 who will be able to advise you. Our Employer Support Information Note outlines the support ILF Scotland can offer to Recipients who wish to directly employ their PA.
A care provider employs support workers to assist with personal care support, domestic support and support in the community. Before you start using a provider, you need to make sure they are registered with the Care Inspectorate.
ILF Scotland cannot pay for any care or support if the provider is not registered.
You will also need to tell us the name and address of the provider you are using and you must keep the invoices you get from them. These must show:
If you change your care/support arrangements, you must tell us.
You must tell us when things change, because it may affect the amount of funding we pay you. If you do not tell us about a change, it could lead to an overpayment. This means that ILF Scotland has paid you money you should not have had and you will have to pay this money back.
You must tell us about changes in your life such as: loss of unpaid assistance / support; admission to hospital or residential/nursing care; changes to care provider; contract changes; change of address; or changes to your benefits.
You may find that sometimes you have ILF Scotland money left in your bank account that you have not spent. It may be that you are putting this money aside to pay for your employer costs, such as National Insurance Contributions or holiday pay for your PA. Or it might be that you did not need your paid assistance / support for a short period, for example, if a family member provided some of your assistance / support in place of your paid assistance / support, and so you have some money left over.
You can keep up to one week of your normal ILF Scotland award as a contingency fund to pay for any extra assistance / support you may need, but you need to return the rest of the unspent money to us.
On an exceptional basis, you can ask to use some of the unspent monies to maintain or enhance an independent living outcome. We call this a “Flexible Funding” request. We will only consider a flexible funding request if it sits within ILF Scotland’s current policy framework, in particular, Policy 41 - Use of Funding.
Recipients must obtain permission from ILF Scotland to use any unspent money before doing so. We will not approve flexible funding requests retrospectively and will not fund support arrangements that another public body is responsible for, e.g. Access to Work/Disabled Facilities Grants.
ILF Scotland will pay funds directly into your bank account. You should hold a separate bank account for this purpose. You must keep statements and records that confirm that you have spent the funding on the independent living outcomes agreed with ILF Scotland.
If you directly employ your Personal Assistants, you will need to keep records for the last six years. For more information, contact HMRC by using its Employer helpline 0300 200 3200 or visit www.hmrc.gov.uk.
It is up to you how you keep these records and you can keep paper copies or electronic records, but you should include the following details, where relevant:
If you use a payroll or financial management agency to manage ILF Scotland funding, we need to see a statement of the account from the agency that hows at least the last six months of activity.
Our Assessors will expect to see these records when they carry out your review visit.
We will normally visit you at home at least once every two years. In some circumstances an additional visit may be required, e.g. if your circumstances change significantly within that period. We will talk to you about your assistance / support needs and how ILF Scotland funding is helping you to achieve your independent living outcomes.
We call this a Review Visit, and we will always contact you in advance to make arrangements that suit you. Our Assessor will involve you in inviting those who support you to the review. If you have an Award Manager, we expect them to be present at the review. An Advocacy worker, family member, a friend or anyone you would like to assist you can also attend. If you receive funding or support from your Health & Social Care Partnership / Trust, we will invite a representative to come along to the review.
You have a responsibility to co-operate with us to arrange and carry out your review. This is how we make sure that you are fulfilling all of your responsibilities in relation to ILF Scotland funding. You should have all of the necessary information available before the review takes place to make sure you can answer all of our questions.
Our Assessor will expect to see all of the records outlined in the section above. If there is a significant change in your circumstances that prevents you from maintaining the level of assistance / support you need, please contact your ILF Scotland caseworker immediately.
ILF Scotland, Ground Floor, Denholm House, Almondvale Business Park, Almondvale Way, Livingston, EH54 6GA
Telephone: 0300 200 2022
Email: enquiries@ILF.scot
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ILF Scotland Limited is a company limited by guarantee registered in Scotland. Company Number SC500075. Registered Office Ground Floor, Denholm House, Almondvale Business Park, Almondvale Way, Livingston, EH54 6GA.
