Brits are known for having funny attitudes towards discussing money. Don’t let that put you off raising the issue, however. It’s important to know what you’re legally or contractually entitled to during your internship.
As a work experience student or intern, you’re providing valuable work and fresh talent to a media organisation, so even if you’re unpaid (see the circumstances explained below), it’s perfectly reasonable to request payment for expenses.
Here, our guide to discussing pay during your internship:
Pay
There’s a fine line between unpaid work experience and paid internships. Legally, the two terms are interchangeable – your right to be paid depends on certain conditions, including the activities you carry out.
According to the government website, you’re classified as a “worker,” and therefore entitled to the minimum wage if: you have a verbal or written contract to do work or services for a reward (which doesn’t necessarily have to be monetary) and/or you have to show up for specific hours and carry out set tasks.
Exceptions to this (i.e. you don’t have to be paid) include: the placement is a compulsory element of your further or higher education course and is shorter than a year; you’re volunteering for a charitable organisation; you’re of school-age; or you’re merely shadowing others and not carrying out work yourself. In these cases, there may be no obligation to work for specific hours and carry out set tasks.
If the internship or work experience you’re due to start is unpaid, but doesn’t seem to fall into one of the exemptions listed above, it’s a good idea to contact the organisation and ask for clarification. Will you merely be shadowing others? Or will you be carrying out set tasks and producing work for them? Take a look at the government website and guidelines on websites such as Rate My Placement for more information.
Expenses
If your placement is unpaid (i.e. it fits into one of the exemptions described above) you may be refunded expenses for travel and/or food. The media outlet is not legally obliged to do this, but it is common practice. Our advice is to ask HR or the people organising the internship in advance. Don’t feel the need to justify yourself, but it may help to explain that you have a lengthy and/or costly commute if this is the case.
It’s also important to find out when they will pay you these expenses. It’s typical for places to ask for receipts at the end of the internship for your travel and lunch costs, which they will then reimburse. However, this assumes that you have the money to pay the initial costs. If you don’t, it’s worth asking for an advance payment for expenses – provide estimates of your travel based on train fares etc and ask for a flat daily rate for lunch (e.g. £5). Even a partial advance of expenses will help, so push for this if they’re being inflexible. Remember that most organisations don’t want to look bad, and so are unlikely to refuse your requests for reasonable reimbursement.
If you’re fine with waiting for expenses to be reimbursed after the internship is finished, make sure that you collect itemised VAT receipts (i.e. the ones with the list of what you purchased and not the smaller one you’re given that only has your card details on) throughout your internship. If you’re in London, it’s a good idea to connect the bank card or Oyster card that you use for travel to the Oyster app on your phone – this keeps track of what you’ve spent on each journey. Keep receipts on the travel you booked to and from the city where you’re staying for the duration of your internship (if applicable) as well as just daily commuting.
It might be worth finding out when exactly the reimbursement will be made, and provide your bank details in advance so there’s no delay. If there is a delay, email the internship organisers or HR to find out the contact details of the accounts department. Remember that you’re perfectly in your rights to ask for prompt payment of something you’ve been promised.
Commissioned?
During an unpaid internship (that fits into one of the exemptions), you may be able to ask for payment for specific commissions. The organisation won’t be obliged to do this, but it may be something they’re prepared to offer in good faith for significant contributions you have made that fall outside of your set tasks. In this case, you’ll be paid as a freelancer: take a look at the NUJ’s guide to pay rates for an idea of what you can ask for.
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