Rewards & Recognition: Payments for Public Involvement in Research

1. Introduction

The University of Portsmouth recognises the importance and value that public contributors can make to the quality and impact of our research. We recognise the importance of including diverse perspectives in our research activities, ensuring inclusive, appropriate and innovative public-informed research. Public contributors helped develop this policy.

2. Purpose

This policy aims to ensure we recognise public contributors who offer their time and expertise. Through available funding (INSPIRE Portsmouth for MRC), we will ensure that payments are applied fairly and consistently. This policy outlines these principles and provides a straightforward process to safeguard against actual or perceived exploitation.

3. Principles

●      All payment arrangements align with the UKRI Guidance on payment for public partners.

●      Payment should never be the sole reason for involvement, but it ensures fair recognition of time, expertise, and effort.

●      Researchers should estimate costs for involving public members to allocate a budget.

●      We aim to ensure that any payment or reimbursement of expenses is paid promptly, recognising that this may be essential to our public contributors. We endeavour not to jeopardise the financial circumstances of any public contributor, especially those who may have ill health, disabilities, caring responsibilities or have a low income.

4. Payment for Involvement Activities

“Involvement payments are not a wage, but a thank you payment for a public contributor’s time, skills and expertise” (https://www.nihr.ac.uk/payment-guidance-researchers-and-professionals).

The following table sets out the payment rates members of the public should be offered:

Public contributors should be given the option to request a lower payment amount or decline payment and offer to contribute voluntarily.

Payment may also be made in the following ways:

●      Vouchers

●      Fee, donation or gift to a group or organisation - if meeting the University policies/procedures, this maybe viable in certain circumstances.

●      Non-monetary awards such as access to learning and development opportunities (where feasible and discussed in advance), e.g. seminars or access to university facilities, e.g. the University library for Portsmouth residents.

Children and young people under the age of 14 years should be offered vouchers instead of payment. See UKRI guidance for additional advice on involving children and  young people.

Where appropriate, we advocate working to the Fair Market Value for Charities in Partnership Work guide (which recommends a minimum entry point of £100 per hour for charities and community groups who are working in partnership with researchers to facilitate access to their group members. 

5.  Expenses

We do not expect public contributors to incur expenses as a result of their involvement in research activities. It may be possible for some costs to be covered in advance (e.g., providing train tickets), but most expenses will be reimbursed upon receipt submission. Researchers should advise public contributors in their opportunity advert which costs can be refunded.

As a guide, the following expenses should be reimbursed:

Travel - standard class bus or rail fares, mileage at the standard university rates. Researchers should consider accessibility requirements and alternative transport that may be required, e.g., a taxi.

Remote/Home Working Costs - The UKRI suggests a payment of £5 per meeting to cover the costs of telephone calls, internet connections, and printing ink and paper for remote meetings.

Subsistence - you should consider providing refreshments as a courtesy.

Childcare/Carer Costs - Consider whether contributors may need support with these costs to enable them to participate as public contributors. If involving children and young people, some may have requirements for parent, carer or other adult support when travelling to or from or taking part in a public partnership activity. Payment or reimbursement to cover the costs of parent or carer support and their expenses should be offered at the time of invitation.

6. How Payments Are Made

Upon being awarded funding via the INSPIRE Portsmouth for MRC scheme, the University of Portsmouth researcher named on your application will be designated as a signatory to enable them to approve payment requests for public involvement activities they are running.

Payment and expenses are claimed using a standard university forms, which will be shared with you along with your award letter.

Public contributors will need to complete a BACS form to enable money to paid to their bank account.

Payments in the form of bank transfer or vouchers will need to be claimed via a ‘Research Volunteers and Participants Claim Form’. Travel and subsistence claims can be claimed using the same form, however it is recommended that out-of-pocket expenses are claimed separately from "involvement" payment as anything other than the reimbursement of expenses could be classified as taxable income. This is however something that the individuals receiving payments are responsible for.

The lead researcher will be responsible for ensuring the appropriate claim forms have been completed and for approving these in line with their budget, and submitting these promptly. Support in form-filling should be provided to public contributors where appropriate. Public contributors should be given the option to submit their claims in-person, via post or email, as suited. Receipts are required for all reimbursements.

Your award letter will explain how to submit the forms. They will need to be uploaded into a designated shared folder, to which the University Treasury has access.

Payments should be processed within 30 days of receipt.

Any remuneration will only be paid into a bank or building society account of the public member completing the activity. The name on the bank account needs to match the name of the individual making the claim. If this is not possible, then remuneration will only be available in the form of vouchers.

An alternative process may be feasible for individuals who do not wish to accept payment, but wish instead for a charitable donation to be made on their behalf (of the same monetary value to which they were entitled). Individuals do not need to provide a reason for declining personal payments. To make a direct charitable donation, the University will require the bank details of the charity on letterheaded paper, and the process should be discussed with the INSPIRE scheme administrators in advance.

7. Tax and NI Considerations

Any payment the public contributor receives that is not for reimbursement of receipted expenses is income and they may need to pay tax on it. As a public contributor they are responsible for their own tax affairs and for ensuring that they are paying the appropriate amount of tax. A public contributor who receives state benefits should be made aware that payment or expenses for a public partnership activity, fees or expenses could affect their benefits. The National Institute for Health and Care Research provides guidance on this. They should notify Jobcentre Plus of any paid or voluntary activity and may need permission to undertake paid activity.

Contributors are advised to declare payments for tax purposes. Researchers must not offer tax advice; instead, they should refer individuals to HMRC or the Citizens' Advice.

8. Contributors on Benefits

Payments for involvement may affect benefits that public contributors are entitled to or receive.

Contributors must be made aware of the potential impact of payments on their benefits and advised to contact the Benefits Advice Service.

Contributors on benefits will be offered the choice of:

○      Declining payment.

○      Receiving non-monetary recognition.

○      Capping earnings to remain within permitted limits.

Contributors should be allowed a reasonable amount of time to seek advice and consider any payment offer.

9. Meaningful Reward and Recognition

Reward and recognition should extend beyond payment, and can still take place in other formats even when payment is declined. Public contributors involved in the development of this policy have suggested how they would like to be rewarded and recognised. We have reflected these suggestions within the following types of recognition:

9.1 Acknowledgement

Public contributors should be acknowledged for their contributions using the same principles applied to staff and academic collaborators.

Acknowledgement may include:

○      Written acknowledgement in research outputs, project documentation and communications.

○      Verbal acknowledgement in presentations.

○      Named authorship (with consent) in academic publications.

○      Recognition in university or community publications.

○      Recognition in public contributor events, meetings and celebrations.

○      Recognition in at conferences and relevant research presentations.

9.2 Feedback

Valuing the contributions of public contributors involves providing regular feedback and updates during and after their involvement. Public contributors place great importance on this feedback and are eager to learn the outcomes of the research they contribute to and the impact of their contributions.

To ensure that public contributors receive this feedback, it will be a condition of any researcher's request for public involvement, that researchers provide this information.  This includes providing feedback on whether the contributions led to any changes, and if not, why not.

Additionally, researchers will be required to document the impact of any public contribution. Researchers will be encouraged to visit public contributors in their communities, at public involvement meetings, or to invite public contributors to presentations to share the outcomes of their research.

9.3 Training, Support and Development

Public contributors may value the opportunity to be involved in learning opportunities.

Public contributors will be provided with descriptions of their roles and responsibilities and supported with any necessary training to fulfil these requirements.

The University will endeavour to provide access to relevant training materials, webinars, conferences and external development opportunities.

With their consent, public contributors may be given the chance to have other external opportunities shared with them.

Other training tailored to the individual's interests and goals may be offered, including:

○      University-hosted development sessions.

○      NHS-related opportunities that are open to public contributors.

Public contributors may be offered a ‘Letter of Support and Recognition of Involvement’ detailing, e.g. the projects contributed to, type and length of involvement, details of acknowledgements, etc.

9.4 Reward and Celebration

Public contributors will be acknowledged for their contributions in quarterly meetings and an annual celebration event as part of the INSPIRE Portsmouth network.

10. Transparent Communication

All discussions regarding payment must take place before involvement.

Written documentation outlining payment rates, claim procedures, and contact details for support must be provided.

Contributors receive confirmation that the payment has been processed.

11. Record-Keeping and Reporting

Clear records of payment decisions, amounts paid, and claims must be maintained to ensure accurate accounting.

Data should be anonymised and aggregated when used for evaluation or audit.

12. Reassessment of Payment Rates

Payment rates are reviewed annually or in response to changes in national guidance.

13. Safeguarding and Consent

Payments must never be coercive.

Contributors must give informed, voluntary consent to receive payments.

14. Equality, Diversity and Inclusion Statement

The University commits to equitable involvement, upholding the provisions of the Equality Act 2010.

Processes will support inclusive practices and proactive measures to reduce barriers.

15. Anti-Bribery Statement

This policy adheres to the Bribery Act 2010.

All rewards and recognition are transparently recorded and proportionate to avoid undue influence.

Acknowledgements

We would like to thank Sharon Court (Portsmouth Hospitals University NHS Trust), Kate Henaghan-Sykes (University of Southampton), Gary Cooper, Kathleen Emerson, Mary Tunnell, Sue Heather, Mala Patel, Lucky Haque, Sandra Hall, and Gayle Shim, for their valuable contributions to the development of this policy and for generously sharing their time, insights, and expertise.

You can download a PDF copy of this Rewards and Recognition Policy below: