Chapter 5c - Non-employee expenses

Pending approval of the chapter, these are the current procedures for specific non-employee expense reimbursement. Please bear in mind that there is still work going on behind the scenes.

Payments for participants in research trials or panels

Payments for participants in the UK can be made via cash or vouchers.

Please contact the Head of Accounting Services to discuss the most appropriate arrangement for payments that are to be made to participants whilst undertaking research overseas.

UK cash payments for research participants
Any requests for cash must be made to the Cash Management team by email at least one week in advance of when the cash is required. The email must include:

• the purpose of the payment, e.g., the name and description of the study
• the collection date
• the set amount that is going to be paid to each volunteer
• the number of volunteers attending 
• the name of the employee collecting the cash

Cash Management will arrange with the bank for this amount of cash to be available for the institution in appropriate denominations. For example, if you are planning to pay 16 volunteers £10 each for their participation, then cash management will ensure that you have £160 in £10 notes. When collecting the cash, departments must provide the cash pass reference number supplied by Cash Management, and their University ID, or other photo ID. There must be adequate arrangements in place to store the cash securely once collected.

Departments must maintain a record of actual monies paid out to volunteers which should include:

• the name and address of the volunteer
• the amount paid
• the volunteer’s signature

Cash Management may advise payment should be made via an alternative method where large sums of cash are involved.

Payment in vouchers 
Whilst the University does not have a formal arrangement in place for the supply of vouchers, it may be possible for departments to purchase these directly from a supplier, contact the AP Helpdesk for details.

Payments for individuals attending interviews 

In respect of academic and academic-related offices, a contribution for travelling expenses may be available from central funds. As most candidates for assistant staff posts are recruited locally, institutions are expected to meet reasonable travelling expenses from within their own budgets. Please refer to the HR Division web site for the latest information on eligibility and procedures.