This webpage is under construction, and the full chapter is awaiting approval. |
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 the UK can be made via cash or vouchers.
Please contact the Head of Accounting Services [1] 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 [2] by email at least one week in advance of when the cash is required. The email must include:
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:
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 [3] for details.
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 [4] for the latest information on eligibility and procedures.