How to pay public contributors to research

PayPal is not accepted. The University’s preferred method of payment is through BACS (bank transfer). For further information see our Frequently Asked Questions.

1. Format/version of the form to send to the person

Please check with the participant or public contributor how they would like to receive the form. They may request any of the following: 

• A hard copy to be posted, in which case a stamped addressed envelope to return the form should be included. 
• If emailing, a Word document should be sent for ease of completion. It is helpful to complete the form with as much information as possible before this is sent to the participant. 
• If the participant or public contributor returns the payment form via email, a typed signature on the form is acceptable. A clear PDF copy of scanned receipts is also acceptable.

2. Information to be completed before sending the form

Involvement@York has developed a master payment form which instructs public contributors to the sections they will need to complete, as well as some example text to pinpoint the sections a project PI or PPI lead should complete before sending the form out.

To make it as easy as possible for public contributors to complete, and for Accounts Payable to process, please make sure you or the research team has completed the required sections BEFORE giving it to the public contributor.

• Save a new version of the document with a filename that includes the public contributor’s name;
• Complete everything about the project (in red) for the public contributor and send this out to them with that information included; 
• Always itemise the involvement payment differently to any expenses payments (see the expenses section for appropriate expense items).

Send this out as a Word form, but please also offer public contributors some support in filling out the form, should they need. This can include: 

• To be sent a paper copy, or for you to receive a paper copy (i.e. by post), if they are unable to complete an electronic version;
• To complete the form with a member of research or support staff via a telephone call or MS Teams/Zoom call. The latter has been sanctioned by the Finance Department where those challenges arise.

If you do send out a paper copy, we would recommend using yellow paper to aid accessibility for those with dementia or visual impairments.

Once you have added the information about the research project, save a copy of the form using the name of the public contributor in the file name. Using the full name, rather than initials will help you liaise with Accounts Payable. 

3. Send the form with a message using suggested text

Send this form out to any public contributor with the following text, adapted to reflect your research project and recent involvement activity:

Thank you so much for [ADD IN DESCRIPTION OF YOUR INTERACTION WITH THE PUBLIC CONTRIBUTOR]. I was/we were grateful for your contribution/contributions.

I am now getting in touch as promised with a payment claim form should you wish to accept payment for your time and contribution.

Please note that you are under no obligation to accept payment, but if you would like to receive it, I/we will need you to complete and return the attached form to me/us.

I/we have used the comments function in the attached Word document to highlight the specific sections in the form you need to complete.

The guidance notes below may be helpful when completing the form:

• In the Details of the Claim section, ignore the travel expenses table and note that I/we have already added in the relevant information to support your claim.
• In the Claimant Signature box please sign. If completing on a computer or device, please type your name and the date.
• If this is the first time the University of York has paid you, please complete the second page of the form, providing your bank details.
  OR
• If you have been paid by the University of York in the past six months, please confirm that your bank details have not changed.
• The file has already been saved in your name so once completed, please send it back to me, along with all receipts relating to any expense(s) claim you might have.

Always include the text giving the public contributor the option to accept payment.

4. Send to Accounts Payable

Once you have received the completed form from the public contributor, pass the form to your departmental administrator to approve the payment before sending it to Accounts Payable for processing.

The correct code to use when categorising a payment to an individual involved with, or participating in, research is: “2382 - Research Participant / Involvement Payments and Expenses”.

The Finance Team suggests sending the forms to Accounts Payable at least a week apart to ensure that the payments are made separately and appear as separate transactions for people who may be in receipt of benefits.

5. Let the person know

Advise the public contributor that their claim has been processed and that they should receive payment within two weeks.

6. Check on the payment progress

After two weeks check with your public contributor’s that payment has been received. If a public contributor has not been paid you will need to contact Accounts Payable to find out why.

7. Payment confirmed, delete form and emails

Once your public contributor has received payment you must delete any copies of the payment form and any emails regarding the payment, including from your sent box.

The payment process is now complete.

Useful Codes

Payment Codes

• 2382: Code for Research Participant / Involvement Payments and Expenses

Common Expense Codes

• 2105: Car mileage
• 2106: Bike mileage
• 2107: Taxi
• 2108: Other (eg Parking)
• 2111: UK Hotel Stay
• 2112: Meals and subsistence
• 2121: Care costs

Timelines

• Three month expiry date on expenses and involvement payments.
• Process the payment form as soon as possible once the contributor returns it.
• We advise public contributors to chase payment if they haven’t received it within two weeks on submitting a claim.
• If there is a delay, communicate clearly and promptly with the public contributor about the circumstances and the revised timelines.

Contacts

The Steps above should help with the process of paying a public contributor. If you need more help, contact the following teams for further assistance:

• For policy queries contact Policy, Integrity and Performance
• For payment queries contact Accounts Payable
• For support, guidance and best practice contact Involvement@York

Version 1.1
Review date: October 2025