UNIVERSITY OF SALFORD

College of Health & Social Care

Public Involvement Payments Guidance

Introduction

This guidance is provided for staff within the School of Health Sciences and the School of Nursing, Midwifery, Social Work and Social Sciences at the University of Salford who are planning some means of public involvement in research or other academic activities, such as teaching or enterprise. It is to be referred to when thinking about any kind of involvement of the public in your work so that means of payment and/or reward for their contribution can be considered and built in as appropriate. The guidance has been developed to prevent variability in practice in respect of payments and to assist staff with this complex issue. Within the guidance the term ‘involvement’ is used in its widest sense to include any form of involvement, participation and engagement.

Please read up to the end of Section 1 and then jump to the next section you require.

Background

Previously, payment for involvement in research, community engagement and teaching has been undertaken in various ways if at all, depending on the knowledge of individual staff about payments issues and the practice within different teams, directorates and schools. This has led to some inequity in what payment our public partners have received and confusion amongst staff who have been unaware of the payments systems in place. This guidance was developed after appraising national good practice guidelines and considering existing payments practice across the School of Health Sciences and the School of Nursing, Midwifery, Social Work and Social Sciences. Its content was put together with stakeholders including staff from the above two schools and Finance colleagues from the former College of Health & Social Care.

By public we mean people working/engaging with us in a non-professional capacity that draws on their perspectives as a past or future user of NHS, public health and/or social care services. Students can be included under the umbrella of ‘the public’. Sometimes the nuances between paid, voluntary and ‘financially rewarded’ activities (thank you payments) are unclear. Further information on definitions is provided at the bottom of page 8.

Format

The guidance is available online and in printable versions via the following link xxxxx. It will be updated in May each year so please ensure that you are using the most up-to-date version.

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The guidance is divided into seven sections followed by a conclusion and appendices comprising useful resources (e.g. standardised text for use in information sheets for the public, web links, list of signatories).

1. Payment issues for all public .....................................................page 22. Payment issues for public involvement in research ................page 43. Payment issues for public involvement in other academic activities

(teaching, community engagement, etc) ....................................page 54. Payment issues for waged public ..............................................page 65. Payment issues for un-waged public (children, young adults,

adults of working age, retired persons) ........................................page 66. Payment mechanisms and procedures ....................................page 87. Where to go for further information and help............................page 13

Appendices ..................................................................................page 14Appendix 1 Sample Adviser Information SheetAppendix 2 Standard ‘benefits’ textAppendix 3 Resources Appendix 4 Payment examplesAppendix 5 Signatories

1. Payment issues for all public

When to consider payment

Wherever possible consider payment or reward at the planning stage of any activity that may involve the public. Sometimes funding is not available, yet at other times it can be found with a little effort or knowledge or maybe a business case is needed to present the case for funding. Where funds for involvement are not immediately available to you, you should discuss any plans that have a cost implication with your Director/Head of School. If funding is likely to be available, decide on a suitable payment/reward mechanism and cost it into the planning process (see Where to go for further information and help on page 13). If unfunded, consider alternative means of recognition or reward e.g. a free place at a conference or the University’s library access scheme (see page 13).

For some public involvement, especially short or one off involvement activities (e.g. a consultation event, listening event, presentation at a School of Nursing, Midwifery, Social Work & Social Sciences (SNMSWSS) Student User Carer conference, a teaching session), payment may not be available. This is acceptable so long as the involved public are happy with this. Some public, such as SNMSWSS User Carer Forum members, give their time freely on a more substantive basis for their attendance at meetings and Student User Carer conferences and such volunteering is entirely acceptable. Where paid, it is usual to pay more for in-depth work such as providing advice in a project Steering Group role compared with less involved work such as one-off physiological testing or interviews.

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There is an ongoing debate as some people would argue that it is more ethical to offer payment whereas others think volunteering should be unpaid. It is the involved public’s choice as to whether the reward offered for an activity, or the absence of payment, is acceptable to them. It is our duty to be socially responsible and endeavour to provide suitable payment or reward if at all possible. In some cases you may not be responsible for rewarding the public e.g. school children (as their school may have its own practices to follow).

Whether paid for their involvement or not, the public should be given a good standard of refreshments if they are travelling in to the University or other venue to work with you. For prolonged or mid-daytime activities, lunch should be provided and you should ideally ask what kind of lunch/refreshments people would like beforehand. It may seem a small point but identifying if some people need decaffeinated drinks or prefer cake to fruit can have a very positive effect on the public’s experience of engaging with you. Also check if people need reasonable carer or childcare costs covering to enable them to be involved.

If funding was not considered prior to an activity starting, there may still be time to consider payment/reward and it is better to address this late than not at all. Whilst it may be too late for financial reward, other means can still be available e.g. acknowledgement/co-authorship of project outputs, library access, a testimony about their contribution to University initiatives for their CV, or an end of project celebration (lunch, showcase, trip out).

How to discuss payment and reward-is thisa good example given it is over the £150 per day limit and stipend doesn’t sound like a discretionary payment??

The key to this activity is to have the discussion at all. Then follow up the discussion in writing so all parties know and can recollect at a later date, what was offered/agreed and any conditions attached (for example a stipend of £75000 to attend 5 Advisory Groups including meeting preparation). If possible speak to people prior to involvement to set out possibilities around payment/reward. If discussing matters in a group setting, always talk generally but discuss individuals’ circumstances and choices around payment/reward, in private. People can feel pressured not to accept payment/reward if others choose not to.

Choice of payment/reward means

At some point a judgement may need making to determine if the involvement activity constitutes ‘teaching’. Public who have a regular input to ‘teaching’ may be viewed as having an employee/employer relationship with the University. Any decision about employment status must be made in partnership with the University Payroll Section and will follow guidance they have from the HMRC (see page 8). The payment rules and procedures for teaching (which may be viewed as employment) and involvement in classroom discussions to share personal experiences and such like (which may be viewed as public involvement only) have very different payment rules.

Pay/reward in a way which the involved public want paying/rewarding and do not assume what their preferences are. For example, not all young people want

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vouchers for a single shop (which they may not shop in). General high street vouchers are popular but give a choice if possible (as some people don’t shop in any of the eligible stores). The small effort in tailoring the reward goes a long way to showing how valued the involved public are. Be aware the vouchers have expiry dates. If you have vouchers left over they can be used in other projects by arrangement with the Finance Department. A record of vouchers issued is needed. Wherever possible cash on the day is preferable to many people (as opposed to bank transfer) but it depends on what is possible by the Finance Department and how happy the involved person is to carry cash. If preferred, the Finance Team can arrange payment to go to the person’s charity of choice rather than be paid direct to them as individuals. Vouchers and payments should be age appropriate (ie suitable for children) and permission may need to be gained for some people to be paid/rewarded for involvement e.g. prisoners. For information on how to pay or give reward see Payment mechanisms and procedures on page 8.

How to manage travel and travel expenses

Whilst some involved public, especially those who live locally, are happy to fund their own travel, it is good practice to fund travel expenses when people are coming into the University or travelling elsewhere to meetings or events on your behalf. When carrying out work/involvement you have specifically asked people to undertake such as a teaching session or research meeting, you should discuss their travel needs. For many this will mean checking their travel requirements to make sure they are suitable e.g. economy class train, and taxi only where needed e.g. for people with a disability that makes other transport difficult. Travel costs should be calculated accurately in the preparation of bids for projects or research (see Where to go for further information and help on page 13). Beyond this, appropriate authorisation should be sought and justification given for more costly travel means such as taxis.

Wherever possible, offer to pre-book travel tickets and on-account taxis so that the involved public do not have to pay up front and reclaim expenses. They can be costly and some people may struggle to be out of pocket even for a short time until reimbursed. Mileage can be recorded by the public or you can calculate it for them using the AA Route Planner (www.theaa.com/route-planner/index.jsp). Receipts should be collected from the public who have paid for their own travel initially. Again, discussions about travel with the public should be done privately as they relate to issues about their personal finances. On the day of travel it is your responsibility to monitor the travel you have organised, such as whether on-account taxis turn up, so that the involved public are not left stranded.

It is good practice to always reimburse travel expenses and to not view these as payment.

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2. Payment issues for public involvement in research

Funding source

Pre-project: Seek internal support for funding public involvement in study design. You can also apply for a PublicInvolvement Award (circa £350) to fund public involvement in study design if your proposal is for any national, peer-reviewed, open-competition funding call for applied health or social care research (e.g. NIHR, MRC, ESRC). See http://www.rds-nw.nihr.ac.uk/public-involvement/ppi-bursary/

Within-project: Specify costs for payment/reward of the public in research bids. There is a new pilot Benefits Advice Service to help people in receipt of benefits wanting to be involved in research. See http://www.invo.org.uk/resource-centre/benefits-advice-service/benefits-advice-service-for-involvement-for-nihr-organisations/

Payment rate

Research funders generally expect best practice and will not look favourably on under-funded involvement. Best practice is £150 for a full day for in-depth involvement (of adults) such as committee work. Amounts can be less than this for less involved work such as a one-off consultation or attendance at a discussion group. Look at the nature of the work expected and judge payment amount accordingly. Discuss what constitutes an acceptable rate/reward type with those you are planning on involving. Accommodate preferences wherever possible e.g. people may prefer cash to vouchers. Children of school age can be rewarded more modestly and money would usually be paid to their parent/guardian or the child directly having informed parents beforehand. Remember young people of working age should not be offered payment/reward at children’s rates.

Payment method

See Payment mechanisms and procedures on page 8. Include payment details in any information sheet you provide to the public about their involvement (see example in Appendix 1 )

3. Payment issues for public involvement in other academic activities (teaching, community engagement, etc)

Funding source

Teaching: Public contributing to formal/substantive teaching should be paid as visiting lecturers. Some public may be happy to volunteer for unpaid teaching activities which is their choice, but they should not be expected to do it for free. Paid teaching input requires authorisation by your Head of School but you should also make them aware of any unpaid teaching by the public not least

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as you will need to seek authorisation to pay their travel expenses. Funding guest lecturing is expensive and such public involvement needs to be used selectively where it will add value to the curriculum and have most benefit to students. You are advised to discuss your plans with your Director.

See also commentary about what constitutes ‘teaching’ in Choice of payment/reward means on page 3.

Community Engagement: Most community engagement is viewed as volunteering and as such is unpaid. Reward is often viewed as the exchange of skills or knowledge between you and those involved, or achievement of a goal that benefits the community you are working with. If you are asking the public to travel or undertake a specific activity relating to a community engagement project, such as to give a presentation or attend a funding panel, then you should reimburse travel expenses and offer payment/reward accordingly. In a funded community engagement project, try to specify costs for payment/reward of the public involvement aspects according to the funder’s application guidance.

Payment rate

Visiting lecturer rate is currently £34 per hour. Travel expenses should be offered to all public involved in any teaching activity.

Payment method

See Payment mechanisms and procedures on page 8. Payment for teaching has to be by bank transfer. Travel can be reimbursed by bank transfer or cash but do not send the public to the Finance Department for cash – this should be done by the staff member.

4. Payment issues for waged public

Funding source

Involved public who are employed will have tax and National Insurance deducted from their payment for involvement e.g. guest lecture payment. Cash payments, such as can be made to the public involved in research, have no deductions made and it is up to the individual to declare this payment or not to any authorities (e.g. HMRC, Job Centre Plus).

Payment rate

There is no difference in payment rate for adults, including school leavers up to people beyond retirement age. Care needs to be taken not to discriminate against people e.g. adults with learning disability although advice can be sought from experts working with such populations.

Payment method

See Payment mechanisms and procedures on page 8. Payment for teaching has to be by bank transfer. Travel can be reimbursed

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by bank transfer or cash but do not send the public to the Finance Department for cash – this should be done by the staff member.

5. Payment issues for public in receipt of state benefits/un-waged public (adults, children, school attending young adults of working age, retired persons)

Funding issues

Involved public who are in receipt of state benefits/un-waged may have tax and National Insurance deductions made prior to payment for involvement e.g. guest lecture payment, as these payments are made by bank transfer. Cash payments can be made to the public involved in research or community engagement, with no deductions having being made and it is up to the individual to declare this payment or not to any authorities (e.g. HMRC, Job Centre Plus).

You have no responsibility in relation to what the public do with payment they receive. However you have a duty to notify them that there may be a risk if they receive payment for involvement when they are in receipt of state benefits or currently unemployed. In some cases involved public can have their benefits reduced or stopped altogether which can be catastrophic for them. There are similar risks should unemployed people turn down paid involvement which may be viewed as them refusing paid work. You are therefore required to advise potential involved public prior to involvement of the need for them to check their personal circumstances with Job Centre Plus or the HMRC. You need to do this verbally and in writing and do your best to ensure the information is understood (see example in Appendix 2)

Payment rate

There is no difference in payment rate for adults, including school leavers up to people beyond retirement age. Care needs to be taken not to discriminate against people e.g. adults with learning disability although advice can be sought from experts working with such populations. Some people in receipt of benefits can receive up to a certain limit of payment without it having an adverse effect on their situation.

This issue is complex so do not be mis-led into thinking a certain amount of payment spread over a certain timeframe is acceptable, as it will not be for all people. You can adjust the payment amount and payment schedule to fit with what someone is allowed to receive, if they wish and so long as it is manageable by the Finance Department. Again, it is up to the public to be accurate and not your responsibility to seek verification of what they tell you.

Payment method

See Payment mechanisms and procedures on page 8. Payment for teaching has to be by bank transfer. Travel can be reimbursed by bank transfer or cash but do not send the public to the Finance Department for cash – this should be done by the staff member.

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Children and young people who are still at school can be paid more modest amounts depending on the nature and extent of involvement. It is usual that shopping vouchers are used with school age children and CE marked toys for very young children. There can be novel variations on this e.g. event tickets, training shoes, letters of achievement, mobile phone top-up cards etc. Parents/guardians should usually be informed about payment/reward although cash payment is very unusual.

You may wish to register your project with VInspired (http://vinspired.com/) which validates skills developed as a result of volunteering. Awards are made depending on the amount of volunteering a young person does which are recognised and valued by many employers and Higher Education Institutions. As with other involved public, travel expenses should be reimbursed. Payment and reward of young people is complex and you may wish to read payment guidance for children and young people available from INVOLVE (www.invo.org.uk). Also look at the resources in Appendix 3 of this document.

6. Payment mechanisms and procedures The financial procedure for payments to the public will follow Her Majesty’s Revenue and Customs (HMRC) legislation closely. There is specific tax legislation which covers volunteers, lay participants and participants in clinical trials in research projects. Payments for all other types of public involvement are covered under general employment/tax law.

Research Projects

HMRC legislation on the tax treatment defines research volunteers, lay participants and participants in clinical trials as follows:

“In the course of undertaking research, particularly social science or medical research, volunteers are required to take part in tests, submit to measurements or be interviewed. They are usually paid a small sum to cover out of pocket expenses and as compensation for the time spent. Some of the volunteers may be members of staff of the university, but their participation in the research is not part of their duties of employment and they do it in their own time and are under no obligation to take part. Closely related to the above is the use of "lay" people or "users" in research. Here the people in question are invited to attend meetings to give their views on various matters to inform the research process and direction. Often they will be former or current patients, representatives of

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particular groups such as retired people, or representatives from charities. Payment is made to them for their participation in the meetings.”

If members of the public involved in research projects meet the above criteria, they can be paid reasonable expenses and monies in compensation for their time outside of the payroll system and tax and National Insurance deductions will not be made.

Non-research projects

Unlike research projects, there is no specific legislation that covers payments to public involved in teaching and community engagement. These payments will be determined under employment law. There is currently no definition of when a person is employed and the circumstances will differ in each case. In discussions with HMRC by the University Finance Team, there has been a broad informal agreement that if the participant attends no more than three sessions in any 12 month period, they would not be considered to be employed and can be paid outside the payroll system (e.g. bank transfer, vouchers, petty cash). If it is more than three sessions (teaching, meetings etc), advice should be sought from the University’s Payroll Section (see Where to go for further information and help page 13)

What is a ‘reasonable level of payment’?

There is no definition of what constitutes a reasonable level of payment. However discussions have been undertaken with HMRC who have reviewed some of our past payments to the public and agreed that these fall within the definition of reasonable. These payments have at times included daily payments of £150 and hourly lecturer rates of £34 per hour. However, most payments fall below this level so would be deemed to be reasonable. See some of our own University examples in Appendix 4.

Tax consequences for the public

For research involvement, specific legislation allows the public to receive reasonable payments without any tax consequences. For non-research participants, it is likely that receipt of reasonable payments will not be treated as taxable income. However it is up to individuals to check their personal circumstances.

A summary of the different tax treatments for research and non-research involvement is shown in the table overleaf.

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TAX CONSEQUENCES FOR THE UNIVERSITY

TAX CONSEQUENCES FOR THE INDIVIDUALS RECEIVING THE PAYMENTS

RESEARCH PROJECTS

In the circumstances above, HMRC agrees that the amounts paid to those concerned are unlikely to fall within the definition of “earnings” for Pay as You Earn (PAYE) or National Insurance (NI) purposes. No employment relationship exists and as such PAYE and National Insurance Contributions (NIC) would be inappropriate.

There will be no tax or National Insurance liability arising on the individual if the sums received do no more than reimburse the individual’s reasonable costs of participating in the trial or research, including costs of travel and subsistence.

Under Section 16, Taxes Management Act 1970, HMRC is entitled to ask for details of payments to non-employees at their discretion; but they would not routinely ask for details for small payments such as those described on the previous page.

However should the sums paid exceed those reasonable expenses then the excess may fall to be chargeable to tax as Miscellaneous Income, potentially giving rise to personal tax liabilities of the individuals which should be notified to HMRC under Self Assessment Procedures (see http://www.hmrc.gov.uk/sa/) which is the mechanism whereby other sources of income are declared e.g capital gains, dividend income and interest income.

TEACHING, LEARNING, COMMUNITY ENGAGEMENT and ALL OTHER PUBLIC INVOLVEMENT ACTIVITY

No specific agreement exists with HMRC. Tax consequences would be determined under employment status rules. If the individual completes no more than three sessions a year, it is unlikely that an employee/employer relationship exists. In this instance public can be paid outside of the payroll system.

If the individual completes more than three sessions a year, advice should be sought from the Payroll Section as to their employment status. Payroll staff will advise based on such things as frequency of involvement, nature of the activity and payment rate.

HMRC have advised that even when the sums are paid outside the payroll system, the onus is on the individual to determine if they need to declare the income as earnings. Where the sums paid do no more than reimburse the individual’s reasonable costs, including costs of travel and subsistence, it is unlikely that this would be treated as taxable income. However the individual is responsible for making this judgement.

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Payment Processes

There are two approaches to payment depending on whether the person’s contribution is viewed as A) paid work or B) not paid work.

A. Paid work

i. PAYROLL SYSTEM

If the member of the public is required (as has employment status - see page 8 for circumstances) or wishes to be paid through the payroll system for ease, the following procedure should be followed:

a. The person completes a “One Off Fees and Expenses Claim Form”, signs and returns this to you. The form is available from the Finance Team.

b. You then arrange appropriate authorisation of the formc. Please note that in the School of Nursing, Midwifery, Social Work & Social

Sciences, payment by a One Off Fees and Expenses Claim Form requires prior approval by an approved signatory.

d. Send the completed form to your School’s Finance Officer who will submit to the Payroll Section for payment.

e. Payments are made on the 17th of each month. There is a fixed deadline of the 5th of the month for the receipt of the forms into the University Payroll Section. Where the 5th falls on a non-working day, the deadline is the last working day before this date. Claim forms must only be completed for work carried out up to the last calendar day of the month, e.g. forms submitted by 5th May must only include work carried out up to 30th April, forms submitted by 5th June must only include work carried out up to 31st May, etc.

B. Not paid work

i. BANK PAYMENT

This is the preferred method of the University’s Finance Division. This is particularly suitable for the public who contribute time on a regular basis. If you envisage the person would prefer this method of payment the following procedure should be followed:

For first time involvement you should complete a copy of the Public Involvement Account Details Form and submit this to the Finance Team. The form is available from the Finance Team. This is used to set people up on the Finance System.

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a. The completed form should be submitted to the College Finance Team. The setting up of this approach takes 1-2 weeks so should be completed in advance of the work being undertaken.

b. When the involvement activity has been undertaken, you should provide the member of the public with a “Public Involvement Payment Request Form” to complete. The form is available from the Finance Team. You should arrange for the completed form to be signed by an authorised signatory (See page Appendix 5 for a list of signatories). They should then submit to the Finance Team.

c. Payments will be made into the person’s bank account. These are made weekly on a Wednesday. A remittance advice (summary of payments made) is sent to the person to confirm the payment.

ii. VOUCHERS

Vouchers should be ordered as they are needed, stocks are not kept. If you envisage the member of the public would prefer this method of payment the following procedure should be followed:

a. Complete a POID (Purchase Order Input Document) with appropriate authorised signatory and submit to the Finance Team. POID forms are available from the Finance Team.

b. The POID should specify the type and value and denomination of the vouchers. “High Street Vouchers” are the preferred choice but others are available.

c. The maximum that can be ordered at any one time is £1500.d. A minimum of 5 working days is required to order and take delivery of the

vouchers.e. Upon receipt of the vouchers (delivered to the Finance Officer), you will be

contacted.f. You can collect the vouchers from the Finance Office and will need to sign the

delivery note as proof of receipt.g. You can then distribute the vouchers to the public involved and complete the

signed schedule of receipt given to you by the Finance Team. The public are required to sign for the voucher received.

h. The schedule and unused vouchers should be returned back to the Finance Office within 5 working days. Please do not hold on to vouchers as these are treated as cash.

i. Unused vouchers will be retained by the Finance Team in a safe secure location.

iii. PETTY CASH

Petty cash must only be used for items which cannot be purchased using the University Purchasing Services procedures and the cost of any one payment to an individual must not exceed £100.This method is not preferred by the University but can be used if required. Requests for petty cash need to be made with at least one weeks’ notice as only limited amounts of cash are kept in the Cashiers Office in Univerrsity House. For this reason, the public should not be directed to the Cashiers

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Office for payment. All payments are to be made through the appropriate staff member using the following procedure:

a. You need to request cash amounts from Income and Treasury based in University House using a Petty Cash Form which they will provide for you. This should include the total amount and a breakdown of required denominations. Allow for some smaller denominations and coins if you are paying for such things as exact travel reimbursement. You can estimate travel costs at this stage and reimburse exact amounts later.

b. You can then collect the cash from the Cashiers Office in University House and sign the Petty Cash Form/s as confirmation of collection.

c. You then distribute the cash to the public and obtain their signatures on their individual Petty Cash Form or on a Schedule of Signatures provided by the Finance Team. Also ensure any receipts are attached.

d. The Schedule of Signatures is returned to the Cashiers Office with the balance of any unused cash.

e. Whilst it is possible to take cash off site for payment for people’s contribution etc, it is not possible for hospitality purposes. In this instance, a Business Expense Approval Form must be completed and receipts obtained on the day.

f. If you need to pay carer costs or for child-minding, you will need to use the Petty Cash system so that the public can pass on these payments to their caring provider.

g. If you wish to have payment go to the public’s charity of choice rather than be paid direct to them as individuals, this can be arranged with the Finance Team (up to £300).

7. Where to go for further information and help

Calculating costs/budgeting for involvement contact your project and costing accountant for your school

Health Sciences-Steven Murphy, S.J.Murphy@salford.ac.uk

Nursing,Midwifery, Social Work and Social Sciences -V.M.Tomlinson@salford.ac.uk

Payroll issues contact payroll@salford.ac.uk

Public involvement in research and community engagement practice contact Dr Tracey Williamson T.Williamson@salford.ac.uk

Involvement of children and young people contact Dr Joan Livesley J.Livesley@salford.ac.uk

Public involvement in education contact Julie Wray J.Wray@salford.ac.uk

Library access for the public http://www.salford.ac.uk/library/use/community-access

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Conclusion

Payment and reward for public involvement is a complex area. It is essential we navigate these issues and associated procedures fairly to ensure we demonstrate the value we place on the contributions by the public we work with. By following this guidance you can help to ensure that payments are dealt with consistently and equitably across activities.

Authors

This guidance has been developed by a multi-disciplinary group of staff from the Finance Department and Schools of Nursing Midwifery, Social Work & Social Sciences and the School of Health Sciences.

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Appendices

Appendix 1

Illustrative extract from an information sheet for advisers to a research study:

At the first meeting we would consider such things as:

the exact role of an adviser what is expected from you how the group will work how we can best prepare and support you (including training) payment/reward for involvement (public members) confidentiality ways of working evaluation of your involvement recognition of involvement e.g. named on final report

At the first meeting we will discuss in detail the above points and answer any queries that you have. We will negotiate such things as recognition for your time on the study. We have funding to reimburse public advisers for travel to and from the meetings and can reward public advisers time spent on the project in ways and amounts which we would like to agree with group members e.g high street store vouchers, cash or payment into your bank. It is likely we can pay up to £50 for each meeting lasting 2-2.5 hours. We recognise that not everyone would want payment or that individual needs may differ. If you prefer we can pay a charity of your choice directly.

Please note that if you are in receipt of state benefits and/or out of work then you need to enquire how involvement may affect you as your benefits could be adversely affected by involvement. You need to do this prior to involvement.

Appendix 2

Standard text for insertion into information sheets for the public:

If you are in receipt of state benefits and/or out of work, you are advised to seek advice from the Job Centre Plus as to how payment may affect you should you get involved.

Appendix 3

Resources:

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Perpetua Kirby/INVOLVE (2004) A guide to actively involving young people in research. For researchers, research commissioners and managers. Eastleigh. See http://www.invo.org.uk/wp-content/uploads/2012/01/InvolvingYoungPeople2004.pdf

INVOLVE (2010) Payment for involvement: a guide to making payment to members of the public actively involved in NHS, public health and social care research. Eastleigh. See

http://www.invo.org.uk/posttypepublication/payment-for-involvement/

INVOLVE (2011) What you need to know about payment - an introductory guide for members of the public who are considering active involvement in NHS, public health or social care research, Eastleigh. See http://www.invo.org.uk/wp-content/uploads/2011/06/INVOLVEpaymentdocument2011.pdf

INVOLVE (2012) Payment for involvement, Eastleigh. See http://www.invo.org.uk/wp-content/uploads/2012/11/INVOLVEPayment-Guiderev2012.pdf

INVOLVE (May 2013) Changes to welfare benefit regulations – how do they affect payment for involvement? Eastleigh. See http://www.invo.org.uk/wp-content/uploads/2013/05/Benefit-regulations-update-May-2013.pdf

Mental Health Research Network and INVOLVE (2013) Budgeting for involvement: Practical advice on budgeting for actively involving the public in research studies (Cost calculator), Mental Health Research Network, London and INVOLVE, Eastleigh. Seehttp://www.invo.org.uk/resource-centre/involvement-cost-calculator/

National Institute for Health Research, North West Research Design Service – Bursary scheme. See http://www.rds-nw.nihr.ac.uk/public-involvement/ppi-bursary/

Scott J (2008) Payment for involvement in research: helpful benefit rules and systems for avoiding benefit problems, INVOLVE. Seehttp://www.invo.org.uk/wp-content/uploads/2012/01/ScottJ2008Paymentforinvolvementinresearch.pdf

VInspired – VInspired is a charity that connects young people to volunteering opportunities. See http://vinspired.com/

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Appendix 4

Payment examples

Research/ Teaching & Learning/Engagement

Type of Volunteer

Type of Assistance Offered

Frequency Payment Amount and Type

Teaching & Learning P&O Patients/Private Patients

Act as models to allow students to practice making prosthetic limbs.

Once a term £65 per 3 hour session and 40p per mile mileage

Research Patients with diabetes and health volunteers

Gait lab measurements 2-3x £20 Amazon voucher

Research Health controls (as part of knee oa study)

Gait lab measurements 1x £20 Amazon voucher

Research Clinical study volunteers

Study 1: Foot treatment efficacy tests.

Four visits lasting one hour for each participant

£20 high street shopping voucher. Also receive free trial treatment and podiatry treat at the end of the study if necessary

Research Clinical study volunteers

Study 2: Heel skin mechanics tests

One visit lasting 2 to 3 hours

£20 highstreet shopping vouchers or Amazon vouchers. Particpants are given a choice.

Teaching & Learning Friends/Relatives Act as 'patients' to allow students to position for Radiography techniques.

Assessment and re-sit periods approx 5 days per year.

£50 Payment per all day session - no travel.

Teaching & Learning Patient volunteer Attends interviews for new students

2-3 times a year

No payment

Teaching & Learning Patient volunteer (men with AAA diagnosis)

Clinical assessment/Patients who are scanned by students

2-3 time year (increasing)

Travel expenses and a 'thank you' gift voucher occasionally

Group Research steering groups

Volunteer with condition (eg. previous breast

Patient perspective on documents

1-2 times per year

Travel and payment for some SUs (where in grant)

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cancer)Teaching & Learning Service user -

retiredSharing experiences of services and applying relevant theoretical models to these experiences

max x 2 per year once a year

Full lecturer hourly rate approx £40 per hour plus taxis

Engagement/consulting volunteer consultants

Consultation/curriculum developent

max x 2 per year

£30 vouchers per visit plus transport

Teaching & Learning volunteer service users

Part of assessment panel for a module

max x 2 per year per service user

Mileage or taxis

Engagement volunteer members of strategic advisory panel

Attendance /contribution

3 meetings per year

Mileage £20 vouchers per visit

Teaching & Learning Podiatry patients with specific health conditions

Tutorial question and answer seminar with students linked to the curriculum

Once a semester 1 or 2 patients only

£65 per 3 hour session and 40p per mile mileage

Engagement Public involvement as a User Advisory Group (research) comprising 10 adults several of whom are retirement age.

Public involvement as a User Advisory Group (research).

4 times pa Reward for contribution of £50 per three hour meeting and travel costs. Would like to increase this to £150 per meeting

Engagement Twelve adults, some of retirement age.

Public involvement in an education forum (engagement).

Once a semester.

Rewarded for participation in an hour-long interview with £15 high street vouchers each.

Research Young people 16-20

Research study exploring health needs of seldom heard young people aged 16-20 (some at school, college and unemployed).

One off Reward as a £10 high street voucher each for input into the study. Thanks made by a celebration cake and party at project end.

Engagement Two retired adults College Listening event-service users give a presentation at a conference-style event.

Once a year Reward was £150 each in cash plus travel costs reimbursed in cash on the day.

Teaching & Learning Disability Activist Disability activist was paid to come in to give a lecture to my Social Policy and differentiation class this semester

Once a year At lecturing rate (£34/hour or thereabouts

Teaching & Learning Diabetic patients 2 patients from Salford Diabetes Care Forum come twice a year for

Twice a year

£34 each for each session

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one hour to lecture to our student nurses on patient experiences of Diabetes

Teaching & Learning/Research

Various Paid hourly lecturing rates for t&l for user/carers one off talks to our students in modules

Various Small value vouchers

Teaching & Learning/Research

Various Attend either for a talk, meeting, reading materials and commenting upon, workshops for t& l matters in the school, focus groups etc

Various Small value vouchers

Participation Students Student volunteers at open days and offers open days are given vouchers, usually high street or Waterstones to value of around £20 a go

Once or twice a year

£20

Appendix 5

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Signatories

Authorised Signatories for 15/16

Name Area Project Code(s) LimitBoag Brian NM&SWSS NU £3,000Boote Alaric College HF/HL/NU £25,000Bowden Peter Health Sciences HL £3,000Caldwell Joanne Health Sciences HL £3,000Dayson Karl NM&SWSS NU £3,000Eachus Peter Health Sciences HL £3,000Grant Janice NM&SWSS NU £3,000Greenhalgh Elaine NM&SWSS NU £3,000Hack Kay Health Sciences HL/CX/HA/PH £25,000Hampson Andrew College HF/NU/HL £10,000Hunter Pauline College HF/HL/NU £10,000

Kenney Laurence Health SciencesHLRA66/HLBB20/

HLRA85 £3,000McAdam Jane Health Sciences HL £3,000Myers Steve NM&SWSS NU £3,000Nightingale Julie Health Sciences HL £3,000Ryan Julia NM&SWSS NU £3,000Smeeton Joe NM&SWSS NU £3,000Smith Chris Health Sciences HL £3,000Warne Tony NM&SWSS NU/CX/HA £25,000

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