Introduction
UKRI’s vision is to support an outstanding research and innovation system that gives everyone the opportunity to contribute and benefit and enriches everyone’s lives. The Medical Research Council (MRC) strategic delivery plan shows our commitment to this vision.
We aim to achieve it through accelerating improvements in human health and prosperity by supporting world-class health and biomedical research and innovation. Central to this commitment is promoting an inclusive approach to the involvement and engagement of public partners in research activities, so that the benefits from research extend across all communities and population groups.
What do we mean by public partners?
Public partners are a diverse range of people of all ages and backgrounds, who bring different life experiences, knowledge and perspectives. They can be members of the public, patients, voluntary or community groups. Public partners are sometimes called public contributors.
UKRI policy
MRC is involved in a UKRI-wide review to establish a consistent set of principles and guidance about payments to public partners that recognise their contributions to our research ambitions. This MRC guidance will be effective from now until implementation of the UKRI guidance. This guidance will be reviewed periodically and revised as appropriate.
Purpose
The purpose of this guidance is to embed payment for the contribution of public partners in MRC funding, research and innovation activities.
It is aligned with the payments paid by MRC to its committee members and with good practice among other funders and health research organisations.
Scope
This guidance should be used by MRC head office staff to agree and manage payments to public partners who have contributed to activities led by head office.
This guidance may also be used by:
- applicants for MRC funding to cost payments for public partners contributing to their research activities
- the wider MRC research community, for example MRC-funded centres, units and institutes, who do not already have an agreed local payment policy or guidance
Principles of payment
Public partners should be offered payment for their contribution to research and research funding activities. Examples include contributing to strategy development, being part of a research project team, developing a funding opportunity, reviewing applications, attending a meeting, or being a member of a focus group.
The payment rate will be made clear when the public partnership activity is offered.
The activities that the public partner is expected to take part in and the likely time needed for this will be made clear when the public partnership activity is offered.
These payments are a recognition of the contribution that public partners are making and are not an ongoing employment contract.
The rate and expenses paid to public partners, as set out in in the expenses section, are equivalent to that paid to MRC committee members for a similar contribution.
Eligibility
Payment will be offered to individuals who are public partners. To be eligible members of the public must be contributing in a personal capacity and not working in a professional capacity (where their contribution is already covered by existing payment, for example, employed by a charity or support group and contributing on behalf of this organisation).
Organisations who represent members of the public, for example support and community groups or charities, may be offered payment for public partnership contributions provided by their staff or members in a professional capacity. The level and arrangements for payment should be agreed before the activity takes place.
Tax, National Insurance and state benefits
A public partner accepting payment for an activity is responsible for ensuring HM Revenue and Customs (HMRC) is informed and that appropriate tax and National Insurance payments are made.
A public partner who receives state benefits should be made aware that payment or expenses for a public partnership activity, fees or expenses could affect their benefits. They should notify Jobcentre Plus of any paid or voluntary activity and may need permission to undertake a paid activity.
Rates of payment
Payment should be offered at the following rates:
- whole day meeting or activity with time needed to prepare: £160
- half day meeting or activity with time needed to prepare: £80
- half day meeting or activity with extensive preparation: £120
- hourly rate for an activity that is less than 6 hours and requires little or no preparation, for example taking part in an interview or a focus group or reviewing documents or videos: £25 per hour
- internet data expenses for an online meeting or teleconference: £5 per meeting
Some public partners may have access requirements or need additional support or time to take part in or complete their activities. This should be taken into account when determining the rate to be offered to an individual.
Expenses
MRC will reimburse reasonable expenses, including travel, food and drink (subsistence) and accommodation associated with public partnership activities.
MRC may reimburse special requirements, such as care or support workers, interpreters and childcare if this is agreed before the public partnership activity takes place.
Payments to children and young people
Children and young people who take part in public partnerships should receive appropriate reward and recognition for their contribution. They, or their parents or carers, should not be out of pocket due to taking part.
Payments to children and young people need to take account of legal requirements (GOV.UK), which relate to the young person’s age and how many hours they can work.
Children and young people:
- under the age of 14 years should be offered vouchers instead of payment
- 14 years and over may be offered vouchers, or payment at the same rate as adults
- of school age should not be involved in public partnership activities on a school day. The only exception to this would be where the activity is organised in collaboration with a school as an educational opportunity
- aged 16 years and over who are in employment or receiving benefits must be made aware that they are responsible for informing HMRC or Jobcentre Plus (see the ‘Tax, National Insurance and state benefits’ section) as the same conditions will apply to them as to adults
If children and young people are offered vouchers, then it is important to consider what can be bought in shops accepting these when selecting the type of vouchers to offer.
Some children and young people 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.
If pre-existing groups of children, young people and parents or carers are being invited to take part in a public partnership activity, then it may be appropriate to follow the payment guidance of the pre-existing group or organisation. This should be agreed before invitations are made.
Claiming fees and expenses
At the time of invitation, the coordinator of the activity should provide the public partner with information about:
- the rate of payment that is being offered for the activity
- what they are being asked to do and how long this should take
- which items, for example travel, will be organised and paid by the activity coordinator and what the public partner is responsible for paying and claiming reimbursement for
- the upper limits of any expense claims, if these exist
- the need to retain receipts and invoices to submit with their expenses claim
Public partners can be given a payment in advance to use for expenses if they cannot pay in advance, for example if they are on a low income. Coordinators of activities may also book travel on behalf of public partners. If expenses are given in advance, public partners must still make sure they keep and send in receipts. Any unspent amount should be returned or will be taken from the next payment.
Public partners should be sent clear instructions about how to claim any fees and expenses by the individual who is coordinating the activity, including providing any relevant forms to complete.
The coordinator of the activity should support public partners in making their expenses claim.