Routes of Engagement

Patient and Public Involvement (PPI)

Is the individual a patient or member of the public who will solely be volunteering, participating in, or contributing to research (and will not be engaged to provide a service)?

Please answer this question with reference to the individual’s working arrangement

Please select no if you do not have an individual in mind.

No
Yes - Volunteer, or participant in activities 1-5
Red flags present (as defined below)
Activity 6 participant

Research volunteers, participants in research

Patients and healthy volunteers who take part in studies, consent to measurements or interviews in order to collect research data for analysis. Typically, they respond to an advert and there may be a high volume of respondents.

  • Volunteers, not employees / workers: Only reimbursed for reasonable participation costs e.g.travel & subsistence.
  • Check supplementary guidance before proceeding to payment (usually vouchers).

PPI activity example 1

Attending open public meetings or events that don’t require prior preparation. For example, drop in sessions, open days, seminars, conferences (not presenting).

  • Public contributor employment status: Not employee / worker; unlikely to have a formal contract.
  • Check supplementary guidance before proceeding to one-off payment route (vouchers or Miscellaneous Expense form).

PPI activity example 2

Presenting at a conference, representing an organisation / research team and talking about their experience of being involved.

  • Public contributor employment status: Not employee / worker; unlikely to have a formal contract.
  • Check supplementary guidance before proceeding to one-off payment route (vouchers or Miscellaneous Expense form).

PPI activity example 3

Remote document review to assist researchers such as lay review of funding applications, research materials, plain English summary.

  • Public contributor employment status: Typically not employee / worker; unlikely to have a formal contract.
  • Check supplementary guidance before proceeding to one-off payment route (vouchers or Miscellaneous Expense form).

PPI activity example 4

One-off focussed, time limited research development activities (typically complete within a few months). May include preparation work between meetings e.g. public perspective on research plans, focus groups, help with dissemination event.

  • Public contributor employment status: Typically not employee / worker; unlikely to have a formal contract.
  • Check supplementary guidance, ensuring red flags are considered, before proceeding to one-off payment route (vouchers or Miscellaneous Expense form).

PPI activity example 5

Ongoing involvement in a research project or organisational governance, provide independent advice over a period of time. Likely includes preparation between meetings e.g. public contributor on research project, study steering committee.

  • Public contributor employment status: Typically not employee / worker; unlikely to have a formal contract.
  • Check supplementary guidance, ensuring red flags are considered, before proceeding to one-off payment route (vouchers or Miscellaneous Expense form).

PPI activity example 6

A full and equal member of the research project / organisation team - potentially carrying out research. For example, public co-applicant on the research project, user-led research, co-researcher on a grant.

  • Public contributor employment status: Might need a contract of employment depending on person’s role and who controls and directs the work.
  • Contact ssehs.ppie@mailbox.lboro.ac.uk for advice before agreeing or processing payment.

This guidance supports decision-making in Public and Patient Involvement (PPI), service user participation, and broader community engagement across Schools. It is not formal University policy and should be applied with consideration of individual circumstances.

Key principles

Employment Status: engagements must be assessed for employment status. Most public contributors are not employees, but each case should be reviewed individually.

Welfare Benefits: payments may affect welfare benefits. Contributors should be signposted to independent advice and may decline payment if preferred. Further information can be found here: https://www.nihr.ac.uk/liaison-jobcentre-plus.

Research volunteers

  • Participate in data collection (e.g., interviews, tests).
  • Typically reimbursed via vouchers or small payments for time and expenses.
  • Participation is voluntary and not part of employment duties.
  • Payment Route: Vouchers or BACS (Misc Expenses Form) at project level.
  • Some research volunteers may be University staff members but participation is not part of the duties of their employment, they participate in their own time and are under no obligation to take part.

Public contributors (PPI Activities 1-5)

  • Individuals with lived experience contributing to research design, review, or meetings.
  • Activities are intermittent, non-obligatory, and not employment. Activities vary in length and frequency.
  • People can withdraw at any time. Any activities do not imply future involvement.
  • Payments cover reasonable travel costs and time compensation.
  • Payment Route: vouchers or BACS (Misc Expenses Form)

Red flags (seek advice if any apply)

  • High frequency (e.g., >6 meetings/year) or high payment.
  • Tasks resemble employment / work tasks for the University (e.g., deadlines akin to work, deliverables).
  • Payments described as wages/salaries. Is the sum paid to the public contributor excessive or higher than that of NIHR guidance.
  • Mutual obligation to participate – e.g. is there a mutual obligation for the University to offer the activity to the individual and an expectation that they would have to accept and undertake an activity.
  • Involvement across multiple grants / combined with any other PPI activities.

PPI Co-applicants (Activity 6)

  • Higher risk of employment relationship.
  • Must be assessed to determine the correct relationship status between the University and the individual before payment. The HMRC CEST tool should be used in the first instance: Check employment status for tax - GOV.UK.
  • If you have any questions please contact ssehs.ppie@mailbox.lboro.ac.uk in the first instance.

Additional notes

  • This guidance is based on NIHR and HMRC interpretations.
  • Tax implications for individuals are their responsibility.
  • Expenses are not taxable; payments may be.
  • Contributors may decline payment to avoid benefit impact.

Resources

 

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