Using incentives

How to purchase monetary incentives

Follow the guidance below to purchase monetary incentives from our supplier via the research operations team.

The cost of the incentives will be paid by your team. You will need to raise a purchase order (PO) and provide this to research operations.

The incentives you can buy are shopping vouchers and charity donations. The vouchers can be sent by email or printed and handed to a participant.

You must only use our approved suppliers to buy monetary incentives. In exceptional circumstances (e.g. you need a different type of incentive not provided by our normal supplier, or you need an unusually large volume) you may need to use a different supplier. This must be agreed with research operations and approved in writing by the head of user research.

Incentives for non-UK participants

There is a different process to buy incentives for non-UK based participants. Speak to research operations about this.

Step by step process to purchase monetary incentives

1. Calculate how much your incentives will cost to buy

Use this tool (Excel spreadsheet, DfE users only) to calculate the cost of your incentives:

Incentives cost calculator (Excel document, DfE SharePoint users only)

You can buy up to 50 incentives in one order.

2. Get budget approval and raise a purchase order

Your project or programme will pay for the incentives, so first confirm with your delivery manager that you have available budget.

Then raise a purchase order (PO) for the total cost of the incentives you want to buy.

The person responsible for your project budgets will need to approve the purchase. This is usually your Deputy Director.

The process and time required to raise a PO varies across DfE. Speak to your delivery manager or a finance colleague in your business area for support. There is also finance guidance on the intranet that covers paying for goods and services.

3. Send your request to Research Operations

Do this at least 5 days before your research.

You'll need to include or upload:

• Information about you, your team and the user group(s) you're incentivising
• Your research dates
• The incentive value
• The number of incentives you're buying (maximum 50)
• The purchase order PDF
• Name of the purchase order requestor
  • This is the person (you or somebody else in your business area) whose name is on the purchase order. They will receive the invoice and are responsible for arranging payment, and for answering any queries

What happens next

Research operations will get in touch with you to confirm your order and to discuss how and when you want the incentives to be sent to participants. They will then purchase the incentives on your behalf.

The invoice will be emailed to the person you named as the purchase order requestor. This person is responsible for ensuring the invoice is paid on time.

Contact research operations with any questions throughout the process.