Design research compensation guidance

Why we compensate

Offering compensation is essential to recognizing and valuing participants’ contributions. It helps build trust and 2-way relationships between the public and government. When people are fairly recognized, their input can lead to better investments and outcomes.

Where appropriate, it can be used to encourage participation and help maintain long-term research connections. 

Offering compensation can also help the government reach some people who might not otherwise have the time, income or resources to join. For example, compensation can help offset: 

• Child care considerations 
• Long commute times  
• Time away from paid work 

This supports ethical and inclusive research.

Terminology

The terms “compensation,” “stipend,” “honorarium” and “reimbursement” are often used in similar ways, though they have distinct meanings in the B.C. government.  

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How to compensate participants

Research teams need to consider funding limits, participant roles and how compensation will be delivered.

Determine your approach

The research team is responsible for assessing the level of compensation. Decisions should consider the project budget, the type of engagement and the number of participants. During the project planning phase, the research team should request a stipend budget to support compensation or honorarium.  

All participants in the same study must receive the same compensation for the same level of participation. 

Sometimes, compensation is not possible due to limited project funding. Participants must be told clearly, during the consent process, whether compensation will be offered before they decide to take part in the research. 

The research team should check their ministry’s policy on public engagement. They can then speak with the appropriate team, such as finance, engagement or policy staff.

Assess participant eligibility

Eligible participants include members of the public who take part as individuals, or represent their family or community. For example:

• Someone sharing their own lived experience
• A caregiver speaking on behalf of their child
• A community member speaking about shared challenges or needs

Not every participant may be eligible for compensation

People may not be compensated if their participation is already part of their paid job. This includes:  

• BC Public Service employees or contractors who are contributing based on their work responsibilities
• Municipal or federal employees, including independent and Indigenous governing bodies, who are taking part through their role at work
• External participants who are part of the project’s working group or getting paid as part of their work to participate in the study
• Ministry interest holders, service partners or organizations receiving operating funding from the Province 

Be aware of fraud risks

Compensated research can sometimes attract fraudsters. To protect your project, have a clear and thorough screening process. For example, you can require a short phone screening to confirm someone is real and understands the research topic. This helps ensure participants are who they say they are and are eligible to take part.

Recommended rates

Compensation should consider ethical practices and cultural safety. The amount of compensation should match the time involved and how complex the activity is. All participants should receive equal compensation for equal participation.

The following amounts are suggested as general guidance: 

Research with Indigenous people

Honorariums and gifts are often part of respectful engagement with Indigenous people to respect the widsom they impart. They’re a non-negotiable lump sum payment given to recognize a voluntary service or cultural contribution.

Honorariums and gifts may be provided to Indigenous people who provide a service or action toward a government context. For example, a blessing or speaking at a community engagement. Ensure you ask the contact what form of recognition would be most appropriate. This shows respect and helps avoid making assumptions. 

If an honorarium will be provided, ensure the contact(s) are set up in your ministry’s finance system. This can take time, so plan ahead. 

Elders may have a support person who helps with logistics or travel. When reaching out, ask if they would like to bring a support person. If so, offer to cover that person’s travel or honorarium if appropriate. You may also be asked to work directly with the support person to coordinate details.

Each ministry has its own honorarium guide. Contact your finance team to confirm what applies to your project. As a sample, refer to the Ministry of Citizens’ Services Honoraria Guide.

Eligibility

If an Indigenous person is taking part as a representative of their Indigenous governing body, eligibility for an honorarium will depend on the nature of the project. If your project relates to the Declaration Act, the Indigenous governing body may be eligible to receive funding through the Declaration Act Engagement Fund.

If the project does not fall under the Declaration act, the participant may not be eligible to receive an honorarium.   

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Delivery methods 

Best practice is to offer compensation as pre-paid gift cards in the correct dollar amount.

Virtual gift cards are often preferred, as they let participants choose the retailer that best suits their needs.

Physical gift cards may be more suitable for in-person sessions or when a participant prefers a mailed option.  

The research team should give participants an opportunity to ask for a physical card as part of the consent process. If this option is chosen, the research team should plan for extra time and cost, as they’ll be responsible for mailing it and tracking that it was received.  

Work with your finance and procurement departments to purchase gift cards.  

Tax implications

Payments of honorariums to individuals who are non-employees are considered to be taxable income according to Canada Revenue Agency (CRA) regulations and must be reported on a T4A. To the extent that honorarium support program delivery and are within vote descriptions, payment must be charged to an applicable operational Standard Object of Expenditure (STOB).

A letter to the honorarium recipient must be written in support of the payment. It should include:

• The recipient’s name and address
• The date and description of the event
• The reason for the honorarium that describes the service or action provided
• The amount and form of payment
• The signature of the Expense Authority
• The signature of the honorarium’s recipient to acknowledge receipt of payment (where applicable)