Welcome to the MHR Incubator's Seed Fund 2025 Award Holders page! This page details the relevant files, payment processes and more to help you with the administration of your seed funding award. It also lays out the MHR Incubator's expectations and responsibilities, as well as the areas we can provide assistance with.
As always, if you have any questions or would like to talk about any of these processes in further detail, please contact Shivani at mhresearch@psych.ox.ac.uk.
Finance
Paying an individual (unaffiliated with an organisation)
Participants can be paid in two ways:
-
- Payment Request Form (PRF) - money directly transferred to their bank account, typically within three weeks of processing.
- VEX Digital Vouchers - digital vouchers that are able to be redeemed at most major retailers, including Amazon UK and supermarkets. For a full list of which brands are available, please click here. Vouchers are typically sent within three weeks of being requested.
Payment Request Forms (PRF)
PRFs are used to request one payment to one payee. The individual requesting payment must complete the form with the relevant details, including their name, email, address, bank account information, amount requested (GBP), national insurance number and purpose for payment.
The lead applicant/co-applicants must send the completed PRFs to mhresearch@psych.ox.ac.uk, clearly stating which Seed Fund project this is for.
VEX Digital Vouchers
VEX digital vouchers can be ordered in sets and shared with participants by email. In order to order vouchers, please email mhresearch@psych.ox.ac.uk with the following details:
- Seed Fund Project Title: e.g. Kevin Career Development
- Name and email address of the individual(s) receiving the voucher: e.g. Kevin Cat at mhresearch@psych.ox.ac.uk
- Voucher amount(s) and quantity: e.g. 4 x £15 and 2 x £30
- Total spend: e.g. £120.00
Useful Files
Paying organisations
Consultants and speakers working on behalf of an organisation require a different payment process than standard participants.
-
- PO and Invoice - the organisation is paid typically within three weeks of processing. However, if the organisation has not worked with the University of Oxford before and is a new supplier, this may extend the length of time before payment.
Purchase Order (PO) and Invoice
As per the University's guidelines, a purchase order (PO) must be raised before work is carried out and payment is due. A PO allows our Finance Team to easily match the payment with the right funding source and ensures timely payment. This process can often take longer than initially anticipated; please convey this information to organisations to help their expectations.
Steps
- Supplier set-up: If the organisation is already set up on our finance system, this step can be skipped. If not, we will need the contact details (email) of a relevant contact within the organisation who is able to aid with supplier set up.
- Quote: We require an itemised quote (addressed to the MHR Incubator) from the organisation detailing the work to be carried out and other relevant details. The bullet points below list the information needed on the quote.
- PO: We will raise the PO and then provide the organisation with a specific set of letters and numbers (PO number) to be placed on the final invoice.
- Invoice: Please send the final invoice, clearly listing the PO, to mhresearch@psych.ox.ac.uk.
Quote
We require an itemised quote on headed paper (listing the organisation's bank details and other relevant financial information) breaking down the expected costs.
The quote must be addressed to the following address:
| Beatrice Shelley
Department of Experimental Psychology University of Oxford Life and Mind Building South Parks Road Oxford, OX1 3EL |
Paying for travel and accommodation
Travel and accommodation can be paid for in two different ways:
- Expense Claim - you pay for the travel/accommodation yourself, and the MHR Incubator will reimburse you, typically within three weeks of processing.
- Key Travel (for trains and accommodation only) - we directly organise and book your travel; this typically takes around 1 week to 2 weeks.
Expense Claims (Travel only)
- Complete the Expense Form spreadsheet ('Expenses claim form.xlsx'). Remember to sign and date your name under ‘Claimant Signature’ (typing your name is completely fine)
- Public transport: list the total ticket price in ‘Curr Amount'
- Driving: calculate the distance, in miles, between your start point and end point and put that in ‘Miles’. To calculate the ‘Curr Amount’, please refer to the University of Oxford’s finance guide for exact details.
- Attach either a photo or PDF of your travel receipt.
- Note: receipts are not needed for cycling and driving
- Email your expense claim and receipts to us (mhresearch@psych.ox.ac.uk) with an edited version of the statement below:
- I can confirm that the claim for reimbursement of £XX.XX for expenditure dated XX/XX/XX, is in respect of bona fide business expenses, incurred wholly, exclusively and necessarily on behalf of the University.
Please note that we can’t process any expense claims without the completion of these three steps (with the exception of driving/cycling which require only the expense form and statement)!
If you require further help, please reach out to Shivani or Keya at mhresearch@psych.ox.ac.uk.
Key Travel (trains and accommodation only)
If you or one of your participants are unable to book their own travel (train) or accommodation, the MHR Incubator are able to directly purchase these for you. You are free to identify a suitable hotel or ask us to identify one for you (we will provide at least two quotes from two different hotels).
The lead applicant/co-applicants must send the below details for each relevant participant to mhresearch@psych.ox.ac.uk, clearly stating which Seed Fund project this is for.
| Travel details | Accommodation details |
|
|
Useful Files
Paying for food and venues
Food can be paid for in two different ways, depending on the nature of the purchase:
- Expense Claim - for restaurants or cafes where pre-ordering is not possible, you may purchase the food yourself and then claim back the cost using an expense claim. The money will be transferred to your bank account within three weeks.
- PO and Proforma/Invoice - for pre-ordered catering. The organisation is paid typically within three weeks of processing. However, if the organisation has not worked with the University of Oxford before and is a new supplier, this may extend the length of time before payment.
- If an organisation requires payment upfront, they will need to supply us with a proforma invoice. Alternatively, if part-payment or full-payment is required after the goods have been supplied, we will require an invoice. Both types of invoice need a PO number for payment.
Venues must be paid for by PO and Proforma/Invoice only, as per the University of Oxford's guidelines.
Expense Claims
- Complete the Expense Form spreadsheet ('Expenses claim form.xlsx'). Remember to sign and date your name under ‘Claimant Signature’ (typing your name is completely fine)
- List the item prices in the 'subsistence/other expenses' section
- Attach either a photo or PDF of your travel receipt.
- Email your expense claim and receipts to us (mhresearch@psych.ox.ac.uk) with an edited version of the statement below:
- I can confirm that the claim for reimbursement of £XX.XX for expenditure dated XX/XX/XX, is in respect of bona fide business expenses, incurred wholly, exclusively and necessarily on behalf of the University.
Please note that we can’t process any expense claims without the completion of these three steps!
If you require further help, please reach out to Shivani or Keya at mhresearch@psych.ox.ac.uk.
PO and Invoice
As per the University's guidelines, a purchase order (PO) must be raised before work is carried out and payment is due. A PO allows our Finance Team to easily match the payment with the right funding source and ensures timely payment. This process can often take longer than initially anticipated; please convey this information to organisations to help their expectations.
Steps
- Supplier set-up: If the organisation is already set up on our finance system, this step can be skipped. If not, we will need the contact details (email) of a relevant contact within the organisation who is able to aid with supplier set up.
- Quote: We require an itemised quote (addressed to the MHR Incubator) from the organisation detailing the work to be carried out and other relevant details. The bullet points below list the information needed on the quote.
- PO: We will raise the PO and then provide the organisation with a specific set of letters and numbers (PO number) to be placed on the final invoice.
- Invoice: Please send the final invoice, clearly listing the PO, to mhresearch@psych.ox.ac.uk.
Quote
We require an itemised quote on headed paper (listing the organisation's bank details and other relevant financial information) breaking down the expected costs.
The quote must be addressed to the following address:
| Beatrice Shelley
Department of Experimental Psychology University of Oxford Life and Mind Building South Parks Road Oxford, OX1 3EL |
Useful Files
Reporting
Useful Files
Timelines
Your Seed Fund budget must be spent by September 2026.
In June 2026, you will be invited to have an informal progress meeting, in case you have encountered any problems or need further support.