Reimbursement guide
Thank you so much for taking part in the Em-Body study!
This page provides a step-by-step guide on how to claim your reimbursement. If you are having trouble with this process, please read through the troubleshooting tips in the first instance. If you have any outstanding questions, please do email the research team at icn.embody[at]ucl.ac.uk.
If you would prefer to download this guide as a PDF please click on the full guide below.
Receiving invitation from UCL and activating account
1. At the end of a testing session, a member of the research team will invite you to use the expenses service, and you will receive an email with a link to register. Click the link:
2. The screen below appears: enter your name, create a password, agree to Ts&Cs and click Submit:
3. The message below will appear when submitted:
4. Go to your email inbox. The email below will appear. Click on the link to activate the account:
5. When activated the message below will appear:
Registering bank details and making a claim
6. Once your account is activated, an email is sent to your email address. Click on the link to access the External Visitor Service:
7. Log into the service using the email address and password used during the account activation process:
8. Complete the address fields and click Next:
9. Enter your bank account details and click Save. Please double check the bank details before saving to ensure correct and if an overseas bank account, ensure that BIC/SWIFT, IBAN codes etc are in the correct format:
10. The expense claim area will appear. Enter the claim description, e.g. “Participating in research study”, then tick the declaration and click Save:
11. The Edit expense claim area will appear. Upload a receipt file – this will be given to you on the day of participation (“Research Participant Payment Form”).
Note: Only one file can be uploaded with all the receipt images in one file. Therefore, if you have multiple receipts/files, please take a photo of all the receipts and upload, or combine files into one PDF – maximum size 3.9MB. Guides on how to do this are available on the internet:
12. Enter the claim lines by clicking Add claim item. Please add one claim line per receipt:
13. Enter new claim item details, click Save:
14. When all claim receipt items have been added, click Send claim for approval:
The process now goes back to UCL to accept and process the claim. If you have any questions, please email icn.embody[at]ucl.ac.uk
Troubleshooting tips
I can't find my Research Participant Payment Form The research participant payment form is the "receipt" for your participation. It should have been given to you by the researcher on the day of the testing session. It contains the name of the researcher, the date, and the amount to be claimed. You will be unable to submit an expense claim without this form. If you can't find it, please email the research team at icn.embody[at]ucl.ac.uk and we will try to find a solution.
I receive an error message when I try to log in saying "Sorry, we can't find an invitation that matches the details you've provided" This error could appear for several reasons. In the first instance, please clear your cache to ensure you are logged out of other accounts, and try again. If that doesn't work, please try using Microsoft Edge. If you are still receiving an error message, contact icn.embody[at]ucl.ac.uk
I receive an error message when I try to log in saying "You don't have permissions to view this screen" Please try clearing both cache and cookies in your browser, and try again. If possible, complete this in a Microsoft Edge browser.
I can't remember my username Your username is the email address you provided to the researcher, and used to create your account.