If you're purchasing research through Prolific on behalf of an organisation, you may need to add your institution's VAT (Value Added Tax) number to your workspace. Whether you need to do this depends on where your organisation is based.
Do I need to add a VAT number?
If you're based in an EU country (excluding the UK)
If you're purchasing on behalf of a VAT-registered organisation, such as a university or business, you should add its VAT number to your workspace.
Adding a valid VAT number ensures your invoices receive the correct VAT treatment and can help avoid delays when your finance department processes or reimburses invoices.
Once a valid VAT number has been added:
Your invoices will be issued under the reverse charge VAT mechanism.
No VAT will be added to your invoice total.
Your organisation will account for any VAT due through its own VAT return.
Not sure if your organisation is VAT registered? Most universities and businesses are, but if you're unsure, check with your finance department before adding a VAT number.
If you're based in the UK
Adding a VAT number is optional.
UK VAT (currently 20%) is charged on all Prolific platform fees regardless of whether your workspace has a VAT number.
However, if you'd like your organisation's VAT number to appear on your invoices, you can add it to your workspace by following the steps below.
If you're based outside the EU VAT regime
You don't need to add a VAT number to your workspace, as VAT does not apply in the same way for these purchases.
How to add a VAT number
Before making any changes, make sure you're in the correct workspace. You can navigate to the correct workspace if needed.
To add a VAT number:
Open Workspace Settings from the left-hand sidebar.
Under Name and Office Address, locate VAT number (optional).
Select Add number.
Enter your VAT details in the pop-up window.
Select Apply.
If your workspace already has a VAT number, select Edit next to the existing number to update it.
When can I add or change a VAT number?
To protect the VAT status of your workspace, you can only add or change a VAT number when all of the following are true:
Your workspace balance is £0.
You have no active studies (published but not yet completed).
You have no draft studies (created but not yet published).
If these conditions aren't met, you'll be prompted to contact Support before your VAT details can be changed.
You don't need to contact Support if you simply need to:
Delete your draft studies.
Complete your active studies.
Both of these can be managed from the Studies section of your workspace.
If you need to:
change your VAT details while the conditions above aren't met, or
request a refund of any unspent participant rewards in your workspace,
please contact our Support team for assistance using the button at the bottom right hand of this page.