New Human Subjects Incentive Payment (HSIP) System School of Information Office of Research and Innovation

What is the purpose of HSIP? Human Subject Incentives Program (HSIP) has developed a new process and a Web-based support system to accommodate the electronic routing, approval, and submission of subject fee payment requests. It is being developed by U-M to: Help eliminate redundant forms and information gathering. Simplifying the process Protecting confidential subject information. Give clear guidance for compliance with IRS and other regulatory guidelines. Flexibility of payment options Connect subject funds request with IRB One Central Office for all questions

What Changes will I see? Completion of the HSIP request will be accomplished through an online worksheet. ◦ HSIP questions give options for incentive type, date needed, and delivery method. ◦ Fading out cash from Becky. Information Collected ◦ Tier system determines what level of information needs to be collected. ◦ Employees are treated the same as non-employees (changed 7/1/2009) Electronic Routing ◦ Requests are quickly routed from PI to Approver to Central Administration for processing and request fulfillment. HSIP Request Tracking ◦ View the progress of your request at any time by checking your home page. Communications ◦ Receive notifications from the system when the status changes on your HSIP request or action is required, e.g., make changes to a request, or submit evidence of distribution. ◦ Receive notification when payment is due to be released to you. ◦ Receive notification when the request has been closed and expensed to the Project/Grant.

First Steps Access to the System ◦ Contact Becky 3 days before you need to pick up the cash so she can request access for you in the system * Note: this is just during the roll out period PI Approval ◦ To save time, have PI Becky with approval for request amount and which account it will be charged to.

Making a Request Where to go ◦ Wolverine Access > University Business > Treasury Management > Human Subject Inventive Payment Request Information Needed ◦ Principal Investigator ◦ IRB Approval Number ◦ Custodian uniqname(s) ◦ Distribution Date ◦ Max Amount per Subject ◦ Denominations Needed *Note: You do not need to fill in the Accounting Information Notifications ◦ PI Notifications: just the initial request notification ◦ Custodian Notifications: notification at each stage

Options for Incentives Cash ◦ Able to request specific denominations VISA Gift Cards ◦ Preloaded gift cards ◦ Cards do NOT have ATM withdrawal capabilities (these do exist, but school/grants will NOT pick up $1.25 per card charge) Checks UM Coupons

Where to Pick Incentives Up Central Cashiers Office ◦ 2226 Student Activities Building (515 E. Jefferson) Hospital Cashiers Office ◦ 2 nd Floor of the UM Hospital (next to gift shop) Mail ◦ To researcher’s office ◦ To each individual subject’s home * Note: Courier option is available in the system, but neither SI nor grants will pick up the cost of the Courier service.

New Subject Forms Link on HSIP website or SI Research Office Wiki No Social Security Numbers for $100 or less per subject *Note: $100 total per subject for the entire project – not just per instance. Employees & Non-employees treated the same

Reconciling Timeline ◦ Must reconcile within 30 days of picking up incentives Submitting Forms ◦ Mailed to HSIP Office via campus mail  Make copies of the forms before you send originals – You are responsible for the funds until closed out by the HSIP group  Once you received the closeout you can shred the copies ◦ Hand-delivered to HSIP Wolverine Tower Unused Funds ◦ Return any unused funds to Becky Closeout from HSIP System

Where to Find More Information HSIP Website Research Wiki ◦ HSIP Information ◦ Other Information relevant to SI Doctoral Students Research Office ◦ Becky O’Brien in 2214 ◦ Jocelyn Webber cube just outside 2214

Questions? Thank you!