GIFT CARDS FOR RESEARCH PARTICIPANT PAYMENTS ROBERTA MCMANUS 1

Gift Cards for Research Participant Payments Research Participants ◦ Students or Non Students ◦ Incentives to individuals  Subjects  Trainees  Collaborator ◦ Approved Human Subjects Protocol  PI responsible for ensuring participant experience and payment comply Payment Methods ◦ Research Participant Form Research Participant Form  Controller’s Website Forms – Payables & Disbursement Services section  Vendor Direct Deposit form completed by recipient highly recommended ◦ Gift Cards  Acceptable method of paying research participants  Utilize Revolving Fund Advance procedures Gift Cards for Research Participant Payments2

Revolving Fund Advance Process ◦ Prepare Request for a Revolving Fund Advance Form (Controller Form FA252)Request for a Revolving Fund Advance Form (Controller Form FA252)  Custodian/Individual Responsible accountable for gift cards  Advance expire date = 2 wks before project end date  Advance issued to IR or Vendor supplying cards ◦ Obtain approval “Red – Stamp” by SRAS Coordinator  PI/SP Project Manager approval  Human subjects protocol adherence responsibility of PI ◦ Submit to Revolving Fund Specialist  Controller’s Office, Payables & Disbursements Services Gift Cards for Research Participant Payments3

Gift Card Control ◦ Department responsible for safeguarding gift cards  Limit access to cards  Secure in safe or otherwise locked  Maintain log of distribution/Gift Cards remaining  Obtain signatures/return receipts when practical  Adhere to Human Subject Protocol regarding research participant anonymity  Any payments with gift cards $600 or greater is tax reportable. Maintain a list of eligible recipients to provide to Payables and Disbursements services for a 1099 Miscellaneous ◦ Revolving Fund Specialist review  Compare inventory to actual count of Gift Cards  Review internal procedures 4 Gift Cards for Research Participant Payments

Reimbursement/Replenishment of Advance ◦ Prepare Payment Request Form ◦ Prepare summary sheet ◦ Receipts/ log of signatures  Amount/ gift card number  Note if do not want scanned to Hummingbird ◦ Obtain approval “Red Stamp” by SRAS Coordinator  PI/SP Project Manager approval  Human subjects protocol adherence responsibility of PI ◦ Submit to Revolving Fund Specialist  Controller’s Office, Payables & Disbursements Services 5 Gift Cards for Research Participant Payments

Contacts Roberta McManus – SRAS ◦ ◦ Dawn Snyder – Controller’s Office, Disbursement Services ◦ ◦ Janelle Gilbert – Controller’s Office, Revolving Fund Account Specialist ◦ ◦ Gift Cards for Research Participant Payments