All payments for research participants must adhere to the requirements of the Institutional Review Board (IRB)
Making Research Trial Participation Payments
All payments for research participation must follow this procedure:
Compensation to Research Trial Participants.
The Special Requirements page specifically describes issues related to the Procurement Services process. The Human Subject Payments A-Z index is a great source of further information.
Cash Payments
Cash payments must be made with a Supplier Invoice Request through Workday for employees and non-employees. Payments cannot be made through Workday Expenses. To be paid, all participants must be registered (or invited to register) in PaymentWorks.
Gift Card Payments
Gift Cards for research participation should be purchased following the method below:
- For non-employee recipients: It is recommended that you purchase gift cards via the Blackhawk Network punchout catalog in UVA Marketplace. See Blackhawk Gift Card Punchout Resources.
- For employee recipients: It is required that you purchase gift cards with a University T&E Card. Employee gift cards should not be purchased via the Blackhawk Network punchout catalog or via a Purchase Order. They can be purchased from local or online vendors.
**University employees are not allowed to purchase gift cards with personal funds and seek reimbursement.
For payments by gift card to non-employees, the department must maintain a record for each payment - name, address, and SSN of each participant - as well as the name and date of the study. It is the department's responsibility to complete 1099 reporting annually.
Workday Expenses must be used for expensing the T&E transactions for the purchase of gift cards given to employee research participants. The Employee Award Taxable expense item must be used.
See Also: What forms are required for Human Subject Payments?