WD-Paying Research Participants (Human Subjects)

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 Payment Voucher through the Integrated System for employees and non-employees. Payments cannot be made through Workday Expenses. To be paid, all participants must be registered (or invited to register) using the UVA Marketplace Registration Portal.


Gift Card Payments

Gift Cards for research participation should be purchased with a T&E Card. University employees are not allowed to purchase gift cards with personal funds and seek reimbursement.

For payments by gift card, 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 research participants. The Human Subject Payments expense item must be used and the IRB# must be included.


See Also: What forms are required for Human Subject Payments?