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Payments under $100

Cash

  1. Human subjects may be paid in cash increments up to $99.99. 
  2. A cash advance by Procurement up to $1000 is the preferred method to fund cash payments to subjects. Alternatively, subjects may be paid first, and then you can request reimbursement.
  3. Payments must be documented; a Stipend Log template is provided below.

Checks ($25-$99.99)

  1. Human subjects should only be paid with a check if the amount issued is more than $25. 
  2. You must complete a Direct Payment Form (form PDF, login required, and instructions PDF) for individual payments or the Direct Payment Form and Research Subject Payment Spreadsheet (XLS) for subjects to receive funds. 
  3. Subjects without Banner ID numbers must also complete a Vendor Information Form. This form may be given to the subject to complete and mail back to Accounts Payable. 
  4. Obtain necessary signatures, including Special Funds Accounting if on a trust or grant fund, and submit to Accounts Payable for processing. 
  5. Funds will be distributed from the Controller's office in the form of a check sent directly to the address provided on these forms. 

Gift cards

  1. Gift Cards must be purchased through the Direct Payment Form (form PDF, login required, and instructions PDF). Do not use P-Cards for gift card purchase. 
  2. Gift Cards may also be purchased and reimbursed.
  3. Collect human subject information on Stipend Logs. Do not collect Social Security numbers or Banner ID numbers if gift card is less than $100. If subjects are receiving gift cards for more than $100, you must collect SSNs or Banner IDs.

Using a third party to purchase/provide individual payments

  1. This applies to third parties such as Amazon gift cards, Amazon Turk payments.
  2. Keep all receipts, correspondence, and proof of disbursement. 
  3. Follow the steps for cash reimbursement for the amount of the gift card.

Door prizes

  1. Door Prizes must be approved by IRB during the application process. 
  2. They may not be used in exchange for valuable consideration such as blood or tissue samples or significant time and effort in research participation. The IRB will make this determination. 
  3. If approved, follow the steps for cash for the amount of the door prize.

Payments of $100 or more

Direct payment process

  1. Human subjects who will receive individual payments of $100 or more must have a completed Direct Payment Form Direct Payment Form (form PDF, login required, and instructions PDF). Payments over $100 cannot be processed through cash advances or reimbursements. 
  2. Subjects without Banner IDs must also complete a W-9 (PDF). This form may be given to the subject to complete and mail back to Accounts Payable. 
  3. Obtain necessary signatures, including Special Funds Accounting if on a trust or grant fund, and submit to Accounts Payable for processing.
  4. Funds will be distributed from the Controller's office in the form of a check sent directly to the address provided on these forms. 

Door prizes

  1. Door Prizes must be approved by IRB during the application process. 
  2. They may not be used in exchange for valuable consideration such as blood or tissue samples or significant time and effort in research participation. The IRB will make this determination. 
  3. If approved, follow the steps for cash for the amount of the door prize.