How to Submit a Research Payment Request

Disbursement requests for Research Payments are managed by Student Finance Solutions (SFS) and the Office of the Human Research Protection Program (OHRPP) for Instructional Review Board (IRB) approval. Research payments can be made in the form of gift cards/e-codes, BruinCard deposits, or cash. Please review the University and IRS regulations below, then expand the sections for instructions based on payment type.
 

  • University and IRS Regulations

  • -IRB review (approval or rejection) must be obtained with OHRPP before submitting a research disbursement request to SFS.

    IRB Approved Research Payment Requests: The department will be required to provide the current IRB approval number on the Research Payment Request Form. The approved IRB information must coincide with the the selected payment type or the request will be rejected. If it does not match, please consult with OHRPP to consider an exception for the approval of your form.

    Non-IRB Research Payment Requests: For requests that are non-IRB approved but still qualify as a research payment, the department will be required to provide an OHRPP rejection letter along with the Research Payment Request form submission.
    -The maximum disbursement at one time is $5,000. Requests for more than $5,000 at one time require additional time for review and approval.
    -Each department must be in compliance with BUS-49 (Policy for Cash and Cash Equivalent Received), UCLA Policy 361 (Cash Handling and Security), and UCLA Safe Requirements (if storing cash/gift cards).
    -To comply with IRS regulations, UCLA Accounts Payable must file a 1099 MISC form for research participants who receive $600.00 or more in research payments for the calendar year. Your department is responsible for providing a list of participants who meet this threshold, as well as collecting their W-9 form. You must hand deliver the list of payees (which should only contain the participant(s)' names, addresses, and amounts received) to Accounts Payable (Attn: AP Tax) or contact aptax@finance.ucla.edu for any inquiries in regard to 1099 MISC.
    -For awards that do not qualify as a research payment (IRB or Non-IRB) or an Employee Recognition Award, please contact UCLA Purchasing.

     

  • Gift Card / E-Code Payment Instructions

  • 1. Use Gift Card Catalog to Select a Vendor

    Please review the Gift Card Catalog to determine the gift card or e-code vendor. The catalog has information on each vendor type, including associated fees, available denominations, and processing times. Refund policies and instructions (if available) for each vendor type are also available on the catalog.

    For physical gift card requests, please refer to the Cashiering Services and Supplies Guide for information about armored courier (Brink's) service and delivery fees.

    2. Submit Corresponding Forms/Documents on Message Center

    Please use the MyUCLA Message Center link on the corresponding Research Payment Request form to submit your form and documents. Please complete the most recent version of the required form(s) entirely and accurately, or your request may be rejected and processing may be delayed.

    For Tremendous Vendor Payments: You will be required to submit the Tremendous Text Message Excel Template or the Tremendous Email Excel Template along with your Research Payment Request Form if the e-code redemption links will be delivered through Text message or Email directly to the recipient. If the redemption links will be delivered through Links (a CSV file containing redemption links sent to the department), a template is not required. More information about Tremendous E-Codes can be found on the Gift Card Catalog.

    3. Review of Request and Gift Card / E-Code Delivery

    Once your Message Center request is reviewed and approved, an SFS representative will reach out to you to coordinate delivery. Delivery for gift cards / e-codes will only be released to the Authorized Personnel identified on the form.

    Please refer to the Gift Card Catalog to review the processing time for each vendor.

    Depending on the vendor and payment type, gift card or e-code delivery may take up to four (4) weeks. This estimated fulfillment time assumes all required forms have been accurately submitted to SFS. Timely fulfillment is dependent on the department's participation and accuracy in completing the required steps for the selected gift card type.
     

  • BruinCard Payment Instructions

  • 1. Initiate a BruinCard Recharge Order Request (ROR)

    BruinCard payments are loaded onto a BruinCard stored value account (Easy Pay) and can be used by the cardholder at BruinCard Merchant locations. For this payment type, departments must initiate a Recharge Order Request (ROR) with BruinCard prior to submitting a Research Payment Request Form to PSC on the Message Center. The ROR E-Doc number will be required in step two.

    Please review the BruinCard Recharge Order Request Guide for step-by-step instructions on submitting an ROR. The ROR portal status will remain in Awaiting Pricing until a Research Payment Request Form is submitted to PSC on the Message Center.

    Additional BruinCard Payment Information:

    Denominations Any denomination
    Processing Time *Up to 4 weeks
    (See Timeline below for Breakdown)
    Processing Fee $0.00
    Refundable Once processed, BruinCard funds are not refundable to the department.
    BruinCard stored value funds (Easy Pay) are available to cardholders as long as they are active members of the University. BruinCard funds cannot be redeemed for cash value.
    Resources BruinCard Recharge Order Request Guide
    BruinCard Recharge Order Request Portal (Access assigned by department DSA)
    BruinCard Merchants


    2. Submit Corresponding Forms/Documents on Message Center

    Once your ROR portal status reaches Awaiting Pricing, please use the MyUCLA Message Center link on the corresponding Research Payment Request form below to submit your form and documents to PSC. Please complete the most recent version of the required form(s) entirely and accurately (including the Recharge Order Request E-Doc number from step one) or your request may be rejected and processing may be delayed.

    You must also provide an Excel list with the names, university identification numbers (UIDs), and payment amounts for each recipient with your Message Center request. Please ensure the recipient UIDs are correct; the department will be held financially responsible for deposit corrections.

    IRB Type Corresponding Form and Documents
    IRB Approved

    Excel Recipient List (UID, Name, Payment Amount)
    IRB Research Payment Request (Gift Card/BruinCard Deposit)

    Non-IRB

    Excel Recipient List (UID, Name, Payment Amount)
    OHRPP Rejection Letter
    Non-IRB Research Payment Request (Gift Card/BruinCard Deposit)


    3. Allocate FAU on ROR Portal

    PSC will review your Research Payment Request form and documents within ten (10) business days of receiving the Message Center request. Once your Message Center request has been reviewed and approved, PSC will forward the approved form and recipient list to the BruinCard Center on the Message Center.

    BruinCard will then quote the ROR and the ROR portal status will become Pending FAU Allocation. The department will then need to allocate an FAU to the ROR on the portal. Please monitor your ROR portal status so that you can allocate an FAU as soon as possible and payment processing is not delayed. BruinCard payments cannot be deposited until this step has been completed.

    4. BruinCard Payment Processing

    Once an FAU has been allocated, the ROR will enter the Awaiting Fulfillment portal status.


    The BruinCard Center requires up to five (5) additional business days to process payments once an FAU has been allocated. This timeline assumes all documents (including an accurate recipient list) have been received. You will receive a notice via the MyUCLA Message Center when the disbursement has been made. The ROR portal will also be updated to Recently Completed.

    Please Ask BruinCard for questions related to BruinCard payment processing.

    BruinCard Payment Process Map/Timeline

    While the estimated time frame for BruinCard payments to be completed is up to four (4) weeks, timely fulfillment is dependent on the department's participation and accuracy in completing the required steps.

    Process Responsible Party Fulfillment Time
    Initial ROR Submission Department ~One (1) Business Day
    Message Center Form
    Submission/Review
    Department & PSC/Student Accounts ~Ten (10) Business Days
    ROR FAU Allocation

    BruinCard Center & Department

    ~Three (3) Business Days
    BruinCard Payment Processing BruinCard Center ~Five (5) Business Days

     

  • Cash Payment Instructions

  • 1. Review Cash Payment Information
     

    Denominations Any denomination
    (Denomination not guaranteed)
    Processing Time 10 business days*
    Shipping/Delivery Fee Cashiering Services and Supplies Guide (armored courier delivery fee)
    Refundable Yes, unused balance refundable at any time. More information here.


    2. Submit Corresponding Forms/Documents on Message Center

    Please use the MyUCLA Message Center link on the corresponding Research Payment Request form to submit your form and documents. Please complete the most recent version of the required form(s) entirely and accurately or your request may be rejected and processing may be delayed.

    IRB Type Corresponding Form and Documents
    IRB Approved

    IRB Research Payment Request (Cash)

    Non-IRB

    OHRPP Rejection Letter
    Non-IRB Research Payment Request (Cash)

    3. Review of Request and Cash Delivery

    Once your request is approved, a SFS representative will reach out to you to coordinate delivery. Delivery for cash will be made within ten (10) business days and will only be released to the Authorized Personnel identified on the form. This estimated fulfillment time assumes all required forms have been accurately submitted to SFS. Timely fulfillment is dependent on the department's participation and accuracy in completing the required steps.