Research Participant Payment (Non-IRB)

Research Participant Payment (Non-IRB)

February 21, 2014

Summary: UCLA departments can request cash, gift cards, or deposits onto BruinCard for research participant (Non-IRB) payments. Departments may be required to provide back up documentation to validate appropriate allocation of funds for these types of payments. For check payments, please click on the link in Related Information to contact Accounts Payable for instructions.

How to Request Payment for Research Participants (Non-IRB)

Complete the Research Participant Gift Card (Non-IRB) Request Form or the Research Participant Cash (Non-IRB) Request Form available on the Related Information link on the right. If the form is completed accurately, cash and preferred gift cards will be delivered within three (3) business days. BruinCard deposits will take up to five (5) business days to process, depending on volume. Please return completed form to Payment Solutions & Compliance (PSC) for processing. Before completing the form, please note the following to ensure timely processing:

  1. Disbursement type (cash, gift card or BruinCard deposit).
  2. Cash or gift card will only be released to the authorized personnel(s) and PI identified on the form. Authorized personnel(s) must be active UCLA employees.
  3. If the chosen gift card type is not listed as a preferred gift cards listed in Gift Card Types on the Related Information link on the right, delivery time may take up to four (4) weeks, depending on the vendor processing and delivery schedule.
  4. Unused cash can be deposited back to your General Ledger Account through CASHNet, the campus approved cashiering system. If you are not a current CASHNet operator, complete the Unused Research Fund/Gift Card form on the Related Information link on the right.
  5. Unused gift cards from the preferred list may be returned to PSC and credit posted to your general ledger account. Complete the Unused Research Fund/Gift Card form on the Related Information link on the right.
  6. Unused gift cards not listed as preferred may not be returned to PSC for credit and will become the department’s responsibility. The cost of the gift cards will have been posted to the account provided when originally requested.
  7. The maximum disbursement at one time is $5,000. Requests for more than $5,000 at one time may require additional time for review and approval.
  8. Each department must be in compliance with UCLA Safe Requirements to ensure cash/gift cards are safely stored. More information on the safe requirement is available on the Related Information Link on the right.
  9. Each department must be in compliance with BUS-49 (Policy for Cash and Cash Equivalent Received) and UCLA Policy 361 (Cash Handling and Security).
  10. If a participant receives $600 or more during the calendar year in Human Subject payments, a 1099 must be filed. To comply with this IRS regulation, the list of participant names, total amount received for all UCLA research payments, and a W-9 for each individual should be sent to the UCLA Corporate Tax department. Each department must collect a W-9 from all participants who exceed the $600 limit. DO NOT email personal identifying information as email delivery is not secure. For questions regarding W-9 or 1099, contact Scott Monatlik in the UCLA Tax Department at smonatlik@finance.ucla.edu for assistance.