TSS - Payments to Study Participants

Payments to Study Participants

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First Published  :Wed Sep 24 16:23:21 GMT 2014
Last Modified  :Mon Oct 31 13:28:51 GMT 2022
Last Published  :Mon Oct 31 13:28:51 GMT 2022
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Primary Information

    Most research studies need approval prior to the study being activated. Study approval protocol differs within each school therefore we ask that you contact your school administrative office for guidance.

    Studies involving human subjects may need approval from the Institutional Review Board prior to the study starting. For more information, see the Institutional Review Board at Tufts Medical Center and Tufts University Health Sciences Campus  website.

    Once a study has been approved, established guidelines should be used to set up and properly monitor a study’s payments to the participants. 


    Guidelines/Procedures for Study Funds
    Procedure: Once a study is setup determine the method of payment.  All payments should be coded with account number 5136 (Volunteer Subject Payments).

    Accounts Payable Checks   AP issues checks to study participants when a PaymentWorks application has been completed.  Dollar amounts that exceed the $600.00 1099 threshold usually get their funding in this method. The check voucher should be used and note the IRB# or study name.
    1. Setup a log with the needed fields as shown in this sample log in a shared folder that the AP Manager, Provost’s Office and PI, along with their staff can access.
    2. Submit to the AP Manager the required payment information.
    3. AP will setup the vendors and institute payments as requested.
    4. When study is completed, submit copies of completed log to the Accounts Payable manager, signed by the PI.  This will reconcile funds disbursed.

    Cash Funds
    1. Setup a log with the needed fields as shown in this sample log.
    2. Principle Investigator (PI) or other person who has significant supervision over the study should send an email to the AP Manager Maria Goncalves, copying James Hurley, indicating what the cash is for and what amount is needed. If after initial payment more funds are needed and the study is lengthy, the AP Manager will need a signed copy of the log of the monies spent before additional funds will be disbursed.
    3. When study is completed, submit copies of completed log(s) to the Accounts Payable manager, signed by the PI.  This will reconcile funds disbursed.
     
    P-card Usage for Gift Cards and or Store Cards
    1. Setup a log with the needed fields as shown in this sample log. Code all purchases on the P-card for the study to 5136 (Volunteer Subject Payments).
    2. Notify Lisa Fournier of the need to use the P-card for study participant’s payments.  Note what Vendor will be used, the dollar amount of each card and the total charge the Analyst will be expected to see on the P-card file.
    3. When study is completed, keep the signed log with the PI or a person that has P-card responsibility.  Be assured that all charges are allocated electronically in PeopleSoft.  Keep report with the P-card holder. 

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Keywords

    stipends, volunteer subject payment, research study