Overview
Information about paying research study participants.
A research subject payment is made to an individual who has participated in a research study. Research subject payments are processed by Accounts Payable on a priority basis, and payments are made approximately 10 business days after receipt of the properly completed documents.
Read more about research subject payments:
- Office of Ethics and Compliance, Human Research Protection Program external site (opens in a new window)
- UCOP Research Policy Analysis and Coordination external site (opens in a new window)
Research Subjects may be paid by check, gift card or petty cash; however, foreign individuals may only be paid through check requests due to IRS regulations.
Check Request for a Research Subject
- To request payment by check, submit a completed Check Request U5-2 Form and Research Subject Certification of Participation to Accounts Payable at COAPMail@ucsf.edu external site (opens in a new window) .
- The request must include the Research Subject’s Name, Mailing Address, and Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN).
- Note: Payments to foreign individuals (i.e., individuals who are not residents of the U.S.) are subject to income tax withholding. UCSF Controller's Office external site (opens in a new window) will provide the Research Subject with IRS Form 1042-S external site (opens in a new window) . For questions on IRS Form 1042-S, contact COSolutionCenter@ucsf.edu external site (opens in a new window) .
Gift Cards
- Gift cards for research subjects may be purchased through the Amazon Business P-Card Portal.
- A Procurement Card (P-Card) is required to make gift card purchases through the Amazon Business P-Card Portal.
- Note: Foreign individuals may not be paid with gift cards due to IRS regulations, see Check Request above.
Petty Cash Request for a Research Study
Research Subjects may be paid by petty cash; however, foreign individuals may only be paid through check requests due to IRS regulations. For specific requirements/guidelines, read Petty Cash Procedures external site (opens in a new window) .
- Note: Petty cash payments are limited to $150 per Research Subject per visit.
- Follow the detailed procedures on the Controller's Office website for Replenishing Petty Cash external site (opens in a new window) and submit your request to Controller's Office Cash and Controls Service Desk at CashControlSvcDesk@ucsf.edu external site (opens in a new window) .
- Understanding the Payment Process for Petty Cash Check Requests external site (opens in a new window)
- Note: Foreign individuals may not be paid with petty cash due to IRS regulations, see Check above.
Greenphire ClinCard
UCSF Supply Chain Management has created Greenphire ClinCard program to provide a uniform, simple, and secure research study participant payment options using virtual and physical reloadable debit cards. For more information, read about the Greenphire ClinCard Program.