Paying Research Subjects

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 days after receipt of the properly completed documents.

Read more about research subject payments:

• Office of Ethics and Compliance, Human Research Protection Program
• UCOP Research Policy Analysis and Coordination

Research Subjects may be paid by check, gift card or petty cash; however, foreign individuals may only be paid by check due to IRS regulations.

• To request payment by check, submit a completed Check Request U5-2 Form and Research Subject Certification of Participation to Accounts Payable at [email protected].
• 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 will provide the Research Subject with IRS Form 1042-S. For questions on IRS Form 1042-S, contact [email protected].

• Gift cards for research subjects may be purchased through the Amazon Business Portal in BearBuy.
• Data Privacy: On your BearBuy order, please DO NOT enter personally identifiable information (PHI), such as the Research Subject's Name, unless absolutely necessary to complete and process the order. For instance, the gift card will be mailed directly to the Research Subject.
• Do not attach lists of participants' names in BearBuy
• Do not enter private/sensitive data, such as information about the study or participants' health, in BearBuy
• Note: Foreign individuals may not be paid with gift cards due to IRS regulations, see Check above.

Research Subjects may be paid with petty cash only from funds set up specifically for that purpose and for which confidentiality is essential. For specific requirements/guidelines, read Petty Cash Procedures.

• 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 and submit your request to Controller's Office Cash and Controls Service Desk at [email protected].
• Understanding the Payment Process for Petty Cash Check Requests
• Note: Foreign individuals may not be paid with petty cash due to IRS regulations, see Check above.

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.