8.4.6 Request Checks Made Payable to Human Subjects

Policy Statement

Payments to human subjects must be issued in the form of a check when:

• When a human subject is paid a single payment which is $200 or greater or at the time cumulative payments for a calendar year exceed $200
  OR
• Payments must be mailed

Reason for the Policy

To establish when payment to human subjects must be issued in the form of a check and the process for requesting checks payable to human subjects.

Applicability of the Policy

Whenever payments to human subjects must be issued in the for of a check.

Procedure

This procedure requires a separate Emburse Enterprise Expense Report for each human subject.

To request checks made payable to human subjects:

1. Confirm the recipient is a U.S. citizen, permanent resident, or resident alien. If they are not, consult Award, Prize, and Human Subject Payments.
2. Determine whether the recipient has a Banner vendor number. For step-by-step instructions, consult the Banner Vendor ID and Address Query job aid.
   If the recipient does not have a Banner vendor number and the cumulative amount to be paid to them for the study for the calendar year is $200 or more, set up the recipient as a vendor as outlined in 8.5 Vendor Setup and Maintenance, and proceed to Step #3.
3. Consult Emburse Enterprise—Submitting Invoices in Emburse Enterprise or Emburse Enterprise Submitting Temporary Vendor
4. Proceed through the screens. Select “141200-human subjects” from the account Code list. Consult the Miscellaneous or One-Time Vendor Payments job aid for step-by-step instructions. Note, payments to non-resident aliens must be requested through University Payroll and Benefits.