8.4.8 Digital Disbursement Management Console for Human Subject Payments
Policy Statement
The University of Illinois System conducts research projects that utilize human subjects. When human subjects are offered financial incentives to participate in research, physical payment cards or virtual payment options are available within the Digital Disbursement Management Console (Management Console).
Reason for Policy
Physical payment cards and virtual payment options may be used as a cash equivalent to incentivize human subject participation in research projects.
Applicability of the Policy
Whenever physical payment cards and virtual payment options may be used as cash equivalents to incentivize human subject participation in research projects. The Management Console cannot be used as a method of payment to foreign national nonresident aliens. Refer to Payments to Foreign Nationals for instructions on processing payments.
Procedure
Physical payment cards and virtual payment options for human subject study participants may be requested using the Management Console (add link when final) by the custodian. The custodian is personally responsible for safeguarding the funds and may not allow the funds to be improperly used. All recipients of a physical and/or virtual payment must consent to the type(s) of payment(s) offered by the Management Console.
Note
- The Management Console will not process a payment request in the event a single payment or combined payments within a calendar year reaches over a $1,799 threshold. If the threshold exceeds $1,799, a Form W-9 needs to be obtained from the human subject before proceeding. Upon submission of a completed Vendor Information Form, the payment will be released to the participant.
- The Management Console cannot be used to process payments to foreign national nonresident aliens. Refer to Payments to Foreign Nationals for instructions on processing payments.
- University employees may not be paid by the Management Console for work-related duties (e.g., appreciation gifts, etc.). See 4.3.3 Process Employee Recognition Awards for to provide an employee with gifts, prizes, or awards that are related to their employment. However, university employees are eligible for physical payment cards or virtual payment options from the Management Console for reasons consistent with this policy that are not related to their employment.
To obtain physical payment cards and virtual payment options:
- Submit a request for human subject payments in the Management Console (add link when final).
- Submit the dollar amount needed to fund the study in Emburse Enterprise via an Invoice Report.
- University of Illinois System Digital Disbursement Management Console administrators fund the study once payment is received.
- The custodian assigns payment methods for participants in the Management Console.