Making and Requesting a Payment
This is restricted access content. Please don’t forget to logout if you are using public computer.

Payments to Study Participants

Audience: Department Administrators/Research Administrators

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 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. 

Finance 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).

Payment Options

Accounts Payable Checks

A check voucher should be used and note the IRB# and study name.  No PaymentWorks registration is required.

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 Supervisor Maria Goncalves, copying Jonathan Pearsall, indicating what the cash is for, the amount that is needed and the IRB# and study name. AP will issue an advance to the PI or their designee.  If after initial payment more funds are needed and the study is lengthy, the department should email the AP Supervisor, who will also 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 Supervisor, 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 TSS@tufts.edu 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.