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Paying Human Research Subjects

Use the following process:

1. The principal investigator should complete:
   • Payment Procedures form (page 1) and acquire the appropriate departmental representative's signature.
   • The Cash Advance Request form.
2. Next, submit a Cash Advance Spend Authorization request in Workday, attaching both completed forms.
3. If your request receives authorization, you can then proceed with paying your participants.
4. Each paid participant must complete the Receipt for Payment form (page 2 of the Payment Procedures form).
5. At the end of your research, the principal investigator should complete the Cash Advance Approval form (page 3 of the Payment Procedures form) and submit it in Workday when you reconcile the Cash Advance.
   1. This must include the Receipt for Payment forms for each recipient and the Cash Advance Approval sheet (pages 2 & 3 of the Payment Procedures form).
   2. Reconciliation is due no later than 30 days past the end date specified in the Cash Advance request.  (If it is not reconciled by 60 days, it is required to be recorded as taxable income to the requestor payroll.)

Cash Advances for Human Research will be approved for no more than one semester at a time.  At the end of the semester, the existing Cash Advance must be reconciled and any unused funds returned.  Once that Cash Advance is completely reconciled, a new Cash Advance request for the next semester may be submitted.  (No more than one cash advance can be awarded for a study at one time.)