Definition 

This reference guide delineates the method to pay research participants via Advarra. Advarra Participant Payments allows for payments to research participants using either a reloadable debit card, check, or ACH payment to the participant. These payments can be a stipend (taxable) or expense reimbursement (non-taxable) related to their participation in a research study.

Important Notes:

• • All research participant payment methods must be HIPAA compliant.
  • All individual or aggregate payments of $250 or more in one calendar year are to be supported with a signed participant W-9 form.
  • Payments to Individuals are no longer permissible in SMPH to pay research participants due to HIPAA compliance.

Related Reference Guide(s): UW Research Participant Payments - Gift Cards, UW Research Participant Payments - Temporary Custodian Funds

Who

Department/Unit Initiators

• • See Participant Payments: Roles and Permissions to determine the correct role(s) for each Study Team member and/or Department approver.

Department/Unit Approvers

• • Department Authorized Approver approves SmartSheet form to use Advarra for the research study participant payments.
  • Once a study is established in Advarra, payments are processed based on the assigned roles within the Participant Payments: Roles and Permissions.

Obtaining Access

If you need access to Advarra, submit the Access Request form. Supervisor will be required to approve access to Advarra system.

Training

• After request for access has been submitted and supervisor approves, employee will receive a link to complete the appropriate Canvas training based on roles/permissions requested.

Prerequisites

• • • N/A

How

SMPH Standardized Process

• • Participant Payments Overview
    • First, the Study Team initiates the request to use Advarra for their research study via the SmartSheet form.
      • See Participant Payments: Roles and Permissions to determine the correct role(s) for each Study Team member and/or Department approver. Ensure there are enough Advarra users assigned to each study to maintain separation of duties.
      • Department Authorized Approver approves in SmartSheet form to use Advarra for the research study participant payments.
    • Further guidance on the process within Advarra is available in the Payments: Resource Library
      • If aggregate payments to participants are greater than $250, study teams should collect a W-9 (and still enter the Social Security number for the participant in Advarra.) Upload W-9 as “Last Name, First Name” to SMPH Dean’s Office-Fiscal Affairs Box folder.
    • Notes for Workday: Dean’s Office- Fiscal Affairs processes the related Workday entries.

Core Workday Job Aids

• • N/A

Related Workday Job Aids

• • N/A

Related Reports

• • Financial Reviewer/Principal Investigator-Program Manager/Custodian roles can run All Transactions report in Advarra to see details of participant payments.
  • SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show Worktag Reporting.

Questions

For help with content questions or technical issues, please visit the Advarra Resource Library - “Questions/Troubleshooting” section.

References

Policies

• • Payments to Research Participants

Guidelines

• • N/A

Forms

• • W-9 Form
  • Advarra Access Request Form
  • Advarra Waiver Form
  • Advarra Participant Payments Request Form
  • Advarra Card Request Form