UW Research Participant Payments - Gift Cards
Definition
This reference guide delineates the method to pay research participants via gift cards. Gift Cards, purchased with a UW Purchasing Card, allows a UW Purchasing Card holder to purchase gift cards for research participant payments. Gift cards can be purchased for $50 or less OR up to the amount provided in related grant agreements. Gift cards must be distributed within a year of the purchase date.
Important Notes:
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- 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 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 Purchasing Cards (P-Card, Department P-Card, Shared Liability/Corporate Card), UW Research Participant Payments - Advarra, UW Research Participant Payments - Cash Advance (Formerly Known As Temporary Custodian Funds)
Who
Department/Unit Initiators
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- Employee as Self (UW purchasing card holder) - Responsible for submitting the Spend Authorization and awaiting approval prior to purchasing gift cards. They may also be responsible for reconciling their purchasing card.
- Expense Data Entry Specialist - This role has the ability to reconcile P-cards on behalf of other employees.
Department/Unit Approvers
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- Driver Worktag Manager: reviews the Spend Authorization for appropriateness of funding/budget.
- Central Grant Accountant: reviews the Spend Authorization for appropriateness of gift card purchases on the grant(s) referenced.
- Expense Operations Lead: The Expense Operations Lead reviews the Spend Authorization for compliance with UW-3027 – Gift Cards.
- Expense Partner: responsible for reviewing expense reports for policy compliance.
Obtaining Access
- Reference the UW Purchasing Cards (P-Card, Department P-Card, Shared Liability/Corporate Card) - "Obtaining Access" section.
- Setting Up Access to Submit Expenses on Behalf of Someone Else (Expense Data Entry Specialist)
If you need any security roles, including Expense Data Entry Specialist (EDES), to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access:
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- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
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To find your department/unit’s Workday Role-Based Access Requester:
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- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
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Training
- Reference the UW Purchasing Cards (P-Card, Department P-Card, Shared Liability/Corporate Card) - "Training" section.
- Expense Reports and Credit Cards in Workday Part 1
- Expense Reports and Credit Cards in Workday Part 2
- Workday for Finance: Expenses for Support Staff
Prerequisites
How
SMPH Standardized Process
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- To create and submit a Spend Authorization for the purchase of gift cards, and to complete the required reconciliation process, follow the 3027.1 Approval to Purchase Gift Cards on a UW Purchasing Card Procedure.
- If aggregate payments to participants are greater than $250, study teams should collect a W-9 . Upload W9 as “Last Name, First Name” to SMPH Dean’s Office-Fiscal Affairs Box folder.
- When reconciling the purchasing card, attach the following documents:
- Research Participant Log*
- Related grant agreement documentation if gift card amount is more than $50
- Receipt
- To create and submit a Spend Authorization for the purchase of gift cards, and to complete the required reconciliation process, follow the 3027.1 Approval to Purchase Gift Cards on a UW Purchasing Card Procedure.
*NOTE: The Research Participant Log can be added to the transaction at a later date if the study is not closed by the 60-day purchasing card reconciliation period.
Core Workday Job Aids
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- N/A
Related Workday Job Aids
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- N/A
Related Reports
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- N/A
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.