Definition 

This reference guide delineates the method to pay research participants via Temporary Custodian Funds. Temporary Custodian Funds are used to pay research participants by cash or gift card for studies lasting up to one year.  A check is issued to a Department Custodian, who is responsible for cashing the check and either purchasing gift cards or directly distributing the cash to research participants.

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 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 - Advarra, UW Research Participant Payments - Gift Cards

Who

Department/Unit Initiators

• • The Department Custodian, defined as a UW–Madison employee who is responsible for monitoring the cash advance for research participant studies, is responsible for submitting the department and if applicable, RSP, approved custodian fund forms and Advarra Waiver Form to the Dean's Office- Fiscal Affairs (smphfiscal@med.wisc.edu) for approval and routing.

Department/Unit Approvers

• • The Department Authorized Approver (and RSP if applicable) approves the custodian fund forms and Advarra Waiver Form.
  • The Dean’s Office- Fiscal Affairs approves the forms
  • Department driver manager approves the transaction in Workday

Obtaining Access

N/A

Training

• All individuals involved with the management and control of the Custodian Funds are required to complete the Custodian Funds Training Part 1 (Canvas course).

Prerequisites

• • • N/A

How

SMPH Standardized Process

• • To open, maintain, and close a Temporary Custodian Fund, follow: UW Division of Business Services - Temporary Funds
    • Note: Temporary Custodian Funds may only be requested for a maximum duration of three months at a time. If the study is ongoing, the fund must first be reconciled and closed before a new request can be submitted.
    • The Department Authorized Approver (and RSP if applicable) approves the custodian fund forms. In addition to the approved custodian fund forms, the Department Custodian should also send the approved Advarra Waiver Form to the Dean's Office- Fiscal Affairs (smphfiscal@med.wisc.edu). The Dean’s Office- Fiscal Affairs approves and routes the forms to UW Madison Cash Management for processing.
      • Notes for Workday- Opening a Temporary Custodian Fund: Once the transaction is entered into Workday, the Department driver manager will also need to approve the transaction in Workday before the check is processed and sent to the applicable Department Custodian.
      • Notes for Workday- Closing a Temporary Custodian Fund: If funds are returned to the University, the Department Custodian should send the check back to UW Cash Management. The forms should be submitted to the Dean's Office- Fiscal Affairs (smphfiscal@med.wisc.edu). 
      • 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.

Core Workday Job Aids

• • N/A

Related Workday Job Aids

• • N/A

Related Reports

• • SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show Worktag Reporting.

Questions

For help with content questions or technical issues, please reach out to the Dean’s Office- Fiscal Affairs team at smphfiscal@med.wisc.edu.

References

Policies

• • Payments to Research Participants
  • Custodian Funds

Guidelines

• • 3012.2 Temporary Fund Procedure

Forms

• • W-9 Form
  • Custodian Fund Request Form
  • Custodian Fund Budget Form
  • Custodian Agreement Form
  • Custodian Fund Accounting Form
  • Research Participant Log
  • Advarra Waiver Form