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 - Temporary Custodian Funds
Who
Department/Unit Initiators
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- Employee as Self (UW purchasing card holder) - Responsible for submitting the department, and if applicable, RSP, approved gift card approval form and Advarra Waiver Form to the Dean's Office- Fiscal Affairs via DocuSign for approval. They may also be responsible for reconciling their purchasing card.
- Expense Data Entry Specialist - This role has the ability to enter reimbursements or reconcile P-cards on behalf of other employees.
Department/Unit Approvers
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- The Department Authorized Approver (and RSP if applicable) - Approves the gift card approval and Advarra Waiver forms.
- The Dean’s Office- Fiscal Affairs - Approves the forms via DocuSign.
- Department Driver Manager - Approves the transaction in Workday.
Obtaining Access
- Reference the UW Purchasing Cards (P-Card, Department P-Card, Shared Liability/Corporate Card) - "Obtaining Access" section.
- Dean’s Office approval and final submission are completed through Docusign. To create an account, reference How to Get Access to Docusign.
- Faculty and staff who need to receive documentation to sign and move along do not need an account.
Training
- Reference the UW Purchasing Cards (P-Card, Department P-Card, Shared Liability/Corporate Card) - "Training" section.
Prerequisites
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- N/A
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How
SMPH Standardized Process
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- Reference the UW Purchasing Cards (P-Card, Department P-Card, Shared Liability/Corporate Card) - "How" section.
- The Department submits the gift card approval and Advarra Waiver forms for approval through DocuSign. Follow the SMPH Gift Card Approval Form Signature and Routing process.
- The Dean’s Office- Fiscal Affairs also then approves and routes to UW Madison Cash Management for processing.
- Once the gift cards are purchased, the UW purchasing card holder or Expense Data Entry Specialist will need to reconcile the transaction in Workday and attach appropriate documentation. The driver manager will also need to approve the transaction in Workday.
- 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:
- Gift card approval form
- Advarra Waiver Form
- Research Participant Log*
- Related grant agreement documentation if gift card amount is more than $50
- Receipt
*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.