If you will be paying individuals to participate in a research study, first a determination needs to be made to find out if the study is a human subject study or a program improvement study.
An human subject study is when a living individual about whom an investigator conducting research obtains data through intervention or interaction with the individual, or identifiable private information.
A program improvement study (or program evaluation) is a systematic method for collecting, analyzing, and using information to answer questions about projects, policies, and programs, particularly about their effectiveness and efficiency
The main difference between the two types of study is that a human subject study requires review from the University of Illinois Urbana-Champaign Institutional Review Board (UIUC IRB). If you need help with whether you project meets the definition of Human Subject Research or a Clinical Investigation, please contact the Office for Protection of Research Subjects (OPRS).
To request an IRB, please use the IRBOnline system. The approval of the application will be needed by the Library Business Office for any payments to human subjects.
Once a determination has been made on if you need an IRB, the next step would be to determine if a cash payment or a gift card will be given to the participants.
For each of the following payment methods, the Business Office will need documentation with the following information:
- IRB Number (if applicable)
- Amount paid to each recipient
- Name or Recipient Identifier
- UIN (if applicable)
- Email address
- Date received by recipient
- Signature of recipient
*Before requesting a Program Advance, please make sure you have access to Chrome River and have setup the Business Office staff as delegates.
Cash Payment (No Program Advance)
Cash payments can be made without a cash advance through the Business Office. Please provide documentation with the information above and the Business Office will process the payment to the individuals as per university policies.
Cash Payments with Program Advance
Please request a Program Advance. Once the Program Advance is received by the Business Office, it will be processed. The funds will be deposited into the requestor’s bank account.
To distribute the payments, the Requestor will need to document each payment given out with the documentation listed above (***see below for international payments). Any unused advance money will need to be returned to the University in the form of a check made payable to “University of Illinois” and give the check (if applicable) and the documentation to the Business Office to close out the Program Advance.
***International individuals are not allowed to receive cash payments and must be processed through the Library Business Office. Please provide documentation with the information above and the Business Office will process the payment to the individuals as per university policies and IRS regulations.
Gift Card payments with Program Advance (ONLY)
Please request a Program Advance. Once the Program Advance is received by the Business Office, it will be processed. The funds will be deposited into the requestor’s bank account.
To distribute the payments, the Requestor will need to document each payment given out with the documentation listed above (***see below for international payments). Any unused advance money will need to be returned to the University in the form of a check made payable to “University of Illinois” and give the check (if applicable) and the documentation to the Business Office to close out the Program Advance.
***International individuals are not allowed to receive gift cards and must be processed through the Library Business Office. Please provide documentation with the information above and the Business Office will process the payment to the individuals as per university policies and IRS regulations.
11/13/24