Revisions have been made to the process of human subject payments.
All payments to individuals who are being paid to participate as human subjects in a research study must be paid via a gift card, effective immediately.
If a grant specifically states that payments must be made via check, the appropriate individual in the department requesting payment must receive approval by Dr. Fred King, Vice President for Research, and Rachel Hays, Director of Payment Services, prior to submitting any requests in Mountaineer Marketplace or to Procurement, Contracting & Payment Services directly.
When paying human subject participants, please remember the following:
- No human subject payment requests or requests to register human subject participants as suppliers should be entered into Mountaineer Marketplace.
- If an internal transfer is needed involving expenses related to human subject participants, no information regarding the names of the participants should be entered in Mountaineer Marketplace.
- If submitting a reimbursement request in MyExpenses related to human subject participants, no information regarding the names of the participants should be entered into MyExpenses.
- Prior to purchasing gift cards, the cardholder must request approval from PCardAdministration@mail.wvu.edu. For information on requesting gift cards, visit: https://procurement.wvu.edu/employees/pcard
- Only the receipt for the purchase of the gift cards and the email approval from PCardAdministration@mail.wvu.edu should be attached to the PCard transaction in MyExpenses. The list of participants must not be attached or directly entered into MyExpenses. The information on who received the gift cards must be kept securely by the Principal Investigator’s office. The business purpose for those transactions should simply be “study participants.”
Departments must provide a list of the following information to Tax Services (do not provide details of the project to Tax Services):
- Date gift card was provided
- Name of individual
- Employee number (if WVU employee) or Student ID (if applicable)
- Dollar amount of the gift card
Thank you for your assistance in implementing this new process.
If you have any questions, please contact Dr. Fred King at Fred.King@mail.wvu.edu or 304.293.3449.
