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Subject Payment Guide

This guide provides information on how to obtain an Advance Payment for Subject Payments. ​​​

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  • Before you start

    An Advance Payment: Subject Payment is a payment to an individual, usually a P.I. or student who is working on a research project with human subjects.

    • Special Conditions: The contract or grant must include a specific budget line item allocating funds for the purpose of paying subjects. Please contact your Research Analyst in Division before making any agreements or payments.
    • Tax Information: Payments are not taxable. See Subject Payment Log for Confidential Study form for University Policy regarding repayment or clearing of an advance payment. All advances will be considered taxable income if not cleared through the Accounting Office within 120 days of completion of study unless prior approval has been obtained from Division. Failure to submit documentation or repayment of unused funds will result in recovery via an employee's wages.
    • Payment form: If this is the first time the recipient will be receiving a UCSC non-payroll payment, completion of a Payee Setup 204 form is required.
    • Note:
      • Advance payments greater than $5,000 must be charged to a special vendor advance.
      • Payment FOAPAL: Under $5,000 direct to funding source
      • CASH FUNDS ARE REQUIRED TO BE KEPT IN A LOCKED SAFE at All Times
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  • Advance Payment - Subject Payment

    Here are examples of the types of situations in which making an advance payment is appropriate:

    • Low-value payments made to requester for human subjects involved in sponsored research projects
    • Advance made to Requester for Human Subjects study
    • Advance made to Purchase Gift Cards for Human Subjects study

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  • Basic Requirements for Advance Request

    • Direct Payment Form signed and approved
    • Signed and Approved "Request for Subject Payment Advance" Form
    • The contract or grant must include a specific budget line item allocating funds for the purpose.

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  • Receipt and Documentation Requirements to Clear Advance

    Direct Payment Form reconciling advance - Subject Payment

    It must include the following information:

    • The full amount of the advance payment paid reconciled with Original Subject Payment Receipt forms
    • Or Human Subject Payment Log for Confidential Study participants
    • The total cost of the advance if under original advance amount must include a refund back to UC Regents
    • Copy of Cashiers Deposit form included with Direct Payment to Reconcile

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  • How the Payment is Handled

    The specific handling of a request for an advance vendor payment depends on the amount to be paid.

    • Amount is less that $5,000:
      • The payments are charged to the departmental expense FOAPAL.
    • Amount is $5,000 or more:
      • The payment is initially charged to a campus vendor advance payment account; it will not be reflected on the departmental ledger.
      • When the study is completed, a ledger adjustment is processed to record the full amount due against the departmental expense FOAPAL, including the amount of the advance payment.

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  • Forms to use

    If this is the first time the recipient will be receiving a UCSC non-payroll payment, have the receipient complete a Payee Setup 204 form.

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