Research Subject Payments

PrintPrintPDFPDF

Research Payment Considerations

How to Pay Research Subjects: Accounts Payable Procedures

Sample Consent Form Wording

 

Research Payment Considerations

Subject payment raises ethical issues around voluntary participation and the individual's need to make informed choices about participation based on the risks and benefits of the research, not on financial incentives. The FDA cautions against payments that are "coercive or present undue influence," and the NIH similarly warns about payments that cause "undue inducement." However, the federal regulations set no strict limits on financial incentives, leaving PIs and local IRBs to decide how much payment is too much or not enough.

Following these general cautions and based on its own experience, the IRB has developed recommendations about subject payment.

How much should subjects be paid?

There are no hard and fast rules about how much subjects should or should not be paid. Subjects should be paid enough to make up for their time and trouble, but not so much that their decision to volunteer or continue in a study is influenced by the amount being offered. Subjects should not see research participation as a way to make a living or regularly supplement their income. Large payments can suggest this possibility and can be coercive.

Residents of the Bay Area make an average of $15 to $20 an hour, and this is a reasonable upper limit for studies involving lengthy or periodic visits to the lab or clinic and fairly low risk procedures that are routine in clinical practice, such as venipuncture, physical exams, MRI or x-ray, ECG, interviews, or questionnaires. Other payments (to cover parking or transportation fees, child care expenses) can and often should be added to adjust this hourly amount.

In some cases, an hourly range is clearly not appropriate. A half-hour spent with an endotracheal tube in place or undergoing a biopsy is not comparable to a half-hour having height, weight, and blood pressure measured. The IRB has generally accepted procedure-specific payments for complex, invasive and uncomfortable procedures, but here it is difficult to advise. The question of "undue influence" begins to surface once $200-300 per procedure is reached or when total study payment nears $1000. One exception: the IRB does not allow paying subjects based on volume of blood taken.

No matter how payment is calculated (hourly, per procedure, or some combination of both), the Payment section of the consent form should state the maximum amount of payment available.

When should subjects be paid?

Just as the size of payment can put inappropriate pressure on subjects, so can the schedule of payment. Holding payment until the subject has completed every procedure in a long, multi-week, multi-visit study is inappropriate. For studies with more than two or three visits, payment should be prorated, that is, based on the amount of time subjects have spent participating so far.

It is acceptable to offer a small bonus for completing all study procedures, but the bonus should be no more than 30% of the total available payment.

Explain the payment schedule in the Payment section of the consent form and specify any bonuses.

Restrictions on paying subjects from the SFVAMC

SFVAMC subjects may not be paid for participation in research when the research is integrated with the patient’s medical care and makes no special demands on the patient.

Payment is permissible in the following circumstances:

  • When the research is not directly intended to enhance the diagnosis or treatment of the medical condition for which the subject is being treated, and when the standard of practice in affiliated non-VA institutions is to pay subjects.
  • If subjects at a collaborating non-VA institution are being paid for the same participation, in the same study, at the same rate proposed.
  • In comparable situations when, in the opinion of the IRB, payment of subjects is appropriate.
  • When the subject incurs transportation expense that would not be incurred in the normal course of treatment which are not reimbursed by another mechanism.

How to Pay Research Subjects: Accounts Payable Procedures

Depending on the needs of the study, the Controller's/Accounts Payable Office offers subject payments via debit card, gift card, check or petty cash (for on-site payments of $100 or less per visit). Below is a summary of these payment methods. Complete information is available on the Controller's Office Research Subject Payments FAQs.

Debit card

Research subjects may be paid using the new Human Study Debit Card Program. This program offers several advantages:

  • Payment in the form of a Visa Prepaid Debit Card rather than paper check or petty cash
  • Eliminates the need to submit check requests for research subjects
  • Less risk than maintaining a petty cash account
  • Empowers department(s) to manage transactions via a web-based portal compliant to HIPAA regulations
  • Balances are backed by Visa's zero liability guarantees, virtually eliminating loss due to fraud or theft.

Contact the Controller's Office at COSolutionCenter@ucsf.edu or 415-476-2126 for more info on the procedures for registering and ordering cards.

Payment Timing for Prepaid Visa Card or Gift Card Using P-Card: 3-5 business days

Checks and petty cash

Other payment alternatives include using the Check Request (Form U5) or via petty cash (for on-site payments of $150 or less a visit). Attach subject documentation – Certification of Participation form filled out and signed by the Subject (or investigator, in special cases). Please read the Research Subject Payments FAQs for more information.

Timing of Checks Using Payment Request Form: Research subject payments are processed in Accounts Payable on a priority basis, and payments are made approximately 10 days after receipt of the properly completed paperwork. Please do not ask research subjects to contact Accounts Payable directly; the point of contact is the research unit. Note: Purchases associated with research subjects such as translation services must be procured through University Procurement processes.

Petty Cash Payments: Review the Cash Handling and Deposits section of the Controller's Office website and refer to the Petty Cash and Change Funds campus administrative policy 300-44.

Special Circumstances

Tax reportable payment ($600+/year)

Regardless of payment method, of important note is that “total payments equal or greater than $600 in a calendar year period are tax reportable income to IRS.” The subject's home address and Social Security number must be provided to AP Manager using a secured file and emailing vendors@ucsf.edu. For this reason, PIs should not make out-of-pocket direct payments to subjects and then seek reimbursement from UC.

To comply with HIPAA requirements, only secured files will be accepted by AP and must be provided no later than January 31 of the year following the compensation period (e.g., all reportable payments for 2013 must be forwarded by January 31, 2014).

Circumstances that do not provide for this information must be discussed with the Accounts Payable Manager before proceeding with payment requests.

Anonymous subjects

Contact the Controller's Office if you need to issue payment and the names of the subjects cannot be revealed. The petty cash fund should be accounted for by submitting a Summary Research Subject Participation List as follows:

Attach a list showing research subject reference (i.e. number, first name, and alternate name), date of payment, and amount paid. The check request description must include the following certification:

  • "I certify that the (total number) research subject payments referenced on the attached list were payments made for participation in (study name) and that each received the amount indicated."
  • Signature of PI or Co-PI
  • Signature of witness to payments

Contact: UCSF Controller's Office
E-Mail: COSolutionCenter@ucsf.edu
Phone: 415-476-2126

Sample Consent Form Wording

The Payment section of the consent form should explain how subjects will be paid (i.e., by debit card, cash, check, or gift card) and how long they will have to wait for payment (i.e., whether they are paid immediately or after a delay of four to six weeks). The most frequent subject complaint heard by the IRB concerns the timing of payment, so it is important to make the payment plan clear from the start. See sample wording.

Social Security Numbers: If subjects are paid by check, investigators must collect the subjects’ Social Security numbers and home address for check processing purposes. This information will be shared with the UCSF Controller’s Office. Social Security numbers and addresses also must be collected if payment is $600+/year (see IRS reporting information). Explain these reporting requirement(s) in the Payment section of the consent form.

Payment, Reimbursement, Compensation?: The IRB prefers the term "payment" when discussing money given to a subject to offset time and inconvenience and/or to provide incentive to participate. The IRB reserves the term "compensation" for discussions of UCSF Treatment and Compensation for Injury policies. The term "reimbursement" suggests that subjects must provide receipts for particular out of pocket expenses (for instance, parking and transportation), which they often cannot.