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RESEARCH SUBJECT PAYMENTS
How are Research Subject payments processed?
Research subject payments are processed in Accounts Payable on a priority basis, and payments are made approximately ten days after receipt of the properly completed paperwork.
Policies and Procedures:
http://www.research.ucsf.edu/chr/index.asp http://www.research.ucsf.edu/chr/Guide/chr12J_Payable.asp
http://www.research.ucsf.edu/chr/Guide/chr12J_Payable.asp#Payment
Research Subject payments may be made by:
- Check Request Form 5 - It should be noted information should include the Subject's name, mailing address and social security number.
- Petty Cash (for on-site payments of $100 or less a visit) - To set up Petty Cash, a completed Petty Cash Request Form should be sent to Accounting, Box 0812. Policy - Cash: Petty Cash Disbursements http://www.ucop.edu/ucophome/policies/acctman/c-173-61.pdf .
HOW DO I PREPARE A CHECK REQUEST TO PAY A RESEARCH SUBJECT?
A. Use form: Check Request U5-2 Form 5 (Accounts Payable)
( http://acctg.ucsf.edu/files/pc/U5-2.xls )
B. Complete the Check Request as follows:
1. Voucher Number - CJJJxxxx (a unique 8 character dept. assigned number - "C" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Vendor ID - Leave Blank; Employee ID if Research Subject is an employee.
3. Payee name, complete address and Social Security Number.
4. Date - Request Date.
5. Amount.
6. Dept. P.O.- RSnnnnn (middle five digits of the CHR#, see #10, e.g. RS19536 ), and Chartfields: NCA 434390, Fund (Fund Year if appropriate), DPA, Program Code (if appropriate).
7. Checks are routinely mailed to the payees. For Campus mail, provide department box number and recipient's name.
8. Preparer's name and phone number.
9. Appropriate signature authorization (Refer to signature authority: http://www.ucop.edu/ucophome/policies/acctman/d-224-17.pdf ).
10. Reason of Payment - Research Subject study CHR#H-xxxxx- nnnnn -xx, e.g. H-11082- 19536 -02.
C. Research Subject required supporting documents:
1. Committee of Human Research (CHR) Certification of Participation Form (provide Social Security number) http://www.research.ucsf.edu/chr/Forms/ResSubjectCert_Form.pdf
HOW DO I PREPARE A CHECK REQUEST FOR PETTY CASH PAYMENTS TO RESEARCH SUBJECTS?
A. Accounts Payable Payment Process:
1. All Petty Cash Check Requests are forwarded to General Accounting for auditing before payment processing. (Approval contacts: Establishment - Carmen Lopez 415-502-1261; replenishment - Percy Collado 415-476-4839. Audited check requests will be forwarded to Accounts Payable for payment processing.
2. A check will be issued to the Petty cash custodian, NOT Electronic Funds Transfer (EFT) to the custodian's checking account.
3. Checks will be mailed by U. S. Mail unless check handling instructions are specified on the Check Request.
B. Follow the Step By Step Instructions on how to prepare a Check Request Form-5 for Petty Cash:
1. Voucher Number - CJJJxxxx (a unique 8 character dept. assigned number - "C" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number).
2. Vendor Number - Accounts Payable assigned Vendor ID (00301xxxxx) NOT Employee ID (002xxxxxxx).
3. Payee name and complete address.
4. Date - Request date.
5. Amount.
6. Dept. P.O. - RSnnnnnn (middle five digits of the CHR#, see #10, e.g., RS19536 ), and Chartfields: NCA, Fund (Fund Year if appropriate), DPA, Program Code (if appropriate).
7. Chartfields - NCA, Fund (Fund Year if appropriate), DPA, Program Code (if appropriate).
8. Provide specific check handling instruction. For check pick up, provide phone number and recipient's name, pickup location (MCB, Satellite, Mission Bay). For Campus mail, provide department box number and recipient's name.
9. Preparer's name and phone number.
10. Appropriate signature authorization. Refer to signature authority: http://www.ucop.edu/ucophome/policies/acctman/d-224-17.pdf .
11. Reason of Payment - Petty Cash for Research Subject payments.
POLICIES & PROCEDURES:
Cash: Petty Cash Disbursements http://www.ucop.edu/ucophome/policies/acctman/c-173-61.pdf
Committee on Human Research:
http://www.research.ucsf.edu/chr/Guide/chr12J_Payable.asp#Payment
This page last updated on: Wednesday June 04 2008