New Procedures for Paying Research Participants

The procedures for paying research participants below are largely unchanged from current practices, although there are some modifications and clarifications to the procedures. These procedures are effective immediately for all research participants.

Payments to participants in research studies may be paid without collection of SSNs/ITINs for the four options below if they do not exceed $200 per individual per year.

Petty Cash: The study must reach out to JHU’s Office of the Treasurer (AKA “Treasury”) to request creation of a petty cash account with Bank of America. Once created, the study will disperse the funds to the participants and submit monthly replenishment requests to the JH Accounts Payable Shared Service Center (APSSC). See the contact information for Treasury and APSSC below. Once APSSC reviews and posts, the money is directly deposited back into the study’s Bank of America account for further distribution. Please refer to the Petty Cash Policy.

Gift Cards: Requests for gift cards in amounts under $200 from retail outlets will be handled in accordance with the Petty Cash Policy.

Anonymous Prepaid Visa Cards: Studies can choose this option by contacting Treasury. They must provide the study project summary, internal order number for expense booking, number of participants, and amount per card. Treasury will request the cards from Bank of America and provide to the study for disbursement. These cards are not reloadable and may not be issued in amounts greater than $200.

Prepaid Reloadable Visa Cards with $200 annual limits: Studies can choose this option by contacting Treasury. The study must provide the study project summary, internal order number for expense booking, number of participants, and their names, contact information (address and phone number), and initial amount per card. Treasury will request the cards from Bank of America and provide them to the study for distribution. Departments must contact Treasury for reloading of the cards.

Payments in excess of $200 per individual per year must be submitted in SAP using the online payment request, or via requests for use of reloadable prepaid Visa cards, and must include collection of SSN/ITNs.

Direct Payment from APSSC: Studies can choose to have their participants set up as vendors via the vendor management portal, PaymentWorks. Once created, the study will submit online payment requests (FV60) through SAP with all necessary supporting documentation. After the transaction is reviewed and approved by APSSC, the payment will be issued to the participant via check or electronic funds transfer, per their vendor record setup. See the APSSC Vendor Management page for details regarding PaymentWorks: http://ssc.jhmi.edu/accountspayable/vm/dept/dept_home.html

Prepaid Reloadable Visa Cards with participant payments in a calendar year of $200 or greater: Studies will need to coordinate with both Treasury and Accounts Payable Shared Services (APSS) for this option. Each participant will first need to be set up as a vendor within the Johns Hopkins vendor master portal by sending PaymentWorks enrollment invitations to each of the participants. SSNs should be captured through PaymentWorks, and studies should comply with the Johns Hopkins Personally Identifiable Information Policy in handling participant data.

Once the participant is set up in SAP, the study can contact Treasury to order the cards, and will need to provide the study name, SAP codes for expense booking, vendor number, participant names and contact information (address and phone number).

When a participant payment (card reload) needs to be made, the study should submit an online payment request into SAP and simultaneously send a spreadsheet to Treasury (copying APSS), with the participant/cardholder name, amount, and the last 4 digits of the card. Treasury will reload the amount onto the card. For large studies who manage their own payments, the study will need to submit the payment information into SAP simultaneously with entering the payment.

Contact Information:

Accounts Payable Shared Services: 443-997-6688 or apssc@jhmi.edu

Treasury: 443-997-8122 rcarter@jhu.edu or kbrowne@jhu.edu