Update: Procedure 3417 Human Study Participant Remuneration

    January 17, 2024

    Summary

    Effective Jan. 10, 2024,  Procedure 3417 PR.01 Human Research Study Participant Remuneration was revised and enhanced with new supporting forms. Staff with open study participant advances have received this message. However, we strongly recommend that you review and share these documents with the appropriate faculty or research staff who may be impacted by these updates.

    Details

    Updated Procedure

    Effective Jan. 10, 2024, Procedure 3417 PR.01 Human Research Study Participant Remuneration was updated to enhance and clarify the available options for remunerating and reimbursing study participants, expanding the guidance related to remuneration methods that rely upon spend authorizations (i.e., advances). The procedure was enhanced with:

    • Clarified options for remunerating and reimbursing study participants
    • Detailed process steps and guidance
    • Clarified roles and responsibilities of those involved in the process

    This work was completed by the Financial Review Enhancement project team in collaboration with subject matter experts from the Department of Psychiatry, the Child Study Center, the Department of Internal Medicine, and the Department of Emergency Medicine. The Financial Review Enhancement team extends their appreciation to these teams for their invaluable input.

    As part of the OneFinance Strategic Initiative, this enhancement supports the OneFinance mission to make work easier by providing additional clarity and guidance related to remuneration methods that rely on spend authorizations. The updated procedure and new standard forms will also help study coordinators and administrators more easily follow the process and streamline information sharing across teams. 

    New Forms

    New forms have been developed to provide departments with standardized tools to guide users through the process and adhere to the expectations outlined in the procedure. The forms contain the minimum requirements established to meet the procedure standards and, therefore, support compliance within the process, leading to less rework. Please note, 3417 FR.01 Study Participant Disbursement Form is a required form. All other forms are strongly recommended.

    • 3417 FR.01 Study Participant Disbursement Request Form – New & Required
      • Allows the PI and/or Custodian and the Business Office to better partner in setting up Spend Authorizations in Workday as well as:
        • Prompts the Business Office to review HIC/IRB protocol approvals.
        • Serves as PI approval when the custodian is someone other than the PI.
        • Outlines the custodian’s responsibilities and includes acknowledgment of these.
    • 3417 FR.02 Participant Research Record Log – New & Strongly Recommended
      • Contains fields for all the required information for proper documenting and clearing of advances, which will enable a more efficient review.
    • 3417 FR.03 Monthly Reconciliation Form – New & Strongly Recommended
      • Supports proper accounting and safeguarding of advance funds. It ensures proper controls are in place to account for these funds monthly and limits the risk of errors.
    • 3417 FR.04 Reloadable Debit Card Tracker – New & Strongly Recommended
      • Support the cardholders to track balances on their reloadable debit cards, particularly when the balance represents multiple spend authorizations. 
    • 3417 FR.05 Study Participant Remuneration Methods Summary Matrix – New & Strongly Recommended
      • Provides an at-a-glance summary of remuneration methods. For each method, it describes its use, provides use case examples, and outlines required payee information, benefits, and considerations.

    Questions

    Please email the Finance Support Center at askfinance@yale.edu with your questions.