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Business and Financial Policies and Procedures

Request Checks Made Payable to Human Subjects

Policy Statement

Payments to human subjects must be issued in the form of a check when:

  • A single payment to a human subject is $200 or more
    OR
  • Payments must be mailed

Procedure

This procedure requires a separate Travel Expense Management System (TEM) Expense Report for each human subject.

To request checks made payable to human subjects:

  1. Confirm the recipient is a U.S. citizen, permanent resident, or resident alien. If they are not, consult Award, Prize, and Human Subject Payments.
  2. Determine whether the recipient has a Banner vendor number. For step-by-step instructions, consult the Banner Vendor ID and Address Query job aid.
If the recipient does not have a Banner vendor number and the cumulative amount to be paid to them for the study for the calendar year is $200 or more, setup the recipient as a vendor as outlined in Set Up a New Vendor ID in Banner, and proceed to Step #3.

If the recipient has a Banner vendor number, proceed to Step #3.
  1. Log in to TEM (Travel and Expense Management System). In the Create New area, select the Expense Report icon. Consult the job aid for System Navigation if you need help identifying the icon.
Create a separate Expense Report for each human subject.
  1. In the Document Header screen, if the recipient will receive:
  • Less than $200 in the calendar year, select “Temp Vendor Payment” from the drop-down list in the Purpose field.
  • $200 or more in the calendar year, select “Misc. Payment-Vendors, Non-Employees, and Students” from the drop-down list in the Purpose field.
  1. Proceed through the screens. Select “141200-human subjects” from the drop-down list in the Expense Type field. Consult the Miscellaneous or One-Time Vendor Payments job aid for step-by-step instructions. Note, payments to non-resident aliens must be requested through University Payroll and Benefits.
  2. After review and approval by UPAY, the check is processed and mailed to the recipient.

Set up a New Vendor ID in Banner
Update a Vendor ID in Banner
Submit 50 or More Payment Requests
Open a Program Advance to Pay Human Subjects in Cash or Cash Equivalents
Reconciliation of a Program Advance
Replenish a Program Advance to Pay Human Subjects
Close a Program Advance to Pay Human Subjects
Partial Close of a Program Advance to Pay Human Subjects

TEM Resource Page
Job aid for System Navigation
Job aid for Open and Close a Program Advance
Job aid for Create an Expense Report (ER)
Job aid for Banner Vendor ID and Address Query
Job Aid for Miscellaneous or One-Time Vendor Payments
Payments to Foreign Nationals
Foreign Nationals Payment Eligibility Grid
Award, Prize, and Human Subject Payments
University Payables Training Materials
Campus USFSCO office locations and hours:
   Urbana
   Chicago

Last Updated: November 15, 2017 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 15, 2017

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