Back to Top
Business and Financial Policies and Procedures

8.4.6 Request Checks Made Payable to Human Subjects

Policy Statement

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

  • When a human subject is paid a single payment which is $200 or greater or at the time cumulative payments for a calendar year exceed $200
    OR
  • Payments must be mailed

Procedure

This procedure requires a separate Chrome River 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. If the recipient has a Banner vendor number, proceed to Step 3.
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 8.5 Vendor Setup and Maintenance, and proceed to Step #3.

If the recipient has a Banner vendor number, proceed to Step #3.
  1. Log in to Chrome River. In the Invoice ribbon select +Create. Create a separate Expense Report for each human subject.
  2. In the Document Header screen, if the recipient will receive:
  • Less than $200 in the calendar year, select "+ Create Temporary Vendor" from the drop-down list in the Vendor Name field.
  • $200 or more in the calendar year, select the correct vendor in the Vendor Name field.
  1. Proceed through the screens. Select “141200-human subjects” from the account Code list. 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.

8.5 Vendor Setup and Maintenance
8.8.5 Submit 50 or More Payment Requests
8.4.1 Cash Advances for Human Subject Payments
8.4.2 Reconciliation of a Program Advance
8.4.3 Replenish a Program Advance to Pay Human Subjects
8.3.5 Close a Cash Advance

Chrome River Resource Page
Payments to Foreign Nationals
Foreign National Payments Resource Page
Foreign Nationals Payment Eligibility Grid
Award, Prize, and Human Subject Payments
University Payables Training Materials
University Bursar office locations and hours:
    Urbana-Champaign
    Chicago
    Springfield

Last Updated: January 23, 2023 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 15, 2017

Give us feedback about this page Submit Feedback