Determine Payment Method:
Individuals, including VCU employees, students, and non-employees, who participate in VCU research or survey projects may be compensated through any of the below methods. These payment types meet different business needs, and may require additional processes to ensure compliance.
To determine which of the below payment methods best meets your business case, please refer to this payment method decision tree for compensating research participants and purchasing gift cards.
Complete the Participant Form Spreadsheet Where Required
The Participant Payment Form is required unless:
1) Payments/giftcards are equal to or less than $50.00 USD,
2) Participants are compensated through RealSource, or
3) Participants are compensated through the research prepaid card program
In all other instances, departments must first submit the “Participant Form” electronically through VCU Filelocker to email@example.com. Departments must the record the name, address, social security number, amount paid, and the payment method for all participant payments. This should be completed within 60 days the transaction for tax-reporting purposes. If a participant refuses to release social security information, select that option in the form and see step 2 below.
The Internal Revenue Service requires a 1099 to be filed for miscellaneous/non-employee compensation payments exceeding $600 in a single calendar year. To file a 1099, the Social Security Number (SSN) is necessary. This waiver request is used to seek a waiver for collecting SSN's from research participants when payments are not likely to exceed $600 in a calendar year and
- gathering SSN's will limit participation,
- or when the study or participants have demonstrable hardship to providing SSN's.
If approved, the waiver is only valid on a study by study basis and each study will require its own approved waiver.