What is the Human Subject Payment (HSP) system?
The Human Subject Payment system is a myUFL module that allows researchers or their study team members to request payments for research participants (such as prepaid Visa cards, gift cards, cash), and provides a secure method of recording those payments.
Anyone who pays research participants (other than in-kind payments, or Mechanical Turk payments) will need to use the HSP system.
Is this required?
Yes, anyone who pays research participants is required to use the HSP system.
When will it be required?
All payments to research participants should go through the new HSP system beginning July 14, 2014.
What security role(s) will I need?
That depends on what tasks you will perform. Please see the Security section for more information.
What types of payments are authorized to pay research participants? Prepaid Visa cards, gift cards and cash are available through the HSP system. Checks are not an authorized form of payment.
Are prepaid Visa cards and gift cards the same as cash?
Yes. Prepaid Visa cards are initially unloaded and the study custodian will load the card(s) with funds. Gift cards are fully funded.
What authorized vendors/suppliers can I use if I want gift cards?
The university has corporate accounts with Walmart, Publix, Target, Amazon, and Starbucks. Treasury Management will make these purchases for you. Electronic gift cards (eGift cards that can be emailed) are available through Amazon, Starbucks, and Walmart as well; however, please keep in mind that eGift cards cannot be returned to Treasury for credit to the study if not used. Other vendors may be considered based on study requirements.
How long will it take to receive prepaid Visa cards or vendor gift cards?
Prepaid Visa cards require 1-2 days for processing by Treasury before the study custodian will be able to pick the cards up. Treasury will notify the custodian when cards are available for pickup. Prepaid Visa cards are unloaded and it may take up to 48 hours for any funds to appear on the card. Vendor gift cards (i.e. Walmart, Publix, and Amazon) must be ordered from the vendor and delivery can take 1-2 weeks from the date ordered, depending on shipping.
Where should I pick-up the gift cards?
The custodian will need to come to Treasury Management in Criser Hall to pick-up the cards.
Can I still purchase gift cards with personal funds and be reimbursed?
No, all gift cards (and prepaid Visa cards) are purchased through the HSP system. You should not continue to purchase gift cards and expect to be reimbursed.
What if I have a study that was opened prior to HSP and have leftover gift cards? Will Treasury Management buy back the gift cards?
No. Treasury will not buy back any gift cards from studies prior to HSP. Treasury will only buy back gift cards that Treasury purchased for a study in HSP.
When will the funding source get charged?
Cost centers will be charged on a regular basis, generally once a week, by Treasury Management using journal entries. Please be sure there is adequate budget to cover purchases as billings are processed in batches for entire university research population.
What if I’m just requesting a check?
Check are not an authorized payment method and should not be used to pay research study participants.
Do I need to go through the system if I’m paying in-kind?
No, the system is only for cash and cash-equivalent type payments (i.e. prepaid Visa cards and gift cards.) In-kind payments of goods (i.e. diapers, toothbrushes, tote bags) do not qualify.
Whom can I contact?
Contact Treasury Managements HSP team either by email, Treasury-HSP@admin.ufl.edu or by phone at 352-392-9057.
Do payment types (gift cards, cash, etc.) purchased prior to July 14, 2013 need to be recorded in the HSP module?
No, Payment types purchased by the department or investigator before July 14, 2013, should not be entered into the HSP system. Only new payments obtained through HSP will be captured.
Which number do I use on a receipt or log to record Prepaid Visa Card distribution?
There is a Proxy ID number located in the top of section of the envelope window. This is not the card number the participant sees.
Should the participant activate their prepaid Visa cards?
Yes. When the card is given to the participant the card hold must activate their prepaid card by contacting Bank of America customer service team. .
What should I do if a participant loses a card?
The answer depends on whether the lost/misplaced card is a prepaid Visa card or a gift card (i.e. Walmart, Publix, etc). If the lost card is a prepaid Visa card, then the participant can report the card lost to Bank of America and request a replacement card for a fee.
If the lost card is a gift card, then the card is essentially “gone” and the study custodian will need to determine whether or not to replace the gift card.
If the study payments are logged in the HSP system, do I still need to obtain a participant’s signature?
Yes. The study custodian will need to keep a record, either by receipt or a log, which includes the name of the participant, the payment identification number (e.g. gift card number, proxy ID number, receipt number, etc.), and the participant’s signature.