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How to Pay Participants Using Cash Advance

Follow these steps to use a cash advance for paying participants in clinical trials.

Before requesting a cash advance, check out our new Human Subject Visa Gift Card option! 

Note: If it is anticipated that total payments to any one subject during the course of a study will total $600 or more in a calendar year, the payment(s) must be processed as a direct Payment to Participant using MyPayments, and issued in the form of a check or ACH. Information required for these payments include the subject's name, address, and SSN (submit W-9). This information will be reported to the IRS, and Form 1099-MISC will be sent to the payee at the end of the calendar year in which the payment(s) were made.

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1. Request a Cash Advance.

Note: The turnaround time for processing your request is approximately three to five days from the date that the MyPayments document is received by the Payment Services & Solutions Team for approval.

2. Secure your funds.

  • Be sure to keep cash in a locked receptacle or safe:
    • Up to $1,000 in a lockable receptacle
    • From $1,001 to $2,500 in a safe
    • From $2,501 to $25,000 in a steel-door safe, with a door thickness of not less than 1 inch and wall thickness of not less than ½ inch
    • From $25,001 to $250,000 in a class TL-15 composite safe or better

3. Manage the distribution of cash.

  • For a confidential study, ask the participant to sign a receipt that is retained in a secure location at the department.
  • For a non-confidential study, maintain a Participant Log Sheet that the participant signs.

Note: Fund Managers should confirm current advance balance with the IPPS Human Subject Coordinator prior to study coordinator/PI leaving the department or UC San Diego.

4. Certify cash advance on a quarterly basis.

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