How to Pay Participants Using Cash Advance
Last Updated: July 29, 2025 1:33:59 PM PDT
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Follow these steps to request a cash advance to compensate human subject participants.
A cash advance is needed when your IRB approved study has approved the use of cash to compensate Human Subject participants. For step-by-step guidance on how to request a cash advance (Payment to PI) review the How to Request a Direct Payment to a PI (Human Subject Payments) video.
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. For more information, please review the How to Make a Direct Payment to a Participant or Vendor Blink page. 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.
Please note: checks printed for the "Payment to PI" method cannot be deposited into an account - they must be cashed at a Wells Fargo branch and the cash needs to be properly secured within your department.
Requesting A Cash Advance
- Obtain the current IRB number for the study.
- To request a cash advance for paying participants in clinical trials, use Concur.
- Under “Request Header:”
- Request Type: Gift Cards & Human Subject
- Fill out the remaining information
- Request Name
- Request Date
- Detailed Business Purpose
- Financial Unit
- Then select the Create Request button
- Under “Expected Expenses:”
- Select the Add button
- Choose the Expenditure Type of 535100 - Human Subjects (Payment to PI)
- Fill out the required fields
- Attach approved IRB study that highlights the IRB expiration date, and the compensation amount approval.
- Under “Request Header:”
NOTE: If you want the check held for pick-up, please contact paymentservices@ucsd.edu and provide your Concur Request ID (4-digit alphanumeric code).
Securing and Distributing Your Funds
Please note: checks printed for the "Payment to PI" method cannot be deposited into an account - they must be cashed at a Wells Fargo branch and the cash needs to be properly secured within your department according to guidelines below.
- 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
Departments should follow guidance from the IRB office on proper managing and distribution of cash for IRB approved studies. This includes any requirements for participant logs or other documentations.
Reconciling Cash Advances
Disbursements & Travel is no longer requiring departments to submit reconciliation and certification records in to our office. Departments are responsible for the continued maintainence of their financial records and are subject to audits by the Audit & Management Advisory Services (AMAS) team and General Accounting.
Returning Unused Funds at the End of the Study
All unused funds should be deposited to the Central Cashiers Office using the original chart string that was used in the Concur Request OR consult with your Fund Manager on which chart string to use for the deposit.
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.