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How to Pay Human Subjects Participan ts Using Gift Cards 2025

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The document outlines the procedures for paying human subjects participating in research using gift cards or e-gift cards funded by graduate student research grants at Western Kentucky University. It details the necessary approvals from the Institutional Review Board (IRB), the completion of a Payment Authorization form, and guidelines for documentation and record-keeping related to the distribution of gift cards. The document emphasizes compliance with financial protocols and proper management of funds, including year-end reconciliation requirements.

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Click ‘Get Form’ to open it in the editor.
Begin by entering the Payee WKU ID Number in Box 1. This should be the PI or Faculty Sponsor's ID number, not a student’s.
In Box 2, enter the SSN/TIN if there is no existing 800# for the payee. Remember to attach a W9 form.
For any name changes, check Box 3 and for address changes, check Box 4.
Select either Index or Fund in Box 5 and input the corresponding number.
Choose the appropriate Commodity Code or Account Code in Box 6 from the dropdown menu.
Input the payment amount in Box 7 and provide a description, invoice number, and date in Box 8.
Enter quantity in Box 9 and select unit type from the dropdown in Box 10.
Fill in Unit Price in Box 11; total will auto-populate when you click ‘Validate Form’ at the bottom.
Review all entries for accuracy. If correct, print three copies of the form: keep one for your records and submit two to Accounts Payable along with required documentation.

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Got questions?

We have answers to the most popular questions from our customers. If you can't find an answer to your question, please contact us.

How can a customer pay using a gift card?

After the recipient receives their gift card, they can redeem it by purchasing products and entering the gift card code at checkout.

Can I pay my employees with gift cards?

The bottom line: no matter the amount, gift cards given to employees are not considered de minimis fringe benefits. Instead, they should be included in wages on Form W-2 and subject to tax withholdings.

How to pay research participants?

Compensation may be provided as cash or in kind. Examples of the latter include gift cards/ gift certificates, gifts (toys, books), food or class marks. Researchers should consider the appropriateness of the compensation type regarding the participant population.

Can you pay people with gift cards?

A: NO. Gift cards are for gifts, not payments. If youve bought a gift card and lost money to someone who might be a scammer, tell the company who issued the card.

Can an employer give an employee a tax-free gift?

Gifts of cash or cash equivalents, such as gift cards, are taxable to the employee, regardless of the amount. Non-cash gifts may not be taxable if they are under a certain value and given only infrequently. Employers can deduct the costs of gifts, but typically only up to $25 per gift.

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How to pay human subjects participants using gift cards online OSU paid research studies Matching research with participants Get involved in research projects University research volunteer opportunities Office Research Research study

What is the accounting treatment for gift cards to employees?

How do you account for gift cards to employees? When issuing gift cards to employees, such as for rewards or incentives, you treat the gift card as an expense. If its part of an employee incentive program, it may be considered taxable income and must be included in the employees wages.

Can you pay someone with a gift card?

Gift cards are one of the means through which you can send money to someone without a bank account. Also, you can choose to send money through gift cards to someone with a bank account for convenience purposes.

Can employees use gift cards?

This means that if you give an employee a gift card, its value is considered income and must be reported on their T4 slip. The CRA treats gift cards like cash because they have a clear, monetary value and can often be used broadly to purchase goods or services.