The gift card always seems like a good idea.  We had a similar instance where the question became "How does the university justify a certain gift card - does it constitute endorsement or appearance of ..? "  How does your university get around that?

________________________________

From: Research Administration List on behalf of Jeanne Viviani
Sent: Mon 7/18/2011 1:30 PM
To: xxxxxx@lists.healthresearch.org
Subject: Re: [RESADM-L] Paying for Participation on a Survey (on an NIH award)

After a participant takes the survey (or at least started it), the survey proctor gives the participant a "slip" that the participant takes to the "gift card" people (in this example, we were surveying incoming freshmen and giving them a $10 gift card).  The would then need to sign the form and provide their student ID.  This way we can track that they received it, but it is not at all tied to the survey itself.  Collecting SS#s would replace the student ID number if they were not students.  Your business office then can also audit the amount of cards and what was given out (so none go missing!).

Just a suggestion on how to do it!

Best,
Jeanne M. Viviani, MPA
Director, Office of Research Programs and Services
Human Protections Administrator

New College of Florida
5800 Bay Shore Road, COH 212
Sarasota, Florida 34243
tel: (941) 487-4649 | fax: (941) 487-4201
http://www.ncf.edu/orps

On Mon, Jul 18, 2011 at 12:02 PM, Linda Ward <xxxxxx@childrensmn.org> wrote:

 What do you do to ensure these payments do not exceed, for all studies on which the individual is a patient, the $600 threshold for the IRS?  My understanding is that since these represent a payment, they are subject to 1099 rules.

 Linda Ward
 Grant Accounting Manager
 Grant Accounting  35-123A
 Children's Hospitals and Clinics of Minnesota
 2910 Centre Pointe Dr.
 Roseville, MN 55113
 651-855-2603
 651-855-2690 Fax
 email: xxxxxx@childrensmn.org
 >>> Sandra Nordahl <xxxxxx@FOUNDATION.SDSU.EDU> 7/18/2011 10:00 AM >>>

 Kate,

 Make sure the cards are numbered and you have some sort of non-identifiable participant id associated with each card, so you can "track" them for auditing purposes.  It's can be a bit messy at audit time if it's not handled properly.  I am sure there are plenty of participants on the listserve that can guide you properly through the process.

 Sandra

 Sandra M. Nordahl, CRA

 Co-Director,  Sponsored Research Contracting and Compliance

 and Facility Security Officer

 San Diego State University Research Foundation

 5250 Campanile Drive

 San Diego, CA  92182-1934

 619.594.4172 - voice

 619.582.9164 - fax

 xxxxxx@foundation.sdsu.edu

 www.foundation.sdsu.edu <http://www.foundation.sdsu.edu/>

 From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Kris Wolff
 Sent: Monday, July 18, 2011 7:46 AM
 To: xxxxxx@lists.healthresearch.org
 Subject: Re: [RESADM-L] Paying for Participation on a Survey (on an NIH award)

 Hi Kate,

 We do this all the time here at Fordham.  And yes, my faculty often do use gift cards from Target or a similar store.  It is completely allowable.

 Kris

 -------------------------------------------------------

 Kris Wolff

 718-817-4086

 From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Kate Wallen
 Sent: Monday, July 18, 2011 10:30 AM
 To: xxxxxx@lists.healthresearch.org
 Subject: [RESADM-L] Paying for Participation on a Survey (on an NIH award)

 Hi All,

 Here's the situation, I have a co-PI on an NIH award who would like to pay individuals a $20 stipend for participating in a survey (yes, the co-PI has IRB approval - whew!).   There will be 320 participants.  We are trying to determine the "easiest" method of paying the individuals while being compliant with NIH, OMB, college policy, etc....  Has anyone out there ever had this come up?  Is this even allowable?   There was talk about on-line gift cards but that just sounds like trouble to me.

 Thanks so much for your guidance!

 Kate

 ***********************

 Kate Wallen

 Grants and Contracts Specialist

 Smith College

 204 College Hall

 Northampton, MA 01063

 Telephone: 413-585-2218

 Fax: 413-585-2206

 xxxxxx@smith.edu

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