Submit a Payment to Research Participant Check Request
Submit a Payment to Research Participant Check Request
This page explains how to submit a Payment to Research Participant Check Request form to pay an individual that participated in an Indiana University research project.
Payments using this check request form must meet the following requirements:
The payee is an individual and is the person who participated in a research study.
Is not a reimbursement for costs associated with the study.
The BUY.IU Supplier ID (starting with the letter “p”) of the individual you are paying. View the Locate a BUY.IU Supplier ID Number page to find this information.
Step 4: In the left menu, confirm that the section Check Requests is selected in the Shared category.
Step 5: Scroll down to the Payment to Research Participant v2 form and select the form name.
Step 6: On the Instructions page, select Next in the upper right corner.
Step 7: No updates are needed on the Details page. Select Next.
Step 8: In the Supplier field, enter the supplier’s name or their supplier ID number.
Step 9: Select the Search button.
Step 10: Select the correct supplier name and fulfillment center. Confirm the Fulfillment Center information is correct. The supplier may have multiple fulfillment centers. Review the View Supplier Payment Addresses page to learn how to choose the right Fulfillment Center.
Step 11: Select the Next button.
Step 12: In the Business Purpose field, describe why the payment is being made to the payee and is an appropriate use of IU funds.
Step 13: Enter the total amount the payee is receiving in the Unit Price field.
Step 14: Re-enter the information from the Business Purpose field in the Product Description field. This information will appear on the line item on the requisition.
Step 15: Select the Next button.
Step 16: If there are no confidentiality or privacy requirements related to the study, select Yes for the question, “Is the substantiation documentation applicable for uploading?”
Step 17: Select the Upload button in the Substantiation Documentation Upload section and upload a completed copy of the Payment to Research Participant Payee Certification form the participant signed. In our example there are no privacy or confidentiality concerns, so we uploaded the signed payee certification form.
Step 18: Select the Next button.
Never upload documents containing Critical Data to this form. Visit the IU Data Management’s Critical Data Guide for help identifying and properly redacting Critical Data.
Do not upload substantiation documentation to BUY.IU in this scenario. The details of the payment and study participant are considered critical data. Complete the fields on this page as follows:
Step 1:Substantiation documentation: Select “No” to indicate that no documentation will be uploaded.
Step 2:Document location (building and room number): Describe where the payee certification form will be stored in this field. This could be a physical location (such as a room and file cabinet number) or a digital location (such as a secure department drive). Substantiation documentation must be stored locally in your department for the remainder of the current fiscal year plus the following seven years.
Step 3:Reason for Document Location = Initiation Organization: Select the radio button next to the appropriate reason. In our example, we selected HIPAA, since the supporting documentation we collected contains HIPAA protected data.
Step 4: Select the Next button.
Step 20: Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.
If the Suppliers field does not have a green check mark beside it, your supplier is being paid in a foreign currency. Use the Submit a Check Request guide to learn how to resolve this warning.
Step 21: To revisit a page, select Edit next to it and complete any missing required fields on that page.
Step 22: Select Add and Go To Cart to continue.
Complete the cart fields and consult the Submit a Check Request guide for reminders about completing the requisition. Submit the requisition for review and approval.
After the check request is approved, track the status of the payment by following the Locate BUY.IU Payment Details page.
Additional links and resources
INDIANA UNIVERSITY Financial Training & Communications
Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email:estc@iu.edu
