Guidelines for Research Incentive Payments in Sponsored Projects
Research incentive payments play a crucial role in encouraging participation in research projects. This involves providing individuals with incentives such as cash or gift cards. However, it is essential to adhere to IRS reporting requirements, track incentives carefully, and comply with institutional policies to ensure proper handling and reporting of payments to both employee and non-employee participants. The approval of the Institutional Review Board (IRB) is also necessary for the amount and schedule of payments.
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RESEARCH INCENTIVE PAYMENTS OFFICE OF SPONSORED PROJECTS This Photo by Unknown Author is licensed under CC BY-NC-ND JULY 29, 2021
PARTICIPATION INCENTIVES Incentive payments are payments or items given to individuals to encourage participation in research projects. Incentives may include small dollar items such as cash or gift cards.
INCENTIVES INCENTIVE PAYMENTS MAY BE TRACKED FOR IRS REPORTING. THE IRS TREATS RESEARCH SUBJECT PAYMENTS AS TAXABLE INCOME. CSUSM CORP REPORTING REQUIREMENTS DEPEND ON THE AMOUNT PAID AND THE RECIPIENT S TAX STATUS. PI/PD IS REQUIRED TO MAINTAIN A LIST THAT CONTAINS THE PARTICIPANT S NAME, SS#, AND SIGNATURE ACKNOWLEDGING RECEIPT OF FUNDS FOR TRACKING AND REPORTING PURPOSES. DOCUMENTATION MUST BE RETAINED IN ACCORDANCE WITH THE CSUSM CORP RECORDS RETENTION POLICY. IRS REGULATIONS
PAYMENTS INCENTIVE PAYMENTS MUST ADHERE TO THE CSUSM CASH HANDLING POLICY. INCENTIVES MUST BE CAREFULLY TRACKED AND SAFEGUARDED WHILE COLLECTING THE APPROPRIATE INFORMATION. THE APPLICABLE PAYMENT METHOD/PROCEDURE MUST BE USED AS WELL.
PAYMENTS (CONT) EMPLOYEE- THE VALUE OF ALL INCENTIVES GIVEN TO PARTICIPANTS WHO ARE CSUSM OR CSUSM CORP EMPLOYEES, REGARDLESS OF AMOUNT, MUST BE REPORTED TO PAYROLL AND WILL BE ADDED TO THE EMPLOYEES WAGES AND REPORTED ON THEIR W-2. EMPLOYEE INCENTIVES MUST COMPLY WITH ALL POLICIES, INCLUDING COMPENSATION AND CONFLICT OF INTEREST. NON-EMPLOYEE- THE VALUE OF INCENTIVES MADE TO NON-CSUSM OR NON-CSUSM CORP EMPLOYEES MAY BE REPORTABLE TO THE IRS. INDIVIDUAL INCENTIVES MUST BE KEPT BELOW $600 IN A CALENDAR YEAR IN ORDER TO NOT COLLECT NECESSARY INFORMATION FOR IRS FORM 1099 REPORTING.
INSTITUTIONAL REVIEW BOARD (IRB) THE AMOUNT AND SCHEDULE OF PAYMENTS SHOULD BE PRESENTED TO THE IRB FOR REVIEW AND APPROVAL. THE APPROVED IRB PROTOCOL IS REQUIRED PRIOR TO OSP APPROVING RESEARCH INCENTIVE PAYMENTS.
