There are several things to consider when using university funds for research participation incentives. The requirements vary with the amount of the incentive and the source of the funds, as described below. Be aware that the Foundation will not pay for gift cards.
Amount of Incentive
The documentation required depends on the value of the incentive.
- $25 or less. Participants receiving incentives are documented through a Research Incentive Receipt Log (RIRL). The RIRL for confidential studies uses participant id codes instead of recipient names.
- $25.01 to $99.99. Participants complete a Participant Receipt Form (PRF) that includes ULID if the participant is an ISU student or employee.
- $100 or more. Participants complete a PRF that includes tax information (SSN for participants not affiliated with ISU, ULIDs for ISU students and employees)
Reimbursement vs. Direct Charge
- Reimbursement is the best option when you need the incentives quickly, or from a local merchant. Note that reimbursements cannot be made until the incentives are distributed, so we recommend that you only purchase the incentives you plan to distribute in a defined period of time (typically 1 month). Before a reimbursement can be processed, you must submit a completed Reimbursement Request Form to the RIC.
- Direct charge allows the RIC to obtain research incentives (typically physical gift cards or electronic gift cards) using University fund sources. This option is available only if the requested incentive is available online in the quantity and denomination required. It can take up to 10 business days to obtain gift cards online.
Type of Incentive
Several different forms of incentives can be used, including
- Electronic gift cards
- Physical gift cards
- Visa/MasterCard gift cards (these have substantial fees, typically $3-5 per card, that must be paid by the researcher's fund source)
- Amazon’s mTurk (requires the researcher to fund a prepaid account; advancements using University funds are not available at this time)
- Cash (used only under special circumstances and in consultation with the Comptroller’s Office)
- University Check (only for payments over $25, and an ISU vendor form including tax ID information must be completed by participant)
- Merchandise (consult with RIC if value is >$25)
Specific Procedures
Because requirements vary greatly with the amount and type of the incentive, please use the Research Incentive Wizard or contact the RIC.