8.4.7 Electronic Codes for Human Subject Payments
Policy Statement
The University of Illinois System often conducts research projects that utilize human subjects. When human subjects are offered financial incentives to participate in research, an Amazon electronic code (eCode) may be used for payment in the form of cash equivalents.
Reason for the Policy
An eCode may be used as a cash equivalent to incentivize human subject participation in research projects.
Applicability of the Policy
Whenever eCodes are used as cash equivalents to incentivize human subject participation in research projects.
An eCode cannot be used as a payment to foreign national nonresident aliens. Refer to Payments to Foreign Nationals for instructions on processing payment.
Procedure
An eCode must be created in the name of the principal investigator or designee responsible for the payments related to the human subject study. This individual is the custodian of the funding source for the eCode account. All eCodes should be issued directly to participants. Participants must have previously consented to payment in the form of eCodes and be aware of the requirements for redeeming eCodes.
Note:
- A recipient may not receive a single eCode or cumulative eCodes that equal or exceed $200 in a calendar year.
If a single eCode or cumulative eCode payments equals or exceeds $200 in a calendar year an eCode cannot be used and payment method allowed by the policy under which payment is being made 8.4 Payments to Human Subjects - Business & Finance must be used.
- An eCode cannot be used as a payment to foreign national nonresident aliens. Refer to Payments to Foreign Nationals for instructions on processing payment.
- University employees may not be paid by eCode for work-related duties (e.g., thank you gift, etc.). However, university employees may be provided with eCode payments for reasons consistent with this policy that are not related to their employment.
To obtain eCodes for human subject payments:
- Complete and email the Amazon eCode Setup form.
- Instructions will be sent to the principal investigator or designee on how to issue eCodes.
Human Subject Study eCode End Date
When the eCode funding source reaches its end date it will no longer issue codes unless an extension is requested from the eCode system administrators.
Required Documentation
Required documentation that must be retained by the unit initiating the study includes the IRB approval number, the name of participants, and the amount of the payment.
Related Policies and Procedures
8.4 Payments to Human Subjects
18.2 Foreign Nationals - Business & Finance
18.10 Human Subjects Payments - Business & Finance
Additional Resources
Payments to Foreign Nationals
Foreign National Payments Resource Page
Award, Prize, and Human Subject Payments
University Payables Training Materials
University Bursar office locations and hours:
Urbana-Champaign
Chicago
Springfield
First Published: October 2022 | Last Updated: February 2025 | Last Reviewed: February 2025