Add personnel to UVA protocol to any position other than Department Contact* if:
They are faculty, staff or students of UVA, who will be doing any of the items listed below. This is true regardless of where the study is being conducted.
Also list them if they are NOT faculty, staff or students of UVA, but they will have contact with subjects or identifiable data from this study AND all of the following apply:
*Personnel listed as Department Contact may NOT have access to subjects or their identifiable data for research purposes. If they require such access, they should also be listed in another position.
Do NOT add personnel to UVa protocol if:
NOTE: HealthSouth or nutrition services employees are not employees of UVa.
Some employees may have a joint appointment.
An external grant application does require approval from the IRB-HSR. An example of this type of grant: a grant application to the NIH or a foundation. (Note that the IRB-HSR would also have to approve the protocol.)
The Vice President for Research (VPR)) Office assesses a one-time fee of $2000 to Commercially Sponsored Protocols that require Full Board Review. This fee ONLY applies if the Principal Investigator for the protocol is from the School of Medicine. The fee is considered a direct cost and is subject to F&A. There are no additional fees for such things as continuations or modifications/amendments. This charge is made after the study has been approved by the IRB-HSR Board and the Contract office has opened an account.
Information regarding F&A may be found on the Office of Sponsored Programs website at http://www.virginia.edu/sponsoredprograms/glossary.html#f
Current F&A rates may be found at:
Questions regarding this fee may be referred to the School of Medicine Office of Research at 243-7088
What are the requirements for reimbursement?
Reimbursements must be paid with Oracle Expenditure types found under the Travel Heading. For instructions on how to process a reimbursement please see "Goods and Services Procurement Guide". You may also call the Procurement Help Desk at 924-4212. The money will not be reportable to the IRS as income, but will be withheld if the subject owes money to the state. You may want to speak to procurement regarding the typically turn around time for reimbursements, so that you are including accurate information in the consent form. Another option for reimbursements is a petty cash fund. Speak with Procurement regarding this option. Please do not state in the consent form that you are "reimbursing" the subject if you do not plan to process the payment under the expenditure type found under the Travel Heading- since the tax ramifications are different.
What are the requirements for compensation?
Compensation may be given in several different forms. These may include check via Oracle, gift cards, petty cash or small gifts such as pencils/ stickers. The state encourages the use of check via oracle for most payments, however circumstances do allow other methods of compensation in special circumstances if approved by the IRB. If using oracle the expenditure type of Services, Human Subject Payments found under Contractual Services should be used. Please note that the paid amount will be reportable to the IRS as income and will be withheld if the subject owes money to the state. It is critical that the researcher does not imply in the consent form that one is being "reimbursed" if you plan to process the payment via compensation methods, since there are very different tax implications for the subject.
Last Modified: Tuesday, 18-Jul-2017 13:09:25 EDT