UW Research

August 29, 2023

For the Record- August 28, 2023: UW FT & Study Participant Payment Issues Update

UW Finance Transformation & Study Participant Payment Issues

Update

On Friday, August 25, 2023, UW Procurement issued a Campus News Flash responding to the study participant payment issues described in HSD’s August 17th newsletter. Highlights include:

  • Provisional change to UW Finance Guidance on Research Subject Payments removing the $200 threshold for collecting and reporting social security numbers (SSN) if total payments do not exceed $600 per individual in a calendar year.
  • Permission to enter all zeros for the payee SSN when submitting a Miscellaneous Payment Request in Workday for Zelle and Central Check Processing payments when it is known that the total payment amount to the individual is less than $600 for the calendar year. UW Accounts Payable will process these requests without delay.
  • Permission to use “UW Bank” for the bank name and enter all zeros for the payee bank account (10-digit) and routing number (9-digit) when submitting a Miscellaneous Payment Request in Workday for Zelle payments. Additionally, if you do not have the participant’s mailing address (not required for a Zelle payment), use the University’s main mailing address (1400 NE Campus Parkway, Seattle, WA, 98195).

The announcement notes that UW Procurement is working on longer term solutions to allow for bulk upload payment requests and to address privacy concerns regarding payment approval routing.

Additionally, they are working to remove the bank account and routing number requirement for processing Zelle payments via Workday. Only the participant’s email address or phone number will be required. Please note, the participant will still need a bank account to receive a Zelle payment but this information will no longer be required in the Workday process.

UW Procurement will be hosting virtual open office hours this Tuesday, August 29th from 1:30 – 2:30pm Pacific Time. Feel free to join if you would like to learn more or have additional questions.