Expenses associated with gift card purchases for Study Participants & Blood Donors should be charged to Gift Cards – Study Participants & Blood Donors. Departments should maintain an internal reconciliation of gift cards purchased, distributed, and on-hand.

Tax Reporting Requirements:

  • All recipients of gift cards for participation in a study must be reported to the Tax Department for proper tax reporting via the  Study Participant / Human Subject Payment Excel Log. The template should not be altered. Other forms for reporting this information are not allowed.
  • Email completed log as an Excel file to taxdepartment@wustl.edu. Because the log will contain sensitive personal data, the completed log should be password-protected.  Passwords should be sent in a separate email to taxdepartment@wustl.edu.
  • The completed log should be sent electronically within 15 days after all gift cards purchased on a specific transaction have been distributed. In the event that all gift cards have not been distributed by December 31, provide the Tax Department with the current log through December 31 and start a new log for the calendar year beginning January 1.