Research Participant Receipt Template

What a good one includes

• A randomized or coded participant identification number that links the payment to the study database without revealing the subject's real identity to financial auditors.
• The official study title, IRB protocol number, and associated grant or funding code to ensure the expense is properly allocated during audits.
• The precise amount paid, the distribution method—such as cash, digital gift card, or physical voucher—and the exact date the compensation was issued.
• Dual signature blocks for both the participant and the distributing researcher, structured to preserve confidentiality where required by the IRB.
• A brief, legally vetted statement explaining how their data is protected and clarifying tax reporting thresholds for compensation.
• A section for a second researcher to witness and sign off on cash distributions when studying highly sensitive populations where participants cannot sign their names.

Common mistakes to avoid

• Listing participants' full names and contact details directly on receipt forms that are submitted to general university accounting departments.
• Failing to link the payment receipt to a specific, approved IRB protocol, which can lead to auditors questioning the legitimacy of the research expense.
• Allowing different lab members to use varied informal methods of recording payments instead of maintaining a single, standardized template.
• Recording only the monetary value of a gift card without documenting its unique serial or reference number on the receipt.

Frequently asked questions