Participant Incentives Cash Advance Request Procedure Cash advances are used to pay subjects for participation in research studies. Please be advised that we will need at least 10 business days from the time you make your request to the date for which you are requesting the check. Cash advances are issued for funds to be distributed within a 6 month period. To request a cash advance, please submit a request via the Cash Advance Request Form. A cash advance should be requested if cash will be issued to participants. The cash advance will need to be issued to the person responsible for the cash (PI or project manager). This individual must have an active paid appointment. The cash advance will be deposited directly into their personal bank account. Cash advances take 1-2 weeks to be processed and are issued for funds to be distributed within a 6 month period. Cash advances must be reconciled within 30 days of the cash advance period end date. To request a cash advance, we’ll need the name of person to receive the funds, amount, date funds are needed, account number to use, distribution period (6 months max), and how funds will be distributed (i.e. 16 participants will receive $100 gift cards). We’ll also need the IRB for the study. Important Information About Cash Advances Complete information about cash advance policies and procedures, including links to the downloadable signature receipt forms, may be found here. The Office of Accounting will not issue a cash advance prior to 30 days of the travel/study date. Subject Payments It is crucial that all research subjects given money for participation in a study complete & sign either the Individual Receipt Form or the Multiple Participant Receipt Form. Forms should be signed by the participant confirming receipt of payment. If payments are mailed or if virtual payments are issued, confirmation from the participant such as a text or email must be included with the participant receipt forms. Individual Receipt Form Multiple Participant Receipt Form Participant Forms The Individual Receipt Form should only be used if the participant expects to receive more than $600 from research participation within one calendar year. It can also be used to protect the privacy of the subject, but this will also require that the requestor write a memo explaining why the form was used for this purpose. It is much easier (in this case) to have one person per Multiple Participant Receipt Form so as not to confuse privacy issues with tax liability issues. Reconciliation Cash advances are issued for funds to be distributed within a 6 month period. Once the 6 month period has ended the cash advance must be reconciled with completed participant forms within 30 days of the period end date. Late reconciliations may result in the total cash advance amount being considered fringe benefit income which will be taxed. Future cash advances may also be denied. Unused funds or funds issued outside of the cash advance period will need to be paid back to UT Austin by check or money order. Funds distributed outside of the cash advance period will be reimbursed to you separately and not be counted towards your reconciliation. Cash advance time periods cannot extend beyond the budget period end date of the account you are using. This “end date” is not the project end date, but the one listed on the award for your current account funds. Extensions Extensions cannot be granted for cash advances. Tango Card Orders Tango Request Form Refer to Using Tango Card for Research Participant Compensation (PDF) for guidance. Departments must retain at the departmental level the following required reconciliation documentation. Documentation is subject to review and must be provided upon request for auditing purposes. Individual Receipt Form or Multiple Participant Receipt Form Summary Reconciliation Shee Gift Cards Purchased with Procard Refer to HBP 9.1.7.C and HBP 9.1.7.J for guidance. For ProCard reconciliation, make sure all Individual Receipt Form(s) or Multiple Participant Receipt Form and a completed Summary Reconciliation Sheet are submitted in your monthly documentation. If all gift cards haven’t been given out by the time the ProCard needs to be reconciled,a copy of the receipt and a note from PI will be needed.
