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Cash Advances

Before requesting a cash advance you should have already completed the human subjects training and have been added to the FALCON Lab's IRB protocol. Once you have developed a study and are ready to begin running paid participants you need to fill out the form below and give it to Mike so he can fill in some crucial information. You will then give it to Laura Meitz (lmeitz@austin.utexas.edu) with a screen shot of the IRB home page (see the example below) for the protocol and the initial study approval letter:

participant-study-cash-advance.pdf

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After filling out your personal information and the information describing your study, you will be asked to specify an account number, amount, date required, and the length of advance. Please check with Mike BEFORE filling out a Cash Advance Request Form if you are unsure which account number you are supposed to use. Also verify that he has authorized you to request an advance on the account. Please note that it takes approximately 10 days to receive a cash advance.

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The maximum length of time that you may request a cash advance is 6 months. You may only spend this cash within the request period dates – NEVER outside of these dates. After the cash advance period has expired, the participant receipt forms and any remaining funds (in the form of a check) must be returned to the KHE administrative office (718) within 30 days. Please see the compensation page for information on paying participants: Participant Compensation Page.

Each cash advance will need a multiple participant form filled out to indicate who has been paid and when. Make sure to keep information confidential so that the latest subject cannot see the previous names listed. UT Employees and grad students will need to fill out the Single Participant Compensation Form (see below). Image Removed

Reconciling Cash advances

You are responsible for knowing how much money is spent on each participant, the number of hours they are undergoing procedures, and the end date for your cash advance period. The cash advance ending period is on the cash advance form signed by Mike.

For Venmo, you are responsible for collecting screenshots of each participant's payments. These should be sent to Laura with a form that links the subjects' study number, their name, and the number of hours they underwent procedures (don't worry the IRB is cool with this). Finally, the payment forms above should be completely filled out and signed by Mike before also sending them to Laura. 

Once a reconciliation value has been determined, this and any remaining cash needs to be sent to Mike. He will then write a check from the UFCU account to finish the reconciliation.