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• Unit staff compiles documentation:
  • The approved cash advance signed by the UBOC officer (not required for Procard reconciliations).
    • Payments to participants must be according to the research protocol and/or consent form.  Any deviation must go through IRB for approval.  
    • Payments made outside the date range of the cash advance cannot be included in the reconciliation. The unit must reimburse the researcher separately for these payments.
  • Participant receipt forms:
    • • Multiple participant receipt forms.  
        • Each page must have an accurate total.
        • Each page must be signed by the Principal Investigator.
      • Individual participant receipt forms (if any).
      • For Procard reconciliations, the corresponding Procard payment document must be referenced on all receipt forms.
  • Unit staff must provide the IRB Determination Letter and Initial Protocol Request to Dean's Office staff in order to support their approval of the Cash Advance Request for gift cards purchased with a Procard.

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• Unit staff submits the completed, signed reconciliation sheet with documentation as a single PDF to COEApprovals@austin COE-Finance@austin.utexas.edu.

• Dean’s Office staff works with unit staff to resolve any inconsistencies or missing information.

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