University Guidelines: HBP Part 9.1.7. Advances for Research Subjects and Survey Participants | Accounting and Financial Management (AFM) (utexas.edu)

There are options for disbursing participant incentives for research projects. The best disbursement method is primarily based on the projects approved IRB. The compensation section must specifically outline the amounts and type (cash, gift card, other) of incentive to be issued. The IRB must be active during the duration of your study. Incentives can only be provided during the approved dates of the IRB letter.

Incentive Disbursement Options:

Cash

Gift Card

Participant Cash Advance

Participant Cash Advance

Tango E-Gift Card

Cash:

Participant Cash Advance: Cash advances act as a loan from the university to the requestor. The PI can only request cash advances. A promissory note is required prior to issuance of funds. Funds can be issued via check or direct deposit. Submit request 7-business days prior to date needed, funds cannot be disbursed earlier than 30 calendar days before cash advance start date. A cash advance are issued for up to 6-months or the end date of a project, whichever comes first.

Gift Card (most common):

Participant Cash Advance: The cash obtained from the advance can be used to purchase in-store or online gift cards for study incentives. An itemized receipt of purchase is required for reconciliation.

Tango and Prolific: Electronic gift cards sent to individuals via email. To request funds via Tango, submit the EDP Tango/Prolific Request Form and your IRB letter to the Business Service Coordinator.

Reconciliation:

Submit your document to the Business Service Coordinator. Substitution forms are prohibited.

Summary Reconciliation Sheet (requires PI’s signature, BSC will obtain CSU signature)
Individual Receipt Form(s) or Multiple Participant Receipt Form(s)

Each research participant must be asked, “Do you anticipate earning $600 or more from UT Austin during the current calendar year?”
If the answer is “Yes”, then such participants must complete an Individual Receipt Form.
If the answer is “No” either a Multiple Participant Receipt Form or Individual Receipt Form may be completed by the research participant.
Also note that for payment of $25 or less a research participant’s signature is not required.

Tango Report from “Order History” showing the individual research participants that received a Tango Card from the research study.
Documentation of refund (if applicable). This may be included with the VP1 later, as the refund may occur after the required reconciliation period

To request a refund, email funding@tangocard.com with the following information:

The amount you'd like refunded
The account number from which the funds will be refunded
Attach the Frost Bank ACH form
Ask to reference: Faculty Last Name-EDP-Tango Account Number