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Cash advances are used to pay subjects for participation in research studies. To request a cash advance, please complete and submit the Cash Advance Request Form. For the purposes of record-keeping and information integration, ALL cash advance requests for subject money MUST use this form. Cash advance requests on paper, word documents, email, or in person/phone will NOT be processed and will be returned upon receipt with instructions to fill out the online form. To fill out a Cash Advance Request Form, go to this link: Cash Advance Request FormProcedures for the Request: Fill in all the required fields. Failure to complete a required field will prevent you from submitting the form. Please include any additional useful information in the Comments field. 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. Once the request has been received, you will get an e-mail confirming the request. In most cases, the request will be processed within one (1) business day of receipt (NOT when the request was sent). If you do not receive an e-mail within one business day of submitting a request, please contact Julie Wall. Once the request has been processed, you will receive an e-mail confirming that the cash advance request has been submitted for approval. The e-mail will also contain contact instructions for questions regarding the cash advance as well as any updated information about your request. The request has to be approved by the dept. Chair, the Dean, and the Office of Accounting. Assuming it receives all necessary approvals, and there are no other delays, your cash advance check will be ready on the day stipulated in the request. The Office of Accounting will contact Julie, who will then notify you, via e-mail. You will have to pick up the check, in person, in Main Building Rm. 132. You will need to present a valid photo ID at the time of pick-up. Important Information About Cash Advances: Complete information about cash advance policies and procedures, including links to the downloadable signature receipt forms, may be found at http://www.utexas.edu/business/accounting/hbp/09_expend/expend7-2.html Note: The College of Liberal Arts currently prohibits the use of the pro-card for gift card purchases. 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. Multiple Participant Form Participant Forms: The Individual form should only be used if the participant expects to receive more than $450 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. Much easier (in this case) to have one person per Multiple form so as not to confuse Privacy issues with Tax Liability issues. Due Date: At or before the end of the time period for the advance, an accounting of all of the cash given is due to Julie. Although you (the requestor) are responsible for turning this in by the due date, Julie will try to remind you before the advance is due. You will bring all receipt forms and leftover cash (in the form of a check, if applicable) to Julie, who will reconcile your advance. Cash advance time periods cannot extend beyond the end date of the account you are using. This “end date” is not the project end date, but the one listed on the mainframe for your current account funds. [Thus, it doesn’t matter to Accounting if your grant will continue if the continuation has not been put into the system.] Extensions: Extensions cannot be granted for cash advances. |
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Updated 8 December 2011
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