Cash Advances

POLICY

Cash Advance (Subject Payment) Requests 

To request a cash advance, please complete and submit the following form to Larina Prescott.

** Cash Advance Request Form **

Cash Advance Request Process

Note: A cash advance period may not extend beyond a six-month time frame.

• All PIs must meet with Natalia Quintanilla to review and sign the Cash Advance Acknowledgement Form before requesting their first cash advance. 
• After signing the Cash Advance Acknowledgement Form, fill in all the required fields on the Cash Advance Request Form and submit completed form to Larina at least seven business days prior to the date funds are needed.
• Please be advised that we will need at least 15 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, Larina will route to DMS Finance for signature approval.
• The cash advance office will notify you (the PI) via email that your check is ready for pickup.The email will provide directions on how to schedule your cash advance pickup time—at least 48 hours’ notice is required. 
• You (the PI) will have to pick up the check in person in Main Building, Room 132. You will need to present a valid photo ID at the time of pickup.
• If you wish to cash the check at time of pickup in the Main Building, please notify Larina before pickup; she will give you a signed letter from the department authorizing you to cash the check at time of pickup.
• After pickup, provide Larina a copy of the check and signed promissory note.

Cash Disbursement Documentation

When the cash advance funds are disbursed to the PI at time of pickup, the PI is required to sign a promissory note. The promissory note is a binding contract between the researcher and the university. The PI is required to provide a copy of the signed promissory note to Larina.

Multiple Cash Advances

If a faculty member has multiple cash advances out at a given time, they cannot mix funds across multiple studies.

Subject Payments, Participant Forms, and Documentation Requirements

It is mandatory that all research subjects given money for participation in a study complete and sign either the Individual Receipt Form or the Multiple Participant Receipt Form. The Individual Receipt Form should only be used if the participant expects to receive more than $600 within one calendar year.

• 
Individual Receipt Form – for subjects receiving over $600 in a calendar year
• Documentation Requirements:
• Complete the Individual Receipt Form and the Summary Reconciliation Sheet
• Printed name of participant
• Participant must sign acknowledging receipt of funds
• Date the funds were received by participant
• Dollar amount of funds received by participant
• Social Security Number of participant for IRS purposes
• Mailing address of participant
• Individual disbursing funds must print name and initial

• Multiple Participant Receipt Form – for subjects receiving less than $600 in a calendar year
• Documentation Requirements:
  • Complete the Individual Receipt Form or the Multiple Participant Receipt Form and the Summary Reconciliation Sheet
  • Researcher-assigned identification number or printed name
  • Participant must sign or initial acknowledging receipt of funds
  • Date the funds were received by participant
  • Dollar amount of funds received by participant
  • Individual disbursing funds must print name and initial

Internet Studies

If a research subject or survey participant receives a small payment via an internet study for research and survey compensation, the de minimis payment threshold for payments is $25. All payments for these participant fees must be made using gift certificates/cards (see policy below), except for university employees; refer to 9.1.7.C.

If payment is for $25 or less, the following documentation is required:

• Researcher-assigned identification number or printed name
• Email address of the participant acknowledging receipt of funds
• Date the funds were issued to the participant
• Dollar amount of funds issued to the participant
• Individual disbursing funds must print name and initial

 PIs may use either the Individual Receipt Form* or the Multiple Participant Receipt Form* for these payments. You must also use the Summary Reconciliation Sheet* for reconciliation totals.

If payment for internet studies is more than $25, you must follow the policy in the above section, Subject Payments, Participant Forms, and Documentation Requirements, and obtain either physical or electronic signatures. Electronic signatures may be obtained through DocuSign only. DocuSign is the university electronic signature service provider.

Gift Cards and Certificates

Gift cards or gift certificates may be purchased using cash advance funds. To purchase gift cards/certificates for research subjects and survey participants, PIs must first request a cash advance following the Cash Advance Request Process. Once the cash advance funds are received, the PI may purchase gift cards or gift certificates following the University procurement policies and guidelines. The PI must follow the same policy outlined in Subject Payments, Participant Forms, and Documentation Requirements. This includes asking participants if they will be receiving $600 or more in total compensation from UT Austin during the calendar year, using the same receipt and reconciliation forms, and performing the same reconciliation. 

Reconciliation Due Date

Cash advance requests must be closed and reconciled and any unused cash returned to the University by the due date stipulated on the promissory note. Larina Prescott reconciles all cash advances for the department. Reconciliations and return of any unused cash must be completed and turned into Payment Services 30 days after the end of the cash advance date.

A reminder will be sent out 4 weeks before each cash advance is due for reconciliation. At or before the end of the time period for the advance, all receipts for cash distributed and remaining cash, is due in the form of a check made out to The University of Texas at Austin. Larina will reconcile the research payments, verify that all appropriate information has been collected, and must ensure that the dates of the receipts are within the date range of the cash advance participant study. If the dates of receipts are not within the date range of the cash advance participant study, the receipt cannot be used on the cash advance reconciliation. Reminders: PI’s are not permitted to mix funds across multiple studies. If a PI has multiple cash advances out at one time, the PI is responsible for indicating the IRB# on each receipt form and signing each receipt form.

If all accounting is accurate, Larina will submit the reconciliation sheet, original cash advance request form, and all receipt forms to DMS Finance for approval signature with remaining cash (check made out to UT Austin), if applicable. After DMS Finance provides signature approval, Larina will submit all documentation and unused funds to the office of accounting. 

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. (It doesn't matter to Accounting if your grant/project will continue. Cash or receipts are due back to the university upon completion of your approved cash advance period.)

IRB Protocol Period

Faculty are required to be aware of their IRB protocol expiration and renewal dates and to provide Larina with a copy of all IRB protocol approval letters. Faculty are required to submit IRB protocol renewals to the Cash Advance Office before the due date for any outstanding cash advances. If this is not managed properly and funds are provided to participants without the cash advance office being made aware of the renewed protocol approval, then that becomes a personal liability as it is then an unallowable cost per University policy. 

Extensions

Extensions cannot be granted for cash advances.