Participant Incentives

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 list the amounts and type (cash, gift card, other) of incentive to be issued. Please make sure your IRB is active during the duration of your study. Incentives can only be provided during the approved dates of the IRB letter.  

Incentive Disbursement Options: 

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. No more than 2 cash advances at a time are allowed per project. A cash advance can be issued for up to 6-month time 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. Must keep receipt of purchase to use for reconciliation. 

Tango: Electronic gift cards sent to individuals via link to their email address. Please reach out to your account manager for account set up with Tango. If you are ready to request funds via Tango, submit the TEDP Tango Request Form to your account manager. 

Reconciliation:

 Substitution forms are prohibited. 

1. Summary Reconciliation Sheet (requires PI’s signature, BSC will obtain CSU signature)
2. 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.
3. Tango Report from “Order History” showing the individual research participants that received a Tango Card from the research study.
4. 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
•