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biac:payment [2012/01/31 21:01] aedwards |
biac:payment [2023/02/23 18:43] (current) |
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====== BIAC Subject Payment Procedures ====== | ====== BIAC Subject Payment Procedures ====== | ||
- | ====SEE NEW INSTRUCTIONS AT BOTTOM (EFFECTIVE MARCH 1, 2012)==== | + | BIAC offers a short-term cash fund to BIAC experimenters who make cash payments to research subjects who participate in scans using BIAC facilities. |
- | ==Cash and/or Parking Pass Withdrawals and Deposits== | + | If you need a copy of the current payment sheet packet, please email [[fund@biac.duke.edu]]. |
- | The experimenter conducting a study will come to the front office (at Hock Plaza) to request money and/or parking passes. | + | //Or you can find it locally |
+ | // | ||
- | The experimenter will complete the form in the green binder in the front office area with the following information: | + | Word Format [[\\Munin\Data\Docs\Forms_and_Labels\Subject_Payment_Forms\Subject_Payment_Form_Packet2015.docx]] |
- | | + | __A few reminders: |
+ | __ | ||
+ | | ||
+ | * Payment sheets must be fully completed before they are submitted. | ||
+ | * If you have any questions regarding the payment sheets, or the BIAC cash fund for research subjects, please email [[fund@biac.duke.edu]]. | ||
- | * The date he/she is withdrawing/ | + | ---- |
- | * The experiment' | + | =====NEW INSTRUCTIONS AS OF FEBRUARY 6, 2012===== |
- | + | ||
- | * The amount of money he/she wishes to withdraw/ | + | |
- | + | ||
- | * The number of parking passes he/she wishes to withdraw/ | + | |
- | + | ||
- | * His/her signature. | + | |
- | + | ||
- | A front office staff member will initial as a witness and provide the experimenter with the amount requested or deposit the amount the experimenter is returning. | + | |
- | + | ||
- | At this time, the experimenter should count the amount of cash given to confirm that it is the correct amount. | + | |
- | + | ||
- | If checking out money or parking passes for more than one experiment at a time, please use more than one withdrawal/ | + | |
- | + | ||
- | In order to keep enough cash on hand for our research studies, it is necessary that we receive payment sheets back in a timely manner. | + | |
- | + | ||
- | + | ||
- | ==Subject Payment/IRB Disclosure Forms== | + | |
- | + | ||
- | The first page (or front side) of our subject payment form has the basic payment information as well as the mailing address for the subject. | + | |
- | + | ||
- | The following items may be left blank under certain circumstances: | + | |
- | + | ||
- | * Exam Number (if it is a behavioral study) | + | |
- | * Permanent address (if same as mailing address) | + | |
- | * Pregnancy test received (if it is a male subject) | + | |
- | * Subject received parking pass (if no pass was given) | + | |
- | + | ||
- | __//THE SUBJECT MUST PROVIDE A SOCIAL SECURITY NUMBER OR THEY WILL NOT BE PAID//__ | + | |
- | + | ||
- | The second page (or back side) is the IRB disclosure form that must accompany all payment sheets. | + | |
- | + | ||
- | This form is required to show that they understand the tax guidelines. The most common fields left blank on this form are the subject’s printed name and address. | + | |
- | + | ||
- | TIP: Many people prefer to create an electronic copy of the payment forms for their particular studies. | + | |
- | + | ||
- | If you do not print double-sided, | + | |
- | + | ||
- | If any required fields are left blank, the experimenter will be contacted to complete it. | + | |
- | + | ||
- | It is perfectly fine to print these double-sided. | + | |
- | + | ||
- | If you need a copy of the current payment sheet packet, please email [[info@biac.duke.edu]]. | + | |
- | + | ||
- | Or you can find it locally at: | + | |
- | + | ||
- | Word Format [[\\Munin\Data\Docs\Forms_and_Labels\Subject_Payment_Forms\Subject_Payment_Form_Packet.doc]] | + | |
- | + | ||
- | + | ||
- | + | ||
- | ---- | + | |
- | =====NEW INSTRUCTIONS AS OF MARCH 1, 2012===== | + | |
==BIAC Short-Term Cash Fund Policy== | ==BIAC Short-Term Cash Fund Policy== | ||
- | // | + | // |
// | // | ||
- | Effective March 1, 2012, Duke’s Accounts Payable | + | Duke’s Accounts Payable |
- | As a result | + | Due to the strict time frames |
- | Due to the strict time frames of the new policy, it is imperative that: | + | |
- | + | - Name of Experimenter Picking up Funds; if they will be used by someone other than person requesting funds, include that person’s name as well; | |
- | | + | - Study Name; |
- | - Name of Experimenter Picking up Funds | + | - Date of Study; |
- | - Study Name | + | - Preferred Date of Withdrawal; |
- | - Date of Study | + | - Amount of Funds Requested (include specific denominations). |
- | - Preferred Date of Withdrawal | + | You will receive a confirmation email from a BIAC Staff member about the availability of funds. |
- | - Amount of Funds Requested (include specific denominations) | + | * Payment sheets and/or any remaining cash must be returned within three (3) business days of the date of the study. |
- | | + | * All payment sheets must be completed in their entirety. |
- | * Withdrawals will only be provided for studies that occur within three (3) business days of the date of the withdrawal. | + | * Plan in advance |
- | * Payment sheets and/or any remaining cash must be returned within three (3) business days of the date of the study. | + | |
- | * All payment sheets must be completed in their entirety. | + | |
- | * Plan in advance! | + | |
- | \\ | + | |
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__ | __ | ||
- | Once your request for funds has been approved, | + | Once your request for funds has been approved, visit the BIAC front office on your scheduled day between the hours of 8:00 am and 4:00 pm to pick up your requested amount. |
- | + | ||
- | Use the green binder | + | |
- | + | ||
- | Count the funds you are given. | + | |
+ | Count the funds you are given before leaving the office; each experimenter is responsible for the funds that he or she checks out. | ||