BIAC Subject Payment Procedures

BIAC offers a short-term cash fund to BIAC experimenters who make cash payments to research subjects who participate in scans using BIAC facilities. BIAC also provides these payments to subjects who participate in behavioral sessions run by core BIAC faculty members and their labs. If you fall into one of these categories and would like to start using our fund, please contact fund@biac.duke.edu to find out more about getting started.

If you need a copy of the current payment sheet packet, please email fund@biac.duke.edu.

Or you can find it locally at:

Word Format \\Munin\Data\Docs\Forms_and_Labels\Subject_Payment_Forms\Subject_Payment_Form_Packet2015.docx

A few reminders:

• Subjects will not be paid if they do not include a social security number. Remember to get the SSN before giving the cash to your subject!
• Payment sheets must be fully completed before they are submitted. Future cash requests will not be fulfilled unless all prior withdrawals/payment sheets are fully reconciled.
• If you have any questions regarding the payment sheets, or the BIAC cash fund for research subjects, please email fund@biac.duke.edu.

Revised 2/6/2012

Duke’s Accounts Payable has changed its policy on the use of short-term cash funds; this affects the cash fund BIAC provides to experimenters for payments to research subjects. As a result of this policy change, funds will no longer be available to BIAC for immediate release. When we turn in payment sheets, we must wait at least seven business days before funds are available for pickup.

Due to the strict time frames of the new policy, it is essential that the following steps are followed:

• Experimenters request funds by emailing request to fund@biac.duke.edu at least five (5) business days before withdrawal is needed. Exceptions will be made only for withdrawals totaling $50 or less. Include the following information in your email request:
  1. 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;
  2. Study Name;
  3. Date of Study;
  4. Preferred Date of Withdrawal;
  5. Amount of Funds Requested (include specific denominations).

You will receive a confirmation email from a BIAC Staff member about the availability of funds.

• Payment sheets and/or any remaining cash must be returned within three (3) business days of the date of the study. Additional funds will not be able to be disbursed until all previous withdrawals are reconciled.
• All payment sheets must be completed in their entirety. Commonly left off fields include signatures, IRB registry, cost object, address, and SSNs. If any of these items are missing, the experimenter will be responsible for obtaining the information and completing the form. If this information cannot be obtained, and the subject has been paid with BIAC funds, the experimenter or PI will be responsible for replacing the subject funds; incomplete forms cannot be accepted.
• Plan in advance for your study! We are happy to receive your requests earlier than the three-day minimum requirement.
  

After your request is 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. Remember to sign out the funds that you receive in the green notebook.

Count the funds you are given before leaving the office; each experimenter is responsible for the funds that he or she checks out.