The experimenter conducting a study will come to the front office (at Hock Plaza) to request money and/or parking passes. The same procedure should be used to return any unused money and/or parking passes. (If an amount larger than $100 is requested, please provide at least 24 hours’ notice to be sure we have enough on hand. We also require advanced notice if specific denominations are requested, regardless of the amount.)

The experimenter will complete the form in the green binder in the front office area with the following information:

• He or she will circle withdrew or deposited to determine the type of transaction.

• The date he/she is withdrawing/depositing the money.

• The experiment's name.

• The amount of money he/she wishes to withdraw/deposit.

• The number of parking passes he/she wishes to withdraw/deposit.

• His/her signature. Print last name if signature is not legible.

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/deposit form. This helps avoid any confusion when reconciling.

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. If you have unused cash or completed payment sheets lying around, please bring them to the BIAC front office to ensure availability of funds for future studies.

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. Please list your IRB #, cost object, and PI's name where indicated on this form. Have the subject complete his/her name, address, and social security number (yes, once again). They must also sign and print their name on this side of the form.

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. Please be sure this is completed before turning in your payment sheet. The experimenter does not sign this side of the form.

TIP: Many people prefer to create an electronic copy of the payment forms for their particular studies. They typically have the following fields preset on both sides: cost object, experiment name, IRB #, and PI's Name. This is fine—just make sure your cost object is correct.

If you do not print double-sided, please put both of these forms paper-clipped together in the subject payment inbox once they are complete. Do not file the IRB disclosure form with the consent forms.

If any required fields are left blank, the experimenter will be contacted to complete it.

It is perfectly fine to print these double-sided. That is actually the preferred method.

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

Revised 1/31/2012

Effective March 1, 2012, Duke’s Accounts Payable will change 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 imperative that:

• Experimenters email fund@biac.duke.edu at least three (3) business days before a withdrawal. Exceptions will be made for withdrawals totaling $50 or less. Include the following information in your request:
  1. Name of Experimenter Picking up Funds
  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.

• Withdrawals will only be provided for studies that occur within three (3) business days of the date of the withdrawal.
• Payment sheets and/or any remaining cash must be returned within three (3) business days of the date of the study. No additional funds will 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 cannot be done, then the experimenter or PI will be responsible for replacing the funds to BIAC. Incomplete forms will not be accepted.
• Plan in advance! We are happy to receive your requests beyond the 3-day minimum requirement. With enough notice we can fulfill them up to three days in advance of your study.

After your request is approved:

Once your request for funds has been approved, you should visit the BIAC front office on your scheduled day between the hours of 8:00 am and 4:00 pm to pick up the funds.

Use the green binder to sign out funds that you receive.

Count the funds you are given. Once you leave the office with them, you are responsible for the amount you signed out.