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 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.