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Human Research Participation Payments (HRP Payments) will be made consistent with policy 23715c and procedure SOP-HRPP-092.1, driving the defined process for use by ISE researchers.
Petty Cash Disbursements
Petty Cash Disbursements
HRP Payments to be disbursed as cash payments to participants may be funded through the use of Petty Cash Loans (PCLs) through the Bursar’s office, under the responsibility of the Funds Custodian as identified in the Petty Cash Loan request. Review the Bursar website for their petty cash guidelines and requirements.
Processing time for the receipt of a PCL can take up to two weeks. Payments can be made from personal funds prior to the arrival of the PCL check. Those funds could be recovered once the PCL funds are received.
Requests for Petty Cash Loans are submitted using the DocuSign request form. Only current employees or graduate students may request a PCL or be listed as “other persons using the fund” on the request.
Once a PCL check is received by the custodian, the custodian should convert the check to cash in denominations consistent with the disbursement plan or purchase gift cards (see right section) for the participants.
The cash should immediately be placed in the safe at the location indicated on the PCL request. If a safe is unavailable at that location, the cash is to be placed in the ISE main office at 250 Durham Hall. If the check isn’t immediately converted to cash or cards, it is to be stored in the lab or department safe until cashed. As cash is disbursed, the participant’s information will be recorded on the Petty Cash Disbursement Log. The log, and all undisbursed gift cards, is to be locked in the lab safe or department safe at all times. If the individuals are to remain confidential, the Controller’s Office has a Human Subject Confidentiality Certification form that must be completed.
By the 10th business day of each month, the HRP Payment program reviewer (a member of the ISE finance team) will audit each PCL account which had been opened prior to the end of the previous month. The reviewer will reconcile the cash on hand and disbursement log contained in the lab or department safe.
At the end of testing, a final review will be conducted by the ISE finance team. Any remaining cash will be returned to the Bursar’s Office by the custodian. The ISE finance team will collect the disbursement log and submit an ISR to reimburse the PCL.
In the event the testing period has to be extended past the original 120 period, a PCL extension should be completed by the original fund custodian.
Gift Card Disbursements
Gift Card Disbursements
In order to disburse gift cards to human research participants, a control plan must be created by the ISE researcher which should contain the following information: explanation of the study/research, the determination of how the gift cards will be disbursed, who will purchase the gift cards, how they will be stored, and the IRB number.
Once the control plan has been created, it can be sent to the ISE Finance team via isefinance@vt.edu. The control plan will then be submitted for approval to the Accounts Payable Manager in the Controller’s Office, via the ISE Finance Team, prior to the purchase of the gift cards.
Once the control plan has been approved by the Controller’s Office, the gift cards can either be purchased by the ISE researcher or by petty cash from the Bursar’s Office.
As gift cards are disbursed, the participant’s information will be recorded on the Gift Card Disbursement Log. The log, and all undisbursed gift cards, is to be locked in the lab safe or department safe at all times. If the individuals are to remain confidential, the Controller’s Office has a Human Subject Confidentiality Certification form that must be completed.
If a gift card is given to a VT employee (wage or full time), you must notify ISE Finance with the employee name, Virginia Tech ID number, and amount they received on the gift card. ISE Finance will then report this information to Payroll for tax purposes.
Upon the completion of research and disbursement of the gift cards, the ISE researcher who purchased the gift cards should request reimbursement through the ISE HUB. The reimbursement request must contain the following information; approved control plan, approval email from the Accounts Payable Manager, a copy of the IRB, and completed Gift Card Disbursement Log.
Student (to be used by students - routes to PI for approval)
Petty Cash Extension (to be used by either group)
Faculty (to be used by faculty - no additional PI approval)
Submit Human Research Participant Payment Log and related material for reimbursement or repayment of petty cash loan
Petty Cash Disbursement Log
Petty Cash Disbursement Log
Petty Cash Disbursement Log.pdfGift Card Disbursement Log
Gift Card Disbursement Log
Gift Card Disbursement Log.pdfWritten Documentation of Consent
Written Documentation of Consent
sop-hrpp-091.1-written-documentation-of-consent.pdfPayments to Research Participants
Payments to Research Participants
sop-hrpp-092.1-payments-to-research-participants .pdfRELATED POLICIES AND PROCEDURES
Please visit the Virginia Tech Policy Library for a comprehensive list of policies and procedures.
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