Fillable Procedure for Payments of Human Subjects (Boise State University)

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Procedure for Payments of Human Subjects (Boise State University)

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Procedure for Payments of Human Subjects
Univer
sity funds for payment to human subjects in research can be issued in advance of the actual expenditure(s).
Advance payments are required when subjects in research are paid in small amounts throughout the duration of an
experiment or research project. The advance payment should be limited to the amount that is deemed appropriate in
view of the character and expected duration of the experiment or project.
PROCEDURES:
The cash advance will be in the form of a check issued by Procurement and Vendor Services.
1. Employee receiving the cash advance needs to ensure they are an established supplier within
Procurement and Vendor Services.
2. Email P2P_Payables@boisestate.edu with your name and employee ID # and address.
3. Enter a payment requisition in OFC. Instructions for “Submitting Invoice Payments"
found here:
https://docs.google.com/document/
d/1FIndo77mst8H8KPtioErwNHmEt_z0RzwmodDc_sQQ-s/edit#heading=h.gjdgxs
4. Attach the appropriate documentation to the payment requisition including:
a. Cash Payment Advance (Attachment C- required)
b. A page from contract/grant proposal, if applicable, explaining the purpose of the cash
disbursement to the human subject or the budget page from the award document that
has a specific line item for human subjects.
c. Note Special Handling, check to be picked up at P&D.
5. Cash Log (see Attachment A) that will be used to keep account of the funds dispersed.
6. Please note when money is removed from the safe or lockbox, two individuals must be
present and both must sign the cash log.
7. Once research and cash disbursements are complete, return “Certification of Payment to Human
Subjects” (see Attachment B) to Procurement and Vendor Services at M/S 1248.
8. Any cash not disbursed must be returned to the University by way of department deposit.
Instructions found here: https://vpfa.boisestate.edu/process/UFS-training/OFC/Cash-
Transactions-Department-Deposits_JOBAID.pdf
Procurement and Vendor Services 5/20/20
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Cash Log
Se
gment String_________________________________
(Fund / Department/ Cost Center)
Subject name or #
(If applicable)
Date
Beginning
Balance $
Amount
In or (Out) $
Ending
Balance $
Signatures (2) required
Attachment A
Procurement and Vendor Services 5/20/20
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CERTIFICATION OF PAYMENT
TO
HUMAN SUBJECTS
Department/Unit
This is to certify that I made cash payments to [number] ______human subjects;
Cumulative total $ , during the time frame (dates)
Location:
General subject matter:
Amount of Cash Advanced: $_________________
Amount dispersed to participants: $____________________
Amount Due/returned to University: $___________________
Please include/attach the completed Cash log with departmental deposit and/or this certification.
Check the applicable statement(s):
A listing is attached of all persons who received payment for services.
All
payments were in accordance with local standards or customs for the type of demands
placed on such individuals. The success of the research effort was dependent upon the
individuals remaining anonymous.
____Copy of department deposit attached, if there were excess funds.
Principal Investigator
Date
Attachment B
Procurement and Vendor Services 5/20/20
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Boise State University
Cash Payment Advance
I
understand that I am responsible for Check # ___________, in the amount of $__________which I
have now received from Procurement and Vendor Services. I will
be processing cash payments
of
(amount)$__________ to individuals who perform in experiments/research as defined in the grant/
research project. Because names of participants must be kept confidential, I understand that I am
responsible to maintain records of all payments and I agree to provide this information for audit
review if requested. In addition, I agree to submit to Procurement and Vendor Services a cash log
record that provides complete detail of when the cash is distributed to survey participants. I also
agree to return to Procurement and Vendor Services any cash that is not disbursed. If not, I hereby
authorize Procurement and Vendor Services to make a payroll deduction for the amount of this
advance or the balance of any remaining funds that are not reconciled.
I attest the IRB approval has been completed. IRB #:_____________________________
I agree to the cash handling procedures as follows:
Ensure that the cash will be safeguarded (usually in a safe or lockbox)
Funds will be accounted for by logging cash in and out using the Cash Log
Limiting who will be handling the cash to those involved with the project
In the instance of lost or stolen money, I also do hereby agree that the
following local segment string be charged for the money.
Segment String
(Fund / Dept / Cost Center)
Signature
Date
Procurement and Vendor Services Signature
Date
Attachment C
Procurement and Vendor Services 5/20/20
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Procedure for Payments of Human Subjects (Boise State University)

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Completed 22 July 2020

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