Processed using a Miscellaneous Expense Voucher, copy of the IRB protocol approval, and requires information on incentive recipients (see above). IF DEPARTMENT FUNDED: Submit forms to Accounts Payable IF GRANT FUNDED: Submit forms to OSPR Incentives paid via accounts payable are reported to the IRS. Participants will receive a 1099 from the university at the end of the tax year if annual incentive payments total more than $600. Payment takes approximately 3 weeks. TU employees will receive payment via direct deposit. All other participants are paid via check mailed to the address listed on their IRS W-9 form. Working Fund Advance (minimum one week turnaround) To obtain the Advance, submit the following: Working Fund Advance Request Form Copy of IRB Approval Security Plan memo containing the following details: Why the advance is needed The amount and time period needed to pay participants. Note that the length of time may not exceed 30 days or cross fiscal years How the cash/gift cards will be stored Who will have access to the storage area The assigned custodian for the account A statement to the effect that both the custodian and the supervisor “are jointly and severally liable for the security and appropriate use of the requested The signature of the PI/designated custodian (TU faculty or staff member), and the custodian’s supervisor/manager/director. Working Fund Advances must be reconciled within 30 days of receipt. The following must be submitted to the Business Travel & Working Fund office: Receipts for incentive purchases Human Subjects Incentive Acknowledgement Forms Miscellaneous Expense Voucher for Human Subjects Payments, the is equivalent to the total participant disbursements for the prior “amount” reporting period If additional funds are needed, a new Working Fund Advance Request Form must be completed. TU Bookstore Gift Card
Processed using a Miscellaneous Expense Voucher, copy of the IRB protocol approval, and requires information on incentive recipients (see above). IF DEPARTMENT FUNDED: Submit forms to Accounts Payable IF GRANT FUNDED: Submit forms to OSPR Incentives paid via accounts payable are reported to the IRS. Participants will receive a 1099 from the university at the end of the tax year if annual incentive payments total more than $600. Payment takes approximately 3 weeks. TU employees will receive payment via direct deposit. All other participants are paid via check mailed to the address listed on their IRS W-9 form. Working Fund Advance (minimum one week turnaround) To obtain the Advance, submit the following: Working Fund Advance Request Form Copy of IRB Approval Security Plan memo containing the following details: Why the advance is needed The amount and time period needed to pay participants. Note that the length of time may not exceed 30 days or cross fiscal years How the cash/gift cards will be stored Who will have access to the storage area The assigned custodian for the account A statement to the effect that both the custodian and the supervisor “are jointly and severally liable for the security and appropriate use of the requested The signature of the PI/designated custodian (TU faculty or staff member), and the custodian’s supervisor/manager/director. Working Fund Advances must be reconciled within 30 days of receipt. The following must be submitted to the Business Travel & Working Fund office: Receipts for incentive purchases Human Subjects Incentive Acknowledgement Forms Miscellaneous Expense Voucher for Human Subjects Payments, the “amount” is equivalent to the total participant disbursements for the prior reporting period If additional funds are needed, a new Working Fund Advance Request Form must be completed. TU Bookstore Gift Card
tu-incentive-payments-8-23-18.docx