Date: Thu, 28 Mar 2024 23:45:02 -0500 (CDT)
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Cash Advance
Cash Advance
Requests for Research Subjects and Survey Participants
Requests
- COLA departments, please complete the Research and=
Participant Study Cash Advance Request Powerform.
- Requests should be submitted no less than 7 business days prior to the =
requested check pick-up date/date by, which funds are needed (and no more t=
han 30 calendar days prior to that date).
- A cash advance period may not extend beyond a six-month time frame. If =
the study is planned to last longer than six months, multiple cash advances=
for different time periods may be issued accordingly so that researchers w=
ill not experience a lapse in coverage.
- The default method for cash advance payments is Direct Deposit.
- The individual receiving/using the cash advance must have an active app=
ointment during the period that the cash advance will be used.
Procedure
- The Indi=
vidual Receipt Form and/or Multiple Participant Receipt Form should be accompanie=
d by the Summary Reconciliation Sheet.
- If the total of receipts is less than the total funds requested, the Un=
iversity requires a check or money order, made out to
- The de m=
inimis paym=
ent threshold for payments to participants in internet studies is $25 and a=
ll payments for these participant fees must be made using gift certificates=
, except for university employees.
- If payment is for $25 or less, the following documentation is required:
- Researcher-assigned identification number or printed name
- Email address of the participant acknowledging receipt of funds
- Date the funds were issued to the participant
- Dollar amount of funds issued to the participant
- Individual disbursing funds must print name and initial
Use of Procard
- The Procard may be used to purchase gift cards or gift certificates for=
research subjects and survey participants if preferred. Departments must f=
ollow the same procedure that is required when gift certificates are purcha=
sed by cash advance, please refer to link here.
Re=
quest for Travel
Requests
- Departments, please complete an online Travel Authorization Request (TAR) per y=
our normal unit procedure/routing, and then complete the Travel Cash Advance Powerform, Please attach a copy=
of the VE5 document.
- Please attach the following documents to the Travel Cash Advance Power =
form as supporting documentation when necessary; (OOEF, dean's approval to =
use state account for foreign travel and IOC approval for travel to restric=
ted regions).
- Cash Advance Requests should be submitted to CoLA a minimum of 7 days p=
rior to the requested pick-up date/date by which funds are needed.
- Please let CoLA know if you plan to purchase any equipment prior to, or=
during, travel.
- Please let CoLA know if you will be staying in non-commercial lodging w=
hile traveling, as an approved exception will be required.
- As supporting documentation please attach an itemized list for the trav=
el and program expenses. If applicable please include types, locations, and=
amounts.
- The individual receiving/using the cash advance must have an active app=
ointment during the period that the cash advance will be used.
- The default method for cash advance payments is Direct Deposit. =
li>
Procedure
- A promissory note will be sent to the named requestor for electronic si=
gnature.
- By signing for the cash advance, you are accepting responsibility for k=
eeping all receipts, and repaying any unused portion of the cash advance.=
li>
- If you will be paying a consultant while traveling, you will need to ob=
tain a receipt showing the amount paid, the consultant's name, the date, th=
e purpose of payment, and the consultant's signature. If consultant is a U.=
S citizen, they will need to be paid via PO, cash advance funds can not be =
used.
- If the total of receipts is less than the total funds requested, the Un=
iversity requires a check to pay back the unused portion of the cash advanc=
e funds.
- If the total of receipts presented exceeds the total funds requested, y=
ou will be reimbursed for any out-of-pocket expenses after the cash advance=
reconciliation has been completed and approved by the Office of Accounting=
.
- All receipts presented must be within the dates noted on the cash advan=
ce.
- Travelers will need to complete a word document or excel spreadsheet in=
dicating the expense type for each receipt, including name of vendor, date,=
amount, etc.=E2=80=A6
- All receipts & documentation should be submitted to your department=
office within 14 days of the traveler's return date.
- Your department admin will contact you if additional information is req=
uired for the reconciliation.
- If receipts are in a language other than English, please provide =
thorough and accurate translations.
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