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Principal Investigator/Project Director Manual
Chapter 7: What about other kinds of expenses?
Payments to research study participants may be made by check, cash or gift certificates from local merchants. You are encouraged to contact the UARSC Office of Sponsored Projects (OSP) to discuss the most appropriate means of payment for your project. This is critical when protection of participant identity is at issue.
In the case of cash payments, participants must sign a statement certifying that they received payment.
To receive an advance for cash payments or to purchase gift certificates, submit a Check Request indicating yourself as the payee. Include the amount and number of payments the advance is for, e.g. 20 payments of $5 each. You will be responsible for clearing the advance promptly by submitting the previously mentioned signed statements or the original receipts for the purchase of the gift certificates.
To request checks made payable to individual participants, submit a separate Check Request for each participant that includes the following information:
- check request number
- individual’s name
- mailing address
- W-9 Form, if total payment during the calendar year will be $600 or more
Tuition remission for student research assistants must be approved by the sponsoring agency. To initiate tuition payments, contact the Student Financial Aid Office to advise them that payment will be made through UARSC and to request an invoice. Upon receipt of the invoice from Financial Aid, UARSC will charge your project for the expense.
University Charge Backs
Certain services are provided by the University and then charged back to the project. These include mail services, duplication services, telephone charges and facilities services. To request these services, contact the appropriate division and provide your UARSC project number.
Payments are made to these University divisions automatically by UARSC upon receipt of properly authorized invoices. The charge backs appear the next day on your Project Detail Report. If you note a discrepancy, contact the UARSC OSP immediately.
UARSC projects: To reimburse another UARSC project for supplies or services, submit a Transfer Request and include a justification or attach an original invoice.
University accounts: To reimburse a University account, the University must invoice UARSC. Attach the University’s invoice to a Check Request and include the University account number to be reimbursed or ask the University department to forward an invoice to UARSC.