Cash Advance Requests (Participant Incentives)

Cash advances are used to pay subjects for participation in research studies. 
To request a cash advance, please complete and submit the:

** Cash Advance Request Form **


Procedures for the Request

Fill in all the required fields. Failure to complete a required field will prevent you from submitting the form. Please include any additional useful information in the Comments field.

Please be advised that we will need at least 10 business days from the time you make your request to the date for which you are requesting the check.

Once the request has been received, you will get an e-mail confirming the request. In most cases, the request will be processed within one (1) business day of receipt (NOT the same day the request was sent). If you do not receive an e-mail within one business day of submitting a request, please contact Sylvia Celedon in the Administrative Services.

Once the request has been processed, you will receive an e-mail confirming that the cash advance request has been submitted for approval. The e-mail will also contain contact instructions for questions regarding the cash advance as well as any updated information about your request.

The request has to be approved by the PRC director, the dean, and the Office of Accounting. Assuming it receives all necessary approvals, and there are no other delays, your cash advance check will be ready on the day stipulated in the request. The Office of Accounting will contact Sylvia Celedon, who will then notify you via e-mail. You will have to pick up the check in person in Main Building, Room 132. You will need to present a valid photo ID at the time of pickup.

Please note that the cash advance recipient must be appointed during the entire date range of the advance and cannot be a student only.  If the date range crosses the fiscal year, a signed memo from the director must also be submitted confirming the appointment will be renewed for the new fiscal year.

Important Information About Cash Advances

Complete information about cash advance policies and procedures, including links to the downloadable signature receipt forms, may be found here

The date range of the cash advance cannot exceed six months.

The Office of Accounting will not issue a cash advance prior to 30 days of the travel/study date.

Subject Payments

It is crucial that all research subjects given money for participation in a study complete & sign either the Individual Receipt Form or the Multiple Participant Receipt Form

Participant Forms

The Individual Receipt Form should only be used if the participant expects to receive more than $600 from research participation within one calendar year. It can also be used to protect the privacy of the subject, but this will also require that the requestor write a memo explaining why the form was used for this purpose. It is much easier (in this case) to have one person per Multiple Participant Receipt Form so as not to confuse privacy issues with tax liability issues.

Due Date

At or before the end of the time period for the advance, an accounting of all of the cash given is due to Sylvia Celedon. Although you (the requestor) are responsible for turning this in by the due date, staff will try to remind you before the advance is due. You will bring all receipt forms and remaining funds (in the form of a check made out to The University of Texas at Austin) to Sylvia Celedon, who will reconcile your advance. 

Cash advance time periods cannot extend beyond the end date of the account you are using. This "end date" is not the project end date, but the one listed on the mainframe for your current account funds. (Thus, it doesn't matter to Accounting if your grant will continue if the continuation has not been put into the system.)

Extensions

Extensions cannot be granted for cash advances.


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    University of Texas at Austin
    305 E. 23rd Street
    Stop G1800
    Austin, Texas 78712-1699
    512-471-5514