prc wordmark
prc logo

Cash Advance Requests (Participant Incentives)

Cash advances are used to pay subjects for participation in research studies. 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.  Cash advances may not extend beyond six months.

Cash Advance Request Procedure

To request a cash advance, please submit a request to with the following details:

  • Total Amount Requested:
  • Account to be charged:
  • Start and End Date:
  • Request Check Date:
  • Name of the Study:
  • IRB Approval Period State Date:
  • IRB Approval Period End Date:
  • Description of incentive payments from cash advance - (Anticipated number of participants and amount per person):

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 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 PRC Administrative Services.  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 cannot be granted for cash advances.

    •   Map
    • Population Research Center

      University of Texas at Austin
      305 E. 23rd Street / RLP 2.602
      Mail Stop G1800
      Austin, Texas 78712-1699