8.4.3 Replenish a Program Advance to Pay Human Subjects

Policy Statement

A program advance to pay human subjects will need to be replenished; it must be replenished every 30 days to ensure that expenses are being promptly recorded in Banner and allows the custodian to fund the study on an ongoing basis.

Reason for the Policy

To ensure that expenses from program advances to pay human subjects are being promptly recorded in Banner to allow the custodian to fund the study on an ongoing basis.

Applicability of the Policy

Whenever a program advance to pay human subjects will need to be replenished.

Procedure

Before beginning the procedure, it is the custodian’s and business manager’s responsibility to become familiar with additional policies related to this topic. Custodian should account for funds used, and may request funds for additional payments under the same program while the program is still active. This required reconciliation event must occur every 90 days.

To replenish a cash advance:

Please note: Payments issued via check may require an additional 3 business days to process.

1. Gather receipts or other documentation for the money already distributed. Information that needs to be provided in the back-up documents should include any travel receipts, purchase receipts, IRB approval number, the name of participants, the amount of the payment, and the recipient’s signature. If this is a confidential study a unique identifier can be populated in place of the participant’s name.
2. Consult job aid Emburse Enterprise—Replenish a Cash Advance

A reconciliation must be completed any time a cash advance is replenished as described in 8.3.2 Reconciliation of a Cash Advance. Replenishment activities do not alter the original due date of the advance. See 8.3.3 Replenish a Cash Advance .