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GIFT CARDS FOR RESEARCH PARTICIPANT PAYMENTS ROBERTA MCMANUS 1
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Gift Cards for Research Participant Payments Research Participants ◦ Students or Non Students ◦ Incentives to individuals Subjects Trainees Collaborator ◦ Approved Human Subjects Protocol PI responsible for ensuring participant experience and payment comply Payment Methods ◦ Research Participant Form Research Participant Form Controller’s Website Forms – Payables & Disbursement Services section Vendor Direct Deposit form completed by recipient highly recommended ◦ Gift Cards Acceptable method of paying research participants Utilize Revolving Fund Advance procedures Gift Cards for Research Participant Payments2
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Revolving Fund Advance Process ◦ Prepare Request for a Revolving Fund Advance Form (Controller Form FA252)Request for a Revolving Fund Advance Form (Controller Form FA252) Custodian/Individual Responsible accountable for gift cards Advance expire date = 2 wks before project end date Advance issued to IR or Vendor supplying cards ◦ Obtain approval “Red – Stamp” by SRAS Coordinator PI/SP Project Manager approval Human subjects protocol adherence responsibility of PI ◦ Submit to Revolving Fund Specialist Controller’s Office, Payables & Disbursements Services Gift Cards for Research Participant Payments3
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Gift Card Control ◦ Department responsible for safeguarding gift cards Limit access to cards Secure in safe or otherwise locked Maintain log of distribution/Gift Cards remaining Obtain signatures/return receipts when practical Adhere to Human Subject Protocol regarding research participant anonymity Any payments with gift cards $600 or greater is tax reportable. Maintain a list of eligible recipients to provide to Payables and Disbursements services for a 1099 Miscellaneous ◦ Revolving Fund Specialist review Compare inventory to actual count of Gift Cards Review internal procedures 4 Gift Cards for Research Participant Payments
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Reimbursement/Replenishment of Advance ◦ Prepare Payment Request Form ◦ Prepare summary sheet ◦ Receipts/ log of signatures Amount/ gift card number Note if do not want scanned to Hummingbird ◦ Obtain approval “Red Stamp” by SRAS Coordinator PI/SP Project Manager approval Human subjects protocol adherence responsibility of PI ◦ Submit to Revolving Fund Specialist Controller’s Office, Payables & Disbursements Services 5 Gift Cards for Research Participant Payments
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Contacts Roberta McManus – SRAS ◦ rmcmanus@admin.fsu.edu rmcmanus@admin.fsu.edu ◦ 645-2485 Dawn Snyder – Controller’s Office, Disbursement Services ◦ dmsnyder@fsu.edu dmsnyder@fsu.edu ◦ 644-1851 Janelle Gilbert – Controller’s Office, Revolving Fund Account Specialist ◦ jjgilbert@admin.fsu.edu jjgilbert@admin.fsu.edu ◦ 644-9037 6Gift Cards for Research Participant Payments
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