Research Subject Compensation

Cash Handling Policy Statement

The establishment of strong internal controls for disbursement of cash and its equivalent is necessary to prevent mishandling of funds and to safeguard against loss.  Strong internal controls are also designed to protect employees from inappropriate charges of mishandling funds by defining his/her responsibilities in the cash handling process.  Included in the definition of cash and cash equivalents are the following: currency, coins, money orders, personal checks, gift certificates, gift cards, phone cards, parking passes, etc.

Research Subject Compensation Policy & Procedures

Overview
The University of Iowa balances a responsibility to maintain various levels of confidentiality for information about human research subjects with the record keeping requirements of the State of Iowa, grantor agencies and the Internal Revenue Service.

Payments to subjects in research studies will be recorded as a form of compensation.  Payment may be any type of remuneration including, but not limited to: checks, cash, gift cards, or any other items of value.

See the Research Subject Compensation Policy & Procedures for requirements regarding confidentiality and record keeping requirements of the State of Iowa, grantor agencies and the Internal Revenue Service.

Submission Procedures

To meet the requirement for submission and approval by Accounting and Financial Reporting of your Research Subject Compensation, you must email your saved procedures to the Cash Handling email address (cash-handling@uiowa.edu) with a subject line of: Org - Dept - Subdept - Faculty Advisor last name (if applicable) or Principal Investigator last name (if not a student).  A Research Subject Compensation Template is available on this website to use in documenting your procedures.

Faculty Advisor; if not applicable, then Principal Investigator

  • Must complete cash handling certification process.
  • Must present cash handling training information to principal investigator, obtainer, disburser, and reconciler.
  • If the Principal Investigator is not a student, note "N/A" for the Faculty Advisor and use the Principal Investigator's last name for the email subject line.

Obtainer

  • Purchases cash equivalents or receives cash advance.
  • Provides proof/receipt of purchase to the Reconciler.
  • Has access to cash equivalents.
  • Cash equivalents are to be kept in a secure environment (safe or locking cash box/bag in a locked drawer).

Disburser

  • Hands out the cash equivalents to the research participants.
  • Must maintain a journal/log of recipients that will be provided to the Reconciler.
  • Has access to cash equivalents.
  • Cash equivalents are to be kept in a secure environment (safe or locking cash box/bag in a locked drawer).

Reconciler

  • Verifies amount of cash equivalents purchased is reflected on the accounting statements (SA3 or TDS) as part of the monthly review.
  • Reconciler must have knowledge that research participants on the journal/log are valid.
  • Must not have access to cash equivalents.

Multiple Projects and Common Staff

For multiple projects supported by common staff, provide a list of projects using this project list template.

  • Intended for those cases where the Cash Handling Obtainer, Disburser and Reconciler are the same people as listed on the original procedure.
  • The Faculty Advisor (if applicable) and the Principal Investigator does not need to be completed on this form if they are the same as listed on the original procedure.
  • The form only allows for four projects, if more are needed, please attach as many of the forms as needed to your submission.

Cash Handling is a function of the Accounting and Financial Reporting Office.  For questions or additional information, contact cash-handling@uiowa.edu.