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How to get reimbursed

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Payments under $100

Cash advance

  1. Complete a Direct Payment Form (PDF, login required). Download instructions for Direct Payment Form (PDF). Obtain necessary signatures, including Special Funds Accounting if on a trust or grant fund, and submit to Accounts Payable for processing. 
  2. Funds are direct-deposited to the employee's bank account.
  3. Use a Stipend Log to record payments to human subjects.
  4. Within 24 hours of completion, redeposit any unused cash at the Cashier's Window in Student Accounts to the fund/account listed on the Procurement. Be sure to identify the funding source as the description on the redeposit. 
  5. Send the completed Stipend Log to Accounts Payable, referencing "Settlement of Cash Advance for 'Employee X'." 

Reimbursement

  1. Pay human subjects out of pocket. You must have prior approval of funds available for this method.
  2. Use Stipend Log to record payments to subjects. 
  3. Complete a Direct Payment Form (PDF, login required). Download instructions for Direct Payment Form (PDF).
  4. Attach Stipend Log, obtain necessary signatures, including Special Funds Accounting if on a trust or grant fund, and submit to Accounts Payable for processing. 

Stipend log

Stipend Logs should be used each time a human subject is paid to comply with audit standards. Names and addresses, at minimum, should be collected as evidence of reimbursement.

Here are two examples of stipend logs:

  1. Stipend Log #1 (portrait, DOC 35K) is a running list designed to allow subjects to complete a row while all other completed rows are covered to prevent visibility to other subjects. 
  2. Stipend Log #2 (4 slips to a page, DOC 30K) is designed to be distributed to subjects in individual strips for them to complete and return to the PI. 

Payments of $100 or more

Collecting banner IDs/social security numbers

  • For any payment of $100 or more, you must collect a Banner ID number or Social Security number. Whenever possible, Banner ID is the preferred identification. 
  • If the human subject does not have a Banner ID, you should send a W-9 form to the subject to complete and return. Mail the completed form to the Controller's Office.
  • You must take steps to protect this data. These records should be kept in a secure and locked location.
  • The data should be properly disposed of after it is no longer needed. For more information, refer to the ASU Identity Theft Prevention Plan.
  • The informed consent process should provide the prospective subject with information about the need to provide the University with his/her name, Social Security number/Banner ID number, and address. 
  • Susbjects who do not wish to have their confidential information shared with the University could have the option to waive receipt of any payment if they still wish to enroll in the study. 
  • If waiving receipt of payment violates the subject inclusion criteria for the study, the investigator may state that subjects who choose not to provide their name, Social Security number or Banner ID number, and address to the University may not enroll in the study. 

Stipend logs

Stipend Logs should be used each time a human subject is paid to comply with audit standards. Names and addresses, at minimum, should be collected as evidence of reimbursement.

Here are two examples of stipend logs:

  1. Stipend Log #1 (portrait, DOC 35K) is a running list designed to allow subjects to complete a row while all other completed rows are covered to prevent visibility to other subjects. 
  2. Stipend Log #2 (4 slips to a page, DOC 30K) is designed to be distributed to subjects in individual strips for them to complete and return to the PI.