rapwiki: RequestingCashForParticipantPayments

Requesting cash for participant payments

2 forms must be filled

1. Bursar letter

1. Go to Box Sync --> raplab --> forms --> general --> financial

2. Open the file named "Bursar_letter_EXPERIMENTNAME_20XX-MM-DD.doc"
3. Replace all the highlighted and commented expressions with the appropriate information.
   • The top should contain the current date
   • Change the topic "RE: " to contain the cost object number
   • In the body, add the IRB number and the start date of the IRB. Also replace the ##s with the amount each participant is to receive after participation.
   • If Matt is to pick up the cash himself, leave his NUID in. Otherwise, replace it with the NUID of the person who is going to pick up the cash.
   • Replace the highlighted phrase "howmany" with the number of participants you plan to run and ## with the amount of each bill you need (this will depend on how much you plan to pay each participant)
   • Replace Blernsday, Month DD with the date when you would like to receive the cash - usually one week after the letter is dated

2. Requisition form

1. Go to Box Sync --> raplab --> forms --> general --> financial (same folder as the bursar letter)

2. Open the file named "Requisition_form_EXPERIMENTNAME_20XX-MM-DD.doc"
3. Replace all the highlighted and commented expressions with the appropriate information.
   • Ref# and date ordered should contain the current date
   • Date needed should be dated a week from the request date
   • Under Qty and Unit, replace the ##s with the number and denomination of bills required for the study (e.g. if 20 participants are to be paid $30 each, you should request 20 $20 bills and 20 $10 bills etc)
   • Enter the project title, IRB#s and cost object/WBS numbers where needed

After completing both forms

• Rename forms by replacing EXPERIMENTNAME and XX-MM-DD in the filename with the experiment name and current date

• Save both forms in the forms folder under the appropriate experiment directory (Box Sync --> raplab --> forms)

• Turn both letters in to Jamie Longwell in the Psychology office in Burnett 238. She will then proceed to fax a copy of the form over the bursar's office, and put the original in Matt's mailbox in the Psych office. Remember that whoever goes to pick up the cash needs to bring the form originals along with them when they go.
• In theory, you should request enough cash for 90 days, and bring it back to the bursar's office within 90 days if there is any money left over. This is not a hard-and-fast limit, apparently, but try to stick pretty close to it.