Deb,
Your issue is one which many are dealing with. The reason why cash is not
used is to prevent theft. The same would be true for any kind of gift
certificate, card or voucher. The reason the AP solution is used is that,
aside from being more secure, it gives you almost automatic tracking.
One other option is the establishment of a checking account at an external
bank. This would need to be approved by your administration and Finance
department, but it would save A/P lots of work, and you could still track
the expenses. The checks could be written by the study staff and authorized
by a specific person in your division. In this way the patients would get
their funds at the time of the visit, without the usual wait for the check
processed through A/P.
You could deposit a certain amount every month or so into the bank - this
would be a check issued by A/P.
Alex
-----------------------------------------
Alexander Schoen
Director, Office of Sponsored Programs
Winthrop-University Hospital
259 First Street
Mineola, NY 11501
Phone: (516) 663-8997
Fax: (516) 663-9718
xxxxxx@winthrop.org
-----Original Message-----
From: Hansen, Debra [mailto:xxxxxx@MMRF.MFLDCLIN.EDU]
Sent: Wednesday, July 03, 2002 10:49 AM
To: xxxxxx@HRINET.ORG
Subject: [RESADM-L] Reimbursement to Study Participants
Good Morning, All -
We are about to embark on a very large research project, enrolling thousands
of participants, each of whom would be reimbursed $20 for their time and
effort and travel costs relative to participating in our study. The dilemma
we are struggling with is "what is the most efficient way to pay these
participants?".
Considering the total dollar amount and volume of transactions relative to
this activity, using "Cash" would be our absolute last resort. Issuing
thousands of $20 checks would cause a nightmare for our A/P staff and
outstanding check list, based on experience with other small dollar checks
issued to research participants. We have explored using our local Chamber
of Commerce gift certificates, but a couple of our staff do not like the
fact that participants would have to use them to purchase merchandise (i.e.
can not take them to a bank and cash them in). Etc., etc......
Just wondering if any of you have used any other creative means of
reimbursing research participants?
Thanking you in advance for any ideas suggested!! Have a Happy 4th!!
Deb
Debra K. Hansen
Director of Sponsored Programs and Fiscal Affairs
Marshfield Medical Research and Education Foundation,
a Division of Marshfield Clinic
1000 N Oak Avenue - 1R3
Marshfield, WI 54449
715-387-9130
xxxxxx@mfldclin.edu
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