Re: Reimbursement to Study Participants David Ross 03 Jul 2002 14:05 EST
Hi Deb, We had a similar type project with approx three thousand participants. A small piece of advice when dealing with gift certificates or gift cheques: These are essentially bearer instruments as they do not designate a payee. Program directors who purchase large quantities of these instruments need to have some institutional oversight placed upon them as they could easily keep some for themselves or give them to friends. Anyone who has physical title (possession) of a bearer instrument can spend them. If you are looking at a program using thousands of dollars worth of gift certificates it could be an audit issue. Make sure to document the chain of possession from the time of purchase to the final disbursement. Have each recipient sign off on a check list when they received the certificate. Include their social security number. This way, you can verify what was purchased against what was disbursed. I hope this helps. David David Ross Manager, Grants & Contracts Office of the Assistant Vice President for Finance Western Michigan University 240W-C Walwood Hall Kalamazoo, Michigan 49008-5456 (616) 387-8242 FAX: (616) 387-8276 E-mail: xxxxxx@wmich.edu >>> xxxxxx@NORTHWESTERN.EDU 07/03/02 02:04PM >>> Hi Deb, American Express has "Gift Cheques" that you may purchase in increments of $20. This will allow you to make one purchase via purchase order at the same time provide a convenience to the participants as they would be able to use them as they would a travelers check. Since they are "reimbursement" a participant can use them for gas, food etc. I hope this helps. Dan Also, you would issue one purchase order to purchase the chequest At 09:49 AM 7/3/2002 -0500, Hansen, Debra wrote: >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 > > >====================================================================== > Instructions on how to use the RESADM-L Mailing List, including > subscription information and a web-searchable archive, are available > via our web site at http://www.hrinet.org (click on "Listserv Lists") >====================================================================== Daniel S. Rademacher Grants & Contracts Administrator The Robert H. Lurie Comprehensive Cancer Center Northwestern University 645 North Michigan Avenue Suite 1058 Phone (312) 503-2689 Fax: (312) 503-2735 xxxxxx@northwestern.edu www.cancer.northwestern.edu ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================