For some of Diego’s behavioral experiments, it is more effective if subjects can receive immediate cash for their performance as opposed to waiting weeks to get a check in the mail. Petty cash can only be used for payments under $50 and only for one payment per subject.

Each study keeps its own petty cash in the cash safe. Cathy O’Connell (x2637) can answer any questions you have about the petty cash process

Requesting a Petty Cash set-up

• Pre-Approval from the IRB Office
• Memo from the PI to research director (email both Cathy and Raquel Espinosa) requesting a petty cash set-up that should include the following information:
  • PI Name
  • Study title
  • Protocol #
  • Project period
  • Person responsible for the cash and contact information (address, email & phone number)
  • Petty cash amount
  • Amount to be paid total per subject
  • Amount to be paid per subject visit
• Once the letter is returned, you can fill out a check request for the petty cash

Check Request

• We have usually requested a larger check with enough money to last six months
• Use the Expenses system to fill out the check request, as you would a subject payment
  • Under Single Payment Vendor: Name: “Petty Cash”
  • Under address: put the cash custodian’s (your) name here, then fill out McLean’s address
  • Under Invoice Information: Account 919700, Project: your fund number
  • Under comments put “Handling code ML”, and the contact name and phone number of the cash custodian.
  • Also include how the petty cash will be broken up ex:“$300 to pay 30 subjects $10 each”
  • Attach a scanned copy of the approval letter, and submit.

Cash Handling

• The check will come to Cathy O’Connell about 2 weeks after the request was made. She will call you when it is ready for pickup, but if you don’t hear from her it is worth calling to ask if it is available.
• Once a check is received by the person responsible, it can be cashed at a bank. (?? at petty cash office??)
• The cash should be stored in the petty cash safe. Each study should be keep its cash separated in an envelope or pouch of its own.

• The subject must sign a receipt when they receive cash. You should find preprinted receipt forms in the safe.

Payments and Records

• The receipts should stay in records for a period of 3 years after the close out of the study.
• Update the Subject Payment spreadsheet with the subject’s name, social security number, date, amount dispersed, and the name of the RA who dispensed the money to the subject
• When requesting more money, you must attach a copy of the subject payment record so far, complete with an indication of when the previous petty cash check was received, and the number of subjects who receive money from the previous check.