Cash and related documents that are misplaced, misdirected, stolen, or destroyed (intentionally or unintentionally) are very hard to replace. People handling cash are also very hard to replace. Please be careful when handling cash and related documentation!

What follows are reminders of the procedure and policy for use of cash incentives.

Distributions

• Appointments for cash distributions may be set via e-mail request to incentives@uoregon.edu.
• If specific denominations are needed for your disbursement, please specify these in your email.
• Unless otherwise arranged, distributions should typically be reconciled within 30 days of the distribution.

Security

• Distributed cash AND any associated documentation is the responsibility of the individual who signs for the distribution.
• Cash and documentation should be stored in a locked drawer or cabinet within a locked office or lab space.
• Cash and documentation should be transported in a container (i.e. an envelope or bag) within a container (i.e. a backpack or satchel).

Documentation

• Incentive Payment Records must be filled out properly, legibly, and in ink.
• Corrections are NOT allowed in the amount column. If a mistake is made in this field, void the entire row or section by drawing a single line through the row or section. Please do NOT “scribble” over the entire row or section. If a row is voided after a subject has signed, please use the row immediately following to add an explanatory note.
• If the subject is a minor, document the subject’s name AND the parent/guardian’s name, having the parent/guardian sign the form.

→ Cash_Record(tall) (default form and highly recommended for use with minor subjects or when greater detail is required)
→ Cash_Record(wide) (may be used when study activity is consistent and subjects are not minors)
→ Cash_Record(half) (may be used only when required for “in-home” studies)

Reconciliations

• Unless otherwise arranged, distributions should typically be returned and reconciled within 30 days of the distribution.
• Set appointments for return of any unused cash and reconciliation of distribution via e-mail request to incentives@uoregon.edu.
• Reconciliation requires the return of appropriate and complete documentation of payments and any remaining cash.

Restrictions

• The distributed cash is to be used ONLY for testing group incentives paid to subjects participating anonymously in approved research studies.
• The maximum paid to an individual on a single day cannot exceed $100.
• Outstanding distributions must be reconciled before additional distributions may be authorized for the same funding source.