Closing or Extending a Study

Directive Statement

The Custodian for a Research Participant Payment Study Fund must return unused cash/gift cards/prepaid cards to Cost Analysis and request close out of the study within 60 days of the study protocol expiration date.  Department administrators may request up to a 30-day extension period with appropriate justification.

Reason for Directive

The RPP system provides a secure database to house payment and participant information and improved compliance by the University of Florida for required reporting.  The University of Florida reports tax information to the IRS and other information to granting agencies.  Timely reconciliation and return of unused gift cards, debit cards, and cash reduces the risk of overcharging grants as well as the risk that funds could be misappropriated and not detected timely.

Who must comply?

All University departments.

Procedures

To close a study the study administrators should:

1. Complete the research participant visit phase of study
2. Record payments to study participants
3. Reconcile the RPP Study Fund Request by comparing payment types on hand to UF financial records and RPP
4. Resolve any differences
5. Provide the study reconciliation and list of payment types that need to be returned for credit to Cost Analysis
6. Arrange for a time to return unused payment types to Cost Analysis

Cost Analysis verifies balances of payment type and prepares credit to original funding source.

To request extension beyond the expiration date of the IRB protocol, study administrators may contract Cost Analysis in writing for up to a 30-day extension to complete recording study participant payment transactions and reconciliation activities.

Last Reviewed

04/30/2022: reviewed content

Resources

Institutional Review Boards (IRB)

Division of Sponsored Programs (DSP)

Contracts & Grants (C&G)

Training

PRV800 – HIPAA General Awareness

PRV804 – Protecting Social Security Numbers

RSH320 – Human Subject Payment

Contacts

Cost Analysis: (352) 392-5778

hsp@admin.ufl.edu

Disbursements: (352) 392-1241

Contracts & Grants: (352) 392-1235

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