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Business and Financial Policies and Procedures

8.4.3 Replenish a Program Advance to Pay Human Subjects

Policy Statement

Before you begin the procedure, it is the custodian’s and business manager’s responsibility to become familiar with additional policies related to this topic. Custodian should account for funds used, and may request funds for additional payments under the same program while the program is still active. This required reconciliation event must occur every 90 days.

Reason for the Policy

Replenishing a human subject advance every 30 days ensures that expenses are being promptly recorded in Banner and allows the custodian to fund the study on an ongoing basis.

Procedure

To replenish a human subjects advance:

  1. Gather receipts or other documentation for the money already given to human subjects. Information that needs to be provided in the back-up documents should include the IRB approval number, the name of participants, the amount of the payment, and the recipient’s signature. If this is a confidential study a unique identifier can be populated in place of the participant’s name.
  2. Log in to TEM. In the Create New area, select the Expense Report icon. Consult the job aid System Navigation if you need help identifying the icon.
  3. In the Document Header screen, begin your Report Title with "ADVR" so University Payables (UPAY) can expedite processing. Select "Employee Misc. Expense Reimbursement" from the drop-down list in the Purpose field.
If due to a specific business need the advance should be issued via check, select which University Student Financial Services and Cashier Operations (USFSCO) office you want to pick up the check from the drop-down list in the Special Handling field of the Document Header screen. The specific business need must be documented in the expense report notes. If specific denominations are needed, please specify that in the expense report notes as well. Please note: Payments issued via check may require an additional 3 business days to process.
  1. Proceed through the screens. For step-by-step instructions, including how to indicate direct deposit or cash, consult the job aid Replenish a Program Advance.
  2. UPAY reviews the request and processes for payment.

Related Policies and Procedures

8.4.1 Open a Program Advance to Pay Human Subjects in Cash or Cash Equivalents
8.4.2 Reconciliation of a Program Advance
8.4.4 Close a Program Advance to Pay Human Subjects
8.4.5 Partial Close of a Program Advance to Pay Human Subjects

Additional Resources

TEM Resource Page
Job aid for System Navigation
Job aid for Open and Close a Program Advance
Job aid for Create an Expense Report (ER)
Job aid for Replenish a Program Advance
University Payables Training Materials
USFSCO office locations and hours:
    Urbana-Champaign
    Chicago
    Springfield

Last Updated: February 25, 2019 | Approved: Senior Associate Vice President for Business and Finance | Effective: November 15, 2017

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