PROCEDURES FOR SAFEGUARDING AND ACCOUNTING FOR CASH AND GIFT CARDS IN RESEARCH STUDIES

1. Cash or gift cards for research studies must be assigned to a custodian, e.g. a member of the research study staff, responsible for safeguarding the cash or gift cards.

2. Cash or gift cards for research studies must be maintained under lock and key by the custodian of the funds.

3. An inventory of cards should not be kept in the department long term. The responsible research study staff should only purchase the number of cards that will be used in the current phase of the study.

4. Access to the cash or gift cards for research studies must be controlled by the custodian of the funds.

5. The balance of cash or gift cards on hand plus participant receipts must equal the cash and gift cards authorized and obtained. If a shortage of cash or gift cards on hand is determined, the shortage must be reported to the University’s Office of Business and Finance immediately to be reported in accordance with Policy 610 Reporting and Resolution of Institutional Losses.

6. Cash or gift cards must be used for research participant payment only and may not be used for departmental or other research expenses.

7. Cash and gift cards for research participants are subject to audit at any time by the University, State Audit, or funding agency.

8. The method of tracking gift cards should be to record the following information using the MTSU Gift Card Recipient Log or tracking equivalent information via approved electronic means, substantiating gift card payment distribution:

• Recipient name or, in the case of anonymous or confidential human subject participants, the participant ID number;

• Date of distribution;

• Signature of the PI or Department Head (other than the Custodian) authorizing disbursement to recipients;

• Purpose of payment;

• Gift card serial number;

• Amount of gift card;

• Signature or initials of study participant or recipient, if available. Electronic confirmation of payment distribution, which can be independently corroborated, is acceptable.