Human Study Research Expense (Cash Advance)

Steps to Processing a Spend Authorization

• Review FIN421-05: Human Subject Payments and FIN401-03: Prohibited Transactions before submitting the request.
• Spend Authorization will be created for the person who will be handling the disbursement of the payment to participants. Complete SCAI Purchase-Reimbursement Form and forward it to the designated SCAI Business Office contact.
• Once the spend authorization is created, you will receive a cash advance for your study.
• If the study participants are paid with cash disbursements, complete the form for Human Subject-Pay Cash Disbursement

(Student cash advances may be allowed on a case-by-case basis)

Next Steps after Study/Research Completed

Forward the paid receipts/proof of payment with a list of participants to your designated SCAI Business Office contact so an expense report can be created and the Spend Authorization can be closed.

What happens after the Expense Report is Approved?

• If the expense report is greater than the approved spend authorization amount, the worker receives a reimbursement for the difference.
• If the expense report is less than the approved spend authorization amount, the worker needs to repay the difference to ASU Cashiering Services.

Returning Unused Funds

Take the unused funds, cash, or check to ASU Cashiering Services. If a credit card is used to return unused funds, the employee’s department will be charged the credit card processing fees.

Have the following items with you when completing the deposit:

• Remaining funds to be deposited (cash or check).
• Employee’s name and ASU ID.
• The spend authorization number.