Guidelines

Memorandum of Understanding (MOU) Approval

A completed and signed MOU is required for all studies where cash will be used as an incentive or compensation for individuals participating in research. In order for a PI to obtain funds to pay subjects, the department must include the following documentation with the MOU:

  1. IRB protocol approval;
  2. IRB consent forms;
  3. if sponsored research,
    1. a PDF or link to KR document(s) showing the period of performance of the award; and
    2. a copy of the grant/contract pages outlining the research participant support needs. This can be the budget and justification from the awarded proposal or pages from the statement of work which include information regarding the study.

The completed MOU and department checklist, including signatures of the fund custodian and PI, should be sent by the department’s Director of Administrative Services via email to bsos-cash [at] umd [dot] edu well in advance of cash needs. All items listed above must be included with the completed and signed MOU in order for the Dean’s Office to proceed. Packages missing required documentation will be returned to the department without review. Please send documents as individual attachments to one email, rather than one consolidated PDF as not all documents will be sent to the Controller’s Office. (Only the signed MOU and pages from the proposal outlining human subjects’ research will be sent to the Controller’s Office. The rest of the documentation will be kept on file in the Dean’s Office.)

Cash Draw Requests

In order to request cash for research study participants, the research participant cash draw request (in Excel format) and Cash Control Procedures and Departmental Certifications form must be sent via email to bsos-cash [at] umd [dot] edu at least five business days in advance of cash needs. A PDF of the account status showing the period of performance and balance of the related KFS account must be attached to the draw request for all sponsored accounts. 

Cash draws should be limited to the amount that can realistically be used in a 60-day period.

Delegates from the BSOS Dean’s Office will retrieve cash from the Office of Student Financial Services and Cashiering (formerly Bursar’s Office) twice a week. Money not collected by the department by the week’s end will be returned to the Cashiering Office. The Dean’s Office will be open for cash pickups by appointment. When PIs and Fund Custodians are notified their cash is ready to be picked up, they will also be notified when it will be returned to the Cashiering Office if not picked up. If cash is returned to the Bursar’s Office, the department must begin the cash draw request process again.

Accounting and Reconciliation

Approximately 60 days after a department receives cash, the PI or Fund Custodian will meet with a member of the BSOS Dean’s Office to reconcile participant receipts and remaining cash on hand. Unused cash should be returned to the Cashiering Office.

If a cash draw is necessary before the 60-day review, the reconciliation and accounting process can be completed early. The accounting and reconciliation process must occur before any additional cash can be drawn on an MOU.

Documents:

Department Checklist

Memorandum of Understanding

Department Certifications

Draw Form

Reconciliation Form

FAQs

 
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