Study Subject Payments Updates

Updates for Study Subject Payments

Available July 11, 2023:

• New process and forms to request Cash Advances and P-Cards on sponsored projects
• New process and form to request Tango cards
• New single form for OSP reconciliations of cash advances, P-cards, and Tango requests.
• New OSP Study Subject Payments webpage
• New Finance Tango Card Program webpage

OVCR Gift Cards for Study Subjects:

The temporary OVCR Gift Cards for Study Subject Incentives program has been extended until July 31, 2023. Please use the updated OVCR Request Form for all requests going forward.

New OSP Processes for All Types of Advance Requests

Form Submission:

• Departments complete and send the applicable signed forms to OSP via email to SponsoredPrograms@unc.edu.
• The request is reviewed for completeness and allowability by the assigned Sponsored Projects Specialist (SPS).
• If approved, the SPS will return the form to the submitter, within 3 days of receipt.

Cash Advances and Tango Card Requests:

• For Cash Advances (account 559510) and Tango (account 559550), the department submits a campus voucher (within 10 business days of SPS approval) and attaches the applicable OSP approved request form to the voucher.
• Assigned OSP Pre-Audit Technician reviews the Cash Advance or Tango request. If the voucher request is complete, the transaction will be approved and move forward to Finance for processing.
• Voucher payments on cash advances are sent directly to the recipient requesting the advance and on Tango requests, the requested project will be funded in the Tango system.

P-Card Requests:

• Once the OSP approved form has been received, departments should work with their Infoporte Access Request Coordinator (ARC) to submit the request via InfoPorte.
• For new card requests, remember to complete all applicable training and request proxies. Cards will be issued by the Finance Travel and Card Office.

Reconciliation Timeframes

Cash Advances:

• Domestic: all advances for domestic use must be reconciled within 60 days of issuance of the advance unless required sooner for reporting purposes.
• Foreign: all advances for foreign use must be reconciled within 90 days of issuance of the advance unless required sooner for reporting purposes.

Tango:

• All payments distributed to study subjects within a calendar month must be reconciled by the 15th of the following month in ConnectCarolina to the appropriate study subject expense account code.

P-Cards:

• Works reconciliation: all purchases posting to Bank of America Works on or before the 15th of the month must be reconciled to the project by the 20th of that month (using account 559540). Failure to do so will post the expenses to the department’s suspense chartfield.
• Project reconciliation: once the reconciled expense from Works has been posted to ConnectCarolina, the project reconciliation of the expense must be reconciled by the 15th of the next month in ConnectCarolina to the appropriate study subject expense account code.

Resources

General

• OSP Study Subject Payments website
• OSP Advance Reconciliation Form
• OSP Forms & Tools
• OSP Operating Standards & Procedures

Cash Advances

• Cash Advance Request Form
• OSP Operating Standard & Procedure 500.14 – Cash Advances
• Finance Cash Advance website

P-Card

• Purchasing Card Request Form
• OSP Operating Standard & Procedure 500.23 – Purchasing Cards (Coming Soon!)​​
• Finance Purchasing Card website

Tango Card

• Tango Request Form
• OSP Operating Standard & Procedure 500.17 – Tango – PrePaid Card
• Finance Tango Card Program website

As a reminder, all OSP forms are smart forms that cannot be viewed or edited in a web-browser. Please download the form to your computer’s desktop or download folder and open the document locally using Adobe Acrobat or Reader.