Effective 7/1/24, the University will use the online platform TruCentive to deliver electronic gift cards. TruCentive charges per card delivery fees. The PI’s University account is charged the delivery fees, so please include the fees in your budget. Rates are on the request form.
Procedure for using TruCentive
There are several things to consider when using university funds for research participation incentives. The requirements vary with the amount of the incentive and the source of the funds, as described below.
Amount of Incentive
The documentation required depends on the value of the incentive.
- Researchers must keep a log of gift cards given to participants and store it securely in case of an audit.
- $25 or less. Researcher must keep the Research Incentive Receipt Log (RIRL) and provide a copy to the RIC when regular/physical cards are used. View RIRL for Confidential Studies
- $25.01 to $99.99. Participants must complete a Participant Receipt Form (PRF) copies of which are provided to the RIC
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$100 or more: Participants must complete a Participant Receipt Form (PRF) that includes tax information (typically SSN), copies of which are provided to the RIC
- Submit the PRF’s to ResearchIncentive@IllinoisState.edu using the secure SendTo site: https://sendto.illinoisstate.edu/message/new
Reimbursement vs. Advance
- Reimbursement is the best option when you need regular/physical cards, you need the incentives quickly, or from a local merchant. Note that reimbursements cannot be made until the incentives are distributed, so we recommend that you only purchase the incentives you plan to distribute in a defined period of time (typically 1 month). Before a reimbursement can be processed, you must submit a completed Reimbursement Request Form to the RIC.
- The RIC can advance incentives using University fund sources. For electronic cards, the PI will use TruCentive, an online platform for distributing electronic gift cards. The PI does not have to use personal funds to acquire the incentives.
- PIs who want to avoid the TruCentive delivery fees can purchase the cards and request reimbursement.
Specific Procedures
Reimbursement for gift cards
- Complete the Reimbursement Request form
- Receipts are required. Redact email addresses, names, and anything that can identify the participant.
- Combine reimbursement form and receipts into one PDF and submit by email to the RIC (researchincentive@ilstu.edu)
- Also email a Research Incentive Log or appropriate Participant Receipt Forms (PRF) to the RIC.
- Submit the PRF’s to ResearchIncentive@IllinoisState.edu using the secure SendTo site: https://sendto.illinoisstate.edu/message/new
Request For Advance of Gift cards
- Complete the Card Request Form
- Email to the RIC (researchincentive@ilstu.edu)
- Allow 2 weeks to obtain the cards
Electronic Cards
- The RIC will setup a project on TruCentive
- NOTE: TruCentive charges per card delivery fees that are charged to the PI’s account. Rates are on the request form.
- PI will receive an email notification
- PI will complete the project setup and distribute the incentives
- RIC will use TruCentive to complete the financial transaction (no reconciliation forms are necessary)
- PI’s University account will be charged with a journal entry
- RIC will notify the department business manager or grant award manager