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Research

University Funds for Research Participants

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. Be aware that the Foundation will not pay for gift cards.

Amount of Incentive

The documentation required depends on the value of the incentive.

Reimbursement vs. Advance

  • Reimbursement is the best option when 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 regular/physical cards, this option is available only if the requested incentive is available online in the quantity and denomination required. It can take up to 10 business days to obtain gift cards online.  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.

Type of Incentive

Several different forms of incentives can be used, including

  • Electronic gift card
  • Physical gift card
    • Visa/MasterCard gift cards (note that these have substantial fees, typically $3-5 per card, that must be paid by the researcher's fund source)
  • Redbird Card dollars
  • Amazon’s mTurk (requires a prepaid account funded by the PI and reimbursed if University funded)
  • Cash (used only under special circumstances and in consultation with the Comptroller’s Office)
  • University check (only for payments over $25; vendor registration form must be completed for each participant)  Merchandise (Participant receipt forms are required for merchandise valued at over $25.)

Specific Procedures

Reimbursement for gift cards

  • Complete the Reimbursement Request form (link here)
  • 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.

Request For Advance of Gift 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
    • Link to TruCentive instructions
  • 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

Regular/physical cards

  • Cards will be ordered
  • PI will be notified when the cards arrive and pick up the cards in Hovey Hall
  • PI will receive a reconciliation form and Research Incentive Log by email from the RIC
    • Forms must be completed and returned by the due date set by the RIC
    • If PI still has cards that will be used, another reconciliation form will be sent
  • The RIC will charge the PI’s University account with a journal entry
  • The RIC will notify the department business manager or grant award manager
  • Leftover cards are given to the RIC; the PI is not charged for those cards

NOTE: When a large number of regular/physical cards are requested, the RIC will work with the PI to order them in batches instead of all at once.  The intent is to reduce the amount of leftover cards.