Participant stipends

[robb...@umn.edu]

Hello!  I need some guidance on what to tell my PI.  She has a USDA grant where she is working with Farmer's Markets around the area.  Her grant ended 9/29/19 which was problematic for her because the farmer's market season wasn't quite over yet.  As a result, she has really had to accelerate her research and try to wrap it up quickly.  She tried to get a no cost extension but she was denied.  (thought I would provide a bit of context for you on why we're having some of these issues)

She has been collecting surveys from various vendors and is paying $25 to each vendor who participates in the surveys.  A lot of the surveys were completed during face to face meetings in August and September and she paid the participant their stipend out of pocket.  She is seeking reimbursement for those out of pocket stipends that were paid in August and September.  Is it allowable to approve them and charge to the grant?  My 2nd question: she is also receiving surveys that were mailed to us.  Some of the mailed in surveys are dated for August and September.  If we cut checks now (in November) can her participant payment still be charged to the grant if we pay them for their August/September surveys? 

My inclination is to say yes to the out of pocket reimbursements because she has receipts that she gave to each vendor that has the date of out of pocket payment on it.  But I would think the answer is no on the mailed surveys, even though they are dated within the project period the payment is going out after the end date.  Do you guys agree?

Thanks for your guidance!

[Rachel Veenstra]

Unless I am missing something in policy, paying human subjects out of pocket is not an approved method of payment.  I would be inclined to say no on the reimbursement to the PI for expenses she paid out of pocket. 

As for the November payments for work performed within the grant period, I would check the terms and conditions of the award.  If allowable, I would be sure to document the chain of events very carefully.

[Nicole Pilman]

As Rachel indicates in her response, please check the human subjects policy about the allowability of the out of pocket expenses.  For the mailed surveys, if the award has ended and the results are just coming in now, what value do they have to the award now?  Once you confirm allowability of these sets of data, for those that are deemed allowable, before you charge them to the project, please check in with your SFR accountant to ensure the final invoice and/or financial report haven't been submitted to the sponsor, yet.