Card denominations must be $10 or greater. To minimize the risk of potential loss to UAB, the amount of the fund should be limited to the absolute minimum necessary to carry on the work and keeping in mind that incentive cards should be replenished at least once every two weeks.
The department must maintain records or a participant incentive debit card log that substantiates the amount or value, date, place, and business purpose of each distribution. The business purpose will generally be the specific grant/study in which the individual is participating. Such records should include the name, address, and the federal tax identification number (SSN or ITIN) of the research subject receiving the card. All records must be maintained for a period of five years from the date of submission of the final expenditure report, or for awards that are renewed quarterly or annually, from the date of the submissions of the quarterly or annual financial reports as authorized by the awarding agency. The department must designate an accountable person that is responsible for the incentives. The incentives must be maintained and safeguarded by the department and the accountable person in a manner that protects against inappropriate and unauthorized use or distribution. Any loss of cards should be reported immediately. The department must establish and maintain reconciliation procedures so that at any given time, the department's distribution records reconcile exactly to the cards on hand. The issued cards may not be used on any grant/account number other than the one stated on the initial request.
The department must return any undistributed cards at the end of the project to the appropriate accounting department. The cards should be returned along with an updated Visa Participant Incentive Debit Card User Application form marked ‘Terminate' and the final participant incentive debit card log.