Reconciliation Process for Payments or Gift Cards given to individuals in Confidential Studies
1. The reconciliation and information gathering requirements for confidential/sensitive
studies will be the same as non-confidential or sensitive studies.
2. Names collected will be converted to a 5 digit code of the researchers choosing – IE
12345, ABCDE, AB123, etc.
3. Reconciliation with coded names will be sent to Financial Services for reconciliation and
documentation purposes. (see example)
4. Reference list of codes, names and any contact information must be kept by the
researcher in a secure location for a time period of 7 years. If the researcher leaves the
University of Manitoba, the list must be given to the one-over-one.
5. The one-over-one signing authority must sign off that they have seen the list and verify
its existence on the reconciliation form.
6. The reference list of codes, names and any contact information must be provided to
Financial Services, Internal or External Auditors upon request.
Example: