MCW's Study Payments Features

MCW's Study Payments System is a better way to efficiently manage stipends and travel reimbursements across clinical trials with our automated payment systems, now integrated with OnCore.

Featuring

A safer, more secure method of payment for clinical research participants.
An easy-to-use reloadable debit card that can be dispensed to a participant at the time of their study visit.
Funds are immediately available once a payment is loaded.
MCW Compensation Cards can be used at ATM's and anywhere Visa cards are accepted.
Ensures consistency and streamlines the travel reimbursement process.
Maximums for hotel, parking and mileage can be set ahead of time.
Ability to upload receipts and send reimbursement requests for department review.

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How do I get started with Study Payments?

Getting Started with Payments is as easy as 1, 2, 3… just download the Quick Start Guide.

Important: To avoid delays please make sure the IRB Protocol Number (the PRO) is listed under the funding source in Oracle before submitting your request.

Download Guide

What data points are required for Payments?

Subject’s Legal First Name
Subject’s Legal Last Name
Street Address including Apartment Number if applicable
City, State, Zip code
Date of Birth
Gender

*SSN if stipend payments will reach over $201 in a calendar year

*Email if subject would like to register their card to use as a Debit card

How do I register a Protocol for Payments?

Submit the form below to request a protocol setup in the Study Payments System.

Request a Protocol Setup

Do we need to collect SSNs when using MCW Participant Payments cards?

Use of the Card will not require the collection of a participant's social security number until their annual cumulative study payments reach $200.

An example:
(assuming payments are in the same calendar year)
• Trial 1, visit one – payment $60 – SSN is not required
• Trial 1, visit two – payment $60 – SSN is not required (cumulative total is under the $200 annual threshold)
• Trial 2, visit one – payment $100 – SSN is required (cumulative total has exceeded the $200 annual threshold)

At the time a participant is enrolled in a study, if it is anticipated that the participant will receive compensation of at least $200 in a single calendar year, it is recommended but not required that the participant's SSN be collected at the time of enrollment.

If you have additional questions or comments please contact Financial Applications Support.

READ MCW POLICY

Are store-bought (VISA/MC) gift cards the same as a MCW Participant Payments Cards?

No. Store-bought VISA gift cards are not the same as MCW Study Participant Payments Cards.

Gift Card Payments of $60.00 or Less - Individual gift card or cash payments to research study participants for amounts of $60 or less are considered by MCW to be de minimis in nature and do not require a social security number to be collected from participants. The research study participant’s proper legal name, signature, date and amount received are required to be collected and stored by the research study site and submitted to Accounts Payable. This de minimis amount is not applicable to check payments.

Gift Card Payments greater than $60.00 – Individual gift card or cash payments to research study participants greater than $60 require the collection of the participant’s proper legal name, home address, social security number and amount received. This information must be stored securely (e.g. in locked drawer if paper format, or an encrypted file if in electronic format; the key for which is kept by a limited number of people who have a need to know) at the research study site, and also submitted via secure means (e.g. encrypted file) to Accounts Payable.

All Payments using the MCW Study Participant Payments Cards
The Payment Card payments are subject to 1099 reporting. The research study participant’s proper legal name, home address, and social security number are required to be collected, entered and stored in the Study Payments application.

If you have additional questions or comments please contact Financial Applications Support.

READ MCW POLICY

I am locked out of Payments, what should I do?

Locked out of Payments? Contact OnCore/Payments Support.

What is the MCW policy on research participant reimbursements?

Please refer to the “Research Study Participants” section of MCW Corporate Policy BF.PA.010

If you have additional questions or comments please contact Financial Applications Support.

READ MCW POLICY

Where can I find MCW Participant Payments Software?

Payments is a web-based application, so wherever you have internet access, you have access to Study Payments.