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Research Systems

Study Participant Payment Card System

The MCW Study Participant Payments System allows research coordinators and other support staff to log in and authorize a payment directly to a MCW Participant Payments System Compensation Card.

A safer, more secure method of payment for clinical research. The Study Payments Systems allows study coordinators to authorize payments directly to an MCW Study Participant Compensation Card, reducing the time and effort of processing traditional paper checks.

About Study Payments

Sponsored by the Office of Research and key clinical research stakeholders, the MCW Study Payment System allows study coordinators authorize direct payments to MCW-branded Participant Compensation Cards, reducing the time and effort of processing paper checks. Additionally, the system is free to use and studies already entered in OnCore can easily feed study information and participant details into the Study Payment System.

Benefits: 

  • 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.
  • Research participants may receive payments up to $200 per calendar year without providing a Social Security Number (SSN); however, once total payments exceed $200, an SSN will be required for tax reporting purposes.

To Prevent Fraudulent Activity

This card should be treated like any other credit card and we strongly recommend that participants follow these steps:

  1. Register the card and create a PIN
  2. Participants are encouraged to use their card as soon as possible and avoid carrying a balance
  3. Monitor all transactions through the Automated Phone Systems or using the online pay portal
  4. If any unauthorized transactions are discovered: report them immediately to the number on the back of the card within the designated timeframe as stated in the Cardholders Agreement (typically 60 days from transaction date but recommended within 10 days). This will give the bank sufficient time to file the case on their behalf and attempt to recover the funds. Only the bank can reimburse for fraudulent activity.

Please NOTE: MCW and Advarra are NOT responsible for replacing funds lost due to fraudulent activity or inactivity.

Quick Links

Payments Help 

Submit a Service Request
Note: Payments is dually serviced by the OnCore Help Desk

Report a Lock-Out
Email the Support team to get assistance on a Lock-Out.

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

Get Started with Payments

Quick Start Guide (PDF)
Get information on the roles in the Study Payments System.

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