Main Campus Entrance-MKE

MCW Study Payments System Forms 

Once an account has been established, authorized users will be able to submit the forms below. 


Payments Form

Authorized User


Type of Request / Change


Study Payments - User Access Request Form (SC's/Financial Reviewers)


  • Department Manager
  • Department Administrator
  • Financial Reviewer

Add, Remove, or Change the following user/type:

  • Financial Reviewer with PHI (Protocol) - (Oracle Requisition Approver)
  • Participant Check-in + Pay Stipends - (Study Coordinator) 
Study Payments - User Access Request Form (Helpdesk/Central Administration)  
  • Department Manager

This form should be used exclusively to request an account setup for people supporting the OnCore Help desk or Central Administration (Finance team). 

Reactivate Payments Account  
  • Department Manager
  • Department Administrator
  • Financial Reviewer
  • Study Coordinator

  • Reactivate Payments Account 

Request Protocol Setup

  • Financial Reviewer
  • Study Coordinator


  • New Protocol Setup in Study Payments
  • Status Check for New Protocol Setup in Payments
  • Questions on New Protocol Setup in Payments


Existing Protocol Change Request 

  • Financial Reviewer
  • Study Coordinator


  • Add or Remove Study Personnel on an Existing Protocol
  • Change Request to Existing Protocol in Payments
  • Questions on Change to Existing Protocol in Payments
  • Change to Protocol Accrual or Enrollment Status
  • Changes to Stipend Schedule or Reimbursement Guidelines


     Change Accounting on Protocol  
  • Financial Reviewer
  • Study Coordinator
  • Changes to a project account on a protocol 
  • Changes to a GL account string on a protocol 
  • Replace Lost/Stolen/Expired Card

    • Financial Reviewer
    • Study Coordinator


    • Replace Lost, Stolen, or Expired Card
    • Status Check for Card Replacement
    • Questions on Card Replacement


    Request Payments Cards Form

    • Financial Reviewer


    • Order New Payment Cards
    • Status/Questions for Card Order


    Card Guide for Participants (PDF)
    • Study Coordinator
    • Informational Handouts for MCW Research Participant Payments
    Travel Expense Report Template (.XLS)  
    •  Study Coordinator
    • Excel-based Travel Expense report 
    Reimbursement for
    Mileage Request
    •  Study Coordinator
    • Payments Reimbursement for Mileage Request Form 
    For Studies with Waived Informed Consent (PDF) 
    • Study Coordinator
    • For minimal-risk studies with waived informed consent.
    • Upload this signed page in place of the signed informed consent you normally upload.
    DOB Change Request Form  
    • Study Coordinator
    • Notify/Change DOB for Banking Record

    Research Systems Drop-in Sessions

    The Office of Research invites you to join us for Research Systems Monthly Drop-in Sessions on Webex.

    Get the latest news and stay up-to-date! Every second Wednesday of the month from 12-1 p.m., find out what is new in Florence eBinders™, OnCore™, Study Payments™, iLab Solutions, and eBridge.

    Bring your questions! Find out how MCW’s Research Systems can make your work-life easier.

    No RSVP needed – Add your calendar today! 
    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. 

    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

    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


    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


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

    Locked out of Payments? Contact OnCore/Payments Support.  

    Contact Us

    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


    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. 

    Login to Payments

    How do I register a Protocol for Payments?
    Once you have a MCW Participant Payments account, submit the form below to request a protocol setup in the Study Payments System.

    Request a Protocol Setup