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).
Password Reset Link	Department Manager Department Administrator Financial Reviewer Study Coordinator	Reset Password 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 Card	Financial Reviewer Study Coordinator	Replace Lost or Stolen 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 (PDF)	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

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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.

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 finappsupport@mcw.edu

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 finappsupport@mcw.edu

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 finappsupport@mcw.edu

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.

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

Research Systems

Study Payments System Forms