Medical College of Wisconsin
Medical College of Wisconsin Medical College of Wisconsin
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Research Systems

Study Payments Support

The Study Payments System has several departments and support specialists available.

 
For questions on 
    • Login Issues
    • User Access Issues
    • User Role Changes
    • New Account Setup
    • Changes to Account
    • Password Reset

    CONTACT MCW FINANCE DEPT 

    		 For questions on 
      • Budgets
      • Card Replacement / Status
      • Financial Questions
      • Reimbursement
      • Receipts
      • Oracle Project Accounts

      CONTACT MCW ACCOUNTS PAYABLE

      		 For questions on 
      • Software
      • Protocol Setup
      • Participant Check-in 
      • Training for Study Coordinators
      • Training for Financial Reviewers
      • Training for New Departments

      CONTACT PAYMENTS / ONCORE SUPPORT 


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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

      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.  

      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 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. 

      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