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

Payments Support

Depending on your need and level of support required, the Payments Help Desk 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
    • Locked out of Payments? 

    CONTACT MCW FINANCE DEPT 

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

      CONTACT MCW ACCOUNTS PAYABLE

      		 For questions on 
      • Forte Payments Software Application
      • New Protocol Setup in Forte Payments
      • Participant Check-in / Forte Payments
      • Forte Payments Training
        for Coordinators
      • Forte Payments Training
        for Financial Reviewers 

      CONTACT PAYMENTS / ONCORE SUPPORT 


      all
      How do I get started with Forte Payments?
      Getting Started with Forte Payments is as easy as 1, 2, 3… just download the Payments Quick Start Guide. 

      Download Guide

      Do we need to collect SSNs when using MCW Participant Payments cards?
      Effective July 9th 2019, 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 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 Participant Payments Cards
      The Forte 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 Forte Payment 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 Forte Payments?
      Payments is a web-based application, so wherever you have internet access, you have access to Forte Payments. 

      Login to Payments

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

      Request a Protocol Setup

      Payments Forms

      Once your department has a Forte Payments Account established, Authorized Users will be able to submit the forms below.

      Locked out of Payments? Contact finappsupport@mcw.edu

      Payments Form

      Authorized User

       

      Type of Request / Change

       

      Create New User/
      Change Existing User
      • Department Manager
      • Department Administrator
      • Financial Reviewer

       

      • Reactivate Payments Account
      • Add or remove user from Payments.
      • Change User Roles in Payments
      • Create New Payments Accounts
      • Status Check on Account Change or Creation

       

      Request Protocol Setup
      • Financial Reviewer
      • Coordinator

       

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

       

      Change Existing Protocol
      • Financial Reviewer
      • Coordinator

       

      • Add or Remove Coordinators on a existing protocol
      • Add or Remove Financial reviewers on a protocol
      • Change Request to Existing Protocol in Forte Payments
      • Status Check for Change to Existing Protocol in Forte Payments
      • Questions on Change to Existing Protocol in Forte Payments

       

      Replace Payments Card
      • Financial Reviewer
      • Coordinator

       

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

       

      RequestPayments Cards
      • Financial Reviewer
      • Coordinator

       

      • Order New Payment Cards
      • Status Check for Card Order
      • Questions on Card Order

       
      Card Guide for Participants

       

      • Coordinator

       

      • Informational Handouts for MCW Research Participant Payments

       

       


       

      all
      How do I get started with Forte Payments?
      Getting Started with Forte Payments is as easy as 1, 2, 3… just download the Payments Quick Start Guide. 

      Download Guide

      Do we need to collect SSNs when using MCW Participant Payments cards?
      Effective July 9th 2019, 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 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 Participant Payments Cards
      The Forte 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 Forte Payment 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 Forte Payments?
      Payments is a web-based application, so wherever you have internet access, you have access to Forte Payments. 

      Login to Payments

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

      Request a Protocol Setup