MCW Study Payments Support

Getting Started with Payments is as easy as 1, 2, 3… just download the Quick Start Guide. 

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

Download Guide

• 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

Submit the form below to request a protocol setup in the Study Payments System.

Request a Protocol Setup

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 Financial Applications Support.  

READ MCW POLICY

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 Financial Applications Support.  

READ MCW POLICY

Locked out of Payments? Contact OnCore/Payments Support.  

Contact Us

Payments is a web-based application, so wherever you have internet access, you have access to Study Payments. 

Login to Payments