BSPH approved participant remuneration options (Updated: 5/25/2023)
Payment Options <$200 per individual in a given year:Payments to participants in research studies may be paid without paid without collection of SSNs/ITINs for some of the options below if they do not exceed $200 per individual per year except for ClinCard that always requires SSN or payment . The exception is ClinCard, which requires an SSN regardless of payment amount or the payment amount is subject to 30% withholdingsIRS tax withholding. | Payment Options >$200 per individual in a given year:Payments to participants in research studies that exceed $200 in a calendar year must manually collect SSNs/ITINs for for the options below and report annually all payments made to each individual. ClinCard always ClinCard requires an SSN or the payment amount is subject to 30% withholdings but reporting requirements are all automatedIRS tax withholding. Reporting requirements in ClinCard are automated to reduce the burden on the study team. | ||
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Greenphire ClinCard: The ClinCard is a reloadable debit card managed by a company called Greenphire. The card can be provided as a physical card or a virtual card. When a visit is completed, funds will be approved and loaded onto your card, usually within two days. You may use this card at any store that accepts credit cards or you can use a bank machine to remove cash (there may be fees drawn against the balance of the card for cash withdrawals). Training: https://lms14.learnshare.com/images/brand/89/JHU-LS/FF/FF-3970341-091222.pdf | Greenphire ClinCard: The ClinCard is a reloadable debit card managed by a company called Greenphire. The card can be provided as a physical card or a virtual card. When a visit is completed, funds will be approved and loaded onto your card, usually within two days. You may use this card at any store that accepts credit cards or you can use a bank machine to remove cash (there may be fees drawn against the balance of the card for cash withdrawals). Training: https://lms14.learnshare.com/images/brand/89/JHU-LS/FF/FF-3970341-091222.pdf | Petty Cash: The study must reach out to JHU’s Office of the Treasurer (AKA “Treasury”study participant specialized management and payment solution providing a virtual, single use or reloadable card as payment options. The study must first obtain IRB approval to use ClinCard and obtain verification from the appropriate Departmental financial approver that there is a valid IO and Fund # to support the use of the program. Once IRB approval is obtained, the study can be set up within the ClinCard solution and administered locally by the Department. ClinCard always requires an SSN from the payee, including for amounts less than $200; otherwise, the payment amount is subject to 30% IRS tax withholdings. Note: ClinCard is subject to card and load fees. Note: ClinCard is in the process of being rolled out and will soon be available to all Departments at BSPH.
| Greenphire ClinCard: ClinCard is a study participant specialized management and payment solution providing a virtual, single use or reloadable card as payment options. The study must first obtain IRB approval to use ClinCard and obtain verification from the appropriate Departmental financial approver that there is a valid IO and Fund # to support the use of the program. Once IRB approval is obtained, the study can be set up within the ClinCard solution and administered locally by the Department. ClinCard always requires an SSN from the payee, including for amounts less than $200; otherwise, the payment amount is subject to 30% IRS tax withholdings. Note: ClinCard is subject to card and load fees. Note: ClinCard is in the process of being rolled out and will soon be available to all Departments at BSPH.
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Petty Cash: The Study must reach out to the BSPH Divisional Business Office (DBO) to request creation of a petty cash account with Bank of America. . Upon approval, the DBO will coordinate with Treasury to establish the account. Once created, the study Study will disperse the funds to the participants and submit monthly replenishment requests to the JH Accounts Payable Shared Service Center (APSSC). See the contact information for Treasury and APSSC below. Once APSSC Once APSSC reviews and posts, the money is directly deposited back into the study’s Study’s Bank of America account for further distribution. Please refer to the JHU Policy on Petty Cash Policy. Accounts Payable Shared Services (APSSC): https://jhuprocureprod.service-now.com/ | Direct Payment from APSSC: Studies can choose to have their participants set up as vendors via the vendor management portal, PaymentWorks. Once created, the study will submit online payment requests (FV60) through SAP with all necessary supporting documentation. After the transaction is reviewed and approved by ccounts Payable Shared Services ( APSSC), the payment will be issued to the participant via check or electronic funds transfer, per their vendor record setup. See the APSSC Vendor Management page for details regarding PaymentWorks: http://ssc.jhmi.edu/accountspayable/vm/dept/dept_home.html | ||
Gift Cards: Requests for gift cards in amounts under $200 from retail outlets will be handled in accordance with the Petty Cash Policy. Please follow the Guidance for Purchasing Gift Cards located on the JHU Procurement Knowledge Base website. Note: gift cards normally have an acquisition cost | Anonymous Prepaid Visa Cards >$200: Studies will need to coordinate with both Treasury and Accounts Payable Shared Services (APSS) for this option. Studies can choose this option by contacting JHSPH.BSPHSponsored@jhu.edu. Each participant will first need to be set up as a vendor within the Johns Hopkins vendor master portal by sending PaymentWorks enrollment invitations to each of the participants. SSNs should be captured through PaymentWorks, and studies should comply with the Johns Hopkins Personally Identifiable Information Policy in handling participant data. Accounts Payable Shared Services (APSSC): https://jhuprocureprod.service-now.com/ | Anonymous Prepaid Visa Cards <$200: Studies can choose this option by contacting JHSPH.BSPHSponsored@jhu.edu. They must provide the prepaid card application which includes: internal order number for expense booking, number of participants, and amount per card. Treasury will request the cards from Bank of America and provide to the study for disbursement. These cards are not reloadable or cash-accessible and may not be issued in amounts greater than $200. These cards will be replaced by Clincard once this program is fully rolled outin addition to the face value of the card. |
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