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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 |
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paid without collection of SSNs/ |
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ITINs for some of the options below if they do not exceed $200 per individual per year |
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. The exception is ClinCard, which requires an SSN regardless of payment amount or the payment amount is subject to 30% IRS 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 collect SSNs/ITINs for the options below and report annually all payments made to each individual. ClinCard requires an SSN or the payment amount is subject to 30% IRS tax withholding. Reporting requirements in ClinCard are automated to reduce the burden on the study team. |
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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 JHU’s Office of the Treasurer (AKA “Treasury”) to request creation of a petty cash account with Bank of America. Once created, the 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 reviews and posts, the money is directly deposited back into the study’s Bank of America account for further distribution. Please refer to the Petty Cash Policy.
Gift Cards: Requests for gift cards in amounts under $200 from retail outlets will be handled in accordance with the Petty Cash Policy. Note: gift cards normally have an acquisition cost
Anonymous Prepaid Visa Cards: 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 out.
Payment Options >$200 per individual in a given year:
Payments to participants in research studies that exceed $200 must manually collect SSNs/ITINs for the options below and report annually all payments made to each individual. ClinCard always requires SSN or payment is subject to 30% withholdings but reporting requirements are all automated.
ClinCard: See description above for ClinCardGreenphire 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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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 in addition to the face value of the card. | 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 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: |
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.
Once the participant is set up in PaymentWorks/SAP, the next step is to submit an online payment request in SAP and simultaneously contact Treasury (copying APSS) to order the cards providing the study name, SAP codes for expense booking and amount. Note: this payment option is being phased out and will be fully replaced by ClinCard once fully rolled-out.
Resources
https://ssc.jhmi.edu/accountspayable/index.html
Clincard Training for Study Coordinators and Approvers: https://lms14.learnshare.com/images/brand/89/JHU-LS/FF/FF-3970341-091222.pdf
Clincard Fees:
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Contacts
Accounts Payable Shared Services: 443-997-6688 or apssc@jhmi.edu
Treasury: 443-997-8122 rcarter@jhu.edu or kbrowne@jhu.edu
Related Links
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