Payment Options for Research Participants

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.

• Study teams seeking to use the ClinCard as a participant payment option must first obtain IRB approval using the instructions available here <to be added>.

• For studies that use the ClinCard all participants must be provided with a Greenphire ClinCard Information Sheet <to be added>.

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.

• Study teams seeking to use the ClinCard as a participant payment option must first obtain IRB approval using the instructions available here <to be added>.

• For studies that use the ClinCard all participants must be provided with a Greenphire ClinCard Information Sheet <to be added>.

Petty Cash:

The Study must reach out to the BSPH Divisional Business Office (DBO) to request creation of a petty cash account. Upon approval, the DBO will coordinate with Treasury to establish the account.  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). 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 JHU Policy on Petty Cash.

Accounts Payable Shared Services (APSSC): https://jhuprocureprod.service-now.com/
Treasury: 443-997-8122 rcarter@jhu.edu or kbrowne@jhu.edu

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: 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 in addition to the face value of the card.