Payment Options for Research Participants

Owned by Samantha McDonald (Unlicensed)
Last updated: Jun 30, 2023
3 min read

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 collection of SSNs/ITINs for some of the options below if they do not exceed $200 per individual per year. 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.

Payment Options <$200 per individual in a given year:

Payments to participants in research studies may be paid without collection of SSNs/ITINs for some of the options below if they do not exceed $200 per individual per year. 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.

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>.

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: http://ssc.jhmi.edu/accountspayable/vm/dept/dept_home.html

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