ClinCard Benefits and Usage
ClinCard is a reloadable prepaid card system designed to streamline payment processes for research study participants. It offers enhanced security, streamlined online transactions, and timely disbursement of funds. Learn about its uses, setup process, documentation requirements, and financial review procedures in research settings.
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Presentation Transcript
Research Finance ClinCard Overview Justin Magerman Junior Financial Analyst
What we will discuss What is ClinCard / What are its uses? Research Finance Review Process Where to get more information about ClinCard? Questions/Concerns 2
ClinCard Set up Who should I contact? Research Studies: Research.Finance@bmc.org Clinical Trial Studies: CTO@bmc.org Accounting / Donor Restricted Studies: Kaitlyn.Clifford@bmc.org, Judy.Nguyen@bmc.org 3
What is ClinCard? Research participants are often paid for participating in studies as a recruitment incentive. ClinCard was implemented to improve the process efficiency, customer service, and payment controls when payments are made to participants, via a reloadable prepaid card. ClinCard Benefits Include: Enhanced transaction security/approvals, reporting and monitoring options. Uses a streamlined online process. Web-based reloadable debit card that can be loaded at any time. Participants receive prepaid card with funds at time of visit 4
ClinCard Uses Compensation is a predetermined amount defined within the project for time, effort, inconvenience and general expense to participate in a research study. Compensation may be in the form of cash or cash equivalent and is considered taxable income. Unallowable: Salary supplementation Employee reimbursements Transportation Meals & lodging Parking Actual expenses are not considered taxable income and should be reimbursed via check request forms to AP. 5
Study Setup: Required Documentation Required to send to Research Finance for setup: 1. Completed Setup Request Form 2. IRB protocol number & Informed Consent Form (if applicable) 3. Awarded Budget / Budget Justification After study has been set up: 1. ClinCard *Card* Pick Up Request Form 2. ClinCard User Access Request Form (first time users only) 3. CPIF (ClinCard Participant Information Form) - Study Team uploads CPIFs to secure folder \\Emcnas\researchparticipant$ 4. ClinCard Return Slip - For all unused ClinCards in a study 6
Research Finance Review Process For ClinCard requests on Research Finance awards, the following areas will be reviewed: Is the award active? IRB Protocol Active status Correct AU/Activity & Sponsor Grant PI listed as Key Personnel within IRB approval Compensation section is in line with setup request forms Is the expense allowable under awarded contract? IRB Exempt (no IRB) Is the expense allowable under awarded grant/contract? Budget/Justification matches set-up request PI listed on set-up request forms matches PI of award/contract **If rebudgeting needed, work with RFA. 7
Resources Research Finance: Justin.Magerman@bmc.org Clinical Trials: Michael.Porreca@bmc.org RBIS Email: RBIS@bmc.org For more information and ClinCard training materials, visit our site! https://www.bmc.org/research-operations/award-management#training 9
