Getting Started with ClinCard Departmental Instructions

 

How to get started with ClinCard:

• Step 1: Complete ClinCard Application (Click Here)
• Step 2: If applicable, ensure protocol and Informed Consent Form submitted to the IRB lists Greenphire/ClinCard as the source of payment in the compensation section (can submit a modification, if necessary)
• Step 3: Complete training with Bursar’s Office
• Step 4: Establish internal procedures for handling of cards, disbursement, card security, reconciliation etc. (please refer to the ClinCard Policy for further requirements and guidance)
• Step 5: Pick up Cards from Bursar and Treasury Services (if physical card option is selected). Envelopes should only be opened by the human subject participant receiving funds. Click here for a preview of the material inside the envelope.
• Step 6: Complete system requirements for participant registration, card loads etc. During the participant registration process, the email/text message notifications can only be selected if informed consent is received. This must be documented using the selection in the ClinCard-Study Participant Payment Registration form, or if a different process to collect participant information is used, it must include the consent to opt into the text/email notifications.  
• Step 7: ClinCard – Study Participant Payment Registration Form (if physical card is selected). The ClinCard system does not have a test environment. At NO TIME should test participants or test cards be added to the ClinCard system.
• Step 8: Complete reconciliations to PeopleSoft (Bursar’s Office will complete all journals to the chart string designated on your application.

  This will be done weekly once the funds have been added and approved in the ClinCard system. No AP processes are required with ClinCard)

• Step 9: Confirm closeout with Bursar’s office

 

If any roles change during the course of the program, a new Petty Cash Application should be submitted.

ClinCard Roles

Anyone handling petty cash and/or change funds is considered to be in a “position of trust” and must follow Human resources policy 3.2.3 for background and credit check requirements.

• Understanding application verbiage:
  • Custodian:
    • Must be a full-time employee of the University of Georgia.  The custodian must accept personal responsibility for the safety, proper usage, and return of the funds entrusted.  In certain circumstances, the actual handling of the funds may be delegated to another UGA employee, but the responsibility of the funds remains with the custodian (this delegation is subject to review and approval by Bursar and Treasury Services (BTS). 
  • Study Coordinator: 
    • Study Coordinator will have access to their designated studies.  They will be responsible for registering human subjects into the ClinCard system, assigning ClinCards, as well as submitting compensation to the subjects.  Prior to registering a human subject, they will need to confirm with the human subject if they have a current ClinCard from a prior study.  If the human subject has a current ClinCard, the Study Coordinator will need to reach out to the Bursar’s Office to have the human subject added to their current study. 
      
      • • Register A Participant
        • Edit A Registered Participant's Information
        • Assign or Replace a Physical ClinCard
        • Look Up A Participant
        • Miscellaneous Payment
  • Approver:
    • Approver may be designated at the study level to approve compensation. The Study Coordinator scheduling compensation cannot be the same person that approves the compensation.
      • • Views pending payment requests for assigned studies.
        • Approve/decline payment requests for assigned studies.
        • Approve/Decline Payments
        • Reporting PDF

• Additional Information

  • Virtual Card Option
  • Virtual Card Overview 
  • Training Video
  • ClinCard Cardholder FAQ