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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: 
      • The Study Coordinator will have access to the studies assigned to them and will be responsible for registering participants into the ClinCard system, issuing ClinCards, and submitting compensation to the participants. The Study Coordinator role does not need to be filled by the Principal Investigator (PI); it can be assigned to another UGA employee who has been confirmed and approved as holding a position of trust.
      • Before registering a participant, the Study Coordinator must verify whether the participant already has an active ClinCard from a previous study. If the participant does have a current ClinCard, the Study Coordinator will need to contact the Bursar’s Office to add the participant to the new study.

    • 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.

  • Additional Information