CAMP PAYING: INNOVATIVE SOLUTIONS

Transcription

1 CAMP IPPS 2018

2 CAMP PAYING: INNOVATIVE SOLUTIONS Old & New Practices for HS Compensation Presented by Shantal Flores, Nancy Nguyen PC West: Eleanor Roosevelt College Room 11:30 am 12:00 pm

3 WELCOME CAMPERS A few things to remember West Ballroom Stop by the ballroom to ask us questions after the class! Meet Connexxus travel vendors in honor of the Connexxus 10 th anniversary Raffle prize options are located throughout the ballroom. Place your raffle ticket in the box next to the prize that catches your eye!

4 PAYMENT SERVICES About our team Payment Services is responsible for the distribution of all non payroll related expenses for the University of California, San Diego. Banking Services is responsible for a variety of payment methods, including all payments distributed to Research Participants. Express Card is responsible for all Express Card related activities and transactions. Banking Services Express Card Payment Services

5 REQUIRED INFORMATION For all requests Stamped approval form with project number Dates of study, showing it s current Compensation portion of agreement with amounts that are approved If study is exempt, statement that shows project can receive funding for Research Participants continually, and current IRB approval form

6 REIMBURSEMENT VS. COMPENSATION? Reimbursement Non Tax Reportable Out of pocket expenses incurred as a result of participation in the study EX: Airfare, ground transportation, mileage, lodging & meals Compensation Tax Reportable Payment to a subject for their time and effort, and participation in the study EX: Interviews, surveys, office visits, etc.

7 PAYMENT OPTIONS Vanilla Visa Gift Card Preferred Scrip Qualifying Studies Cash/Direct Payments Qualifying studies

8 Vanilla Visa Gift Card Preferred payment option Preloaded and ready for use anywhere Visa is accepted in the US. Available in amounts ranging from $20 - $500 Initial load fee: $1.15 per card Unlimited free Vanilla Visa customer support calls Gift card funds never expire Orders submitted and fulfilled in MyPayments Offers convenience and saves university resources Cannot be canceled or returned after issuance Departments responsible for all incurred charges Recommendation: Order only the amount of cards you know will be disbursed

9 ADDITIONAL OPTIONS For Qualifying Studies Direct Payment to PI Cash advance when no other payment option is viable. Infrequent low dollar payments to subjects Cash must be kept in locked receptacle or safe Requests submitted in MyPayments Unused funds must be returned to appropriate index funds are returned to Cashiers Office Direct Payment to Participant Suggested for studies providing compensation exceeding $600 in a calendar year Requires W9 Payments tracked in MyPayments for 1099 reporting ease Include itemized receipts if reimbursement rather than compensation Prepay travel related expenses such as hotel and/or airfare using Connexxus and MyTravel

10 ADDITIONAL OPTIONS For Qualifying Studies Scrip Individual checks made payable to bearer and can be cashed at any local Wells Fargo or Central and Medical Center Cashiers. $5 and up Expires 365 days from printed date Returns must be marked void and sent to Scrip Program Administrator Orders submitted in MyPayments High risk of fraud, expensive and tedious payment method, incurs fees

11 SCRIP REDUCTION EFFORTS Paper to Plastic An initiative intended to reduce the use of Scrip in an effort to contribute toward sustainability goals and to preserve University resources. Vanilla Visa Gift Card No activation required $1.15 load fee No hidden fees No expiration date Savings! Time Driving Fees Paper Printing Labor Mileage claims UCSD Payment Services UCSD Requesting Department Research Participant

12 Payment Options: PROS v. CONS Vanilla Visa Gift Card Direct Payment to PI Direct Payment to Participant Scrip PROS No hidden fees Funds never expire Unlimited free customer support calls/online management Convenient/saves university resources Used when no other payment option viable Used for infrequent low dollar payments For studies providing compensation $600 within calendar year Prepay travel related expenses $5 and up Option for low dollar amount payments CONS Initial load fee: $1.15 per card Cannot be canceled or returned Unused funds must be returned to appropriate index funds are returned to Cashiers Office Requires W-9 Must include itemized receipts if reimbursement rather than compensation Expires after 365 days High risk of fraud Cashed only at local Wells Fargo or Central & Medical Center Cashiers Fees incurred for lost scrip Expensive for the University

13 QUESTIONS AND CONTACTS BFSupport.ucsd.edu Shantal Flores Contact for Human Subject Program Administration, Team Supervisor Nancy Nguyen Payment Administrator Maria Rivera Payment Administrator