WePay Implementation Updates How many people are still using Par-checks?

WePay Training Training for Study Coordinators (SC) and Study Aides (SA) 9 training sessions (Jan. 14th to Feb. 12th) Training sessions have ended (for now) WePay User Manual v1.0 (July 2007) Read and follow the User Manual You can request a User Manual from your grant specialist

Social Security Exemption Request social security exemption form from your grant specialist Not eligible if total payments exceeds $100 per research subject during a 12 month period Send request to Dr. Chris Ryan for approval

WePay Cards Don’t preload cards before a subject visit When you load a card the research project is charged for the amount loaded on the card WePay can not remove funds from a loaded card and credit the research project This has been added to the Wish List for future updates Card load limit is $1,000 per load If you need the load limit increased please contract your grant specialist

WePay Cards continued If the subject does not show up and the card has been loaded you can either: Save the card for the subject in a secure place if the subject will be seen in the near future Cash out the card and deposit the funds into the research project through the OGC Office

WePay Cards continued Cash out the card procedure Remove funds from the card via ATM or teller Write a check payable to the University of Pittsburgh for the amount the card was cashed Send the WePay card, check and cover memo/email to Rich Berneburg who will deposit the check into the project account Please state in the cover memo: Last six digits of the card, amount to deposit, and project account number

WePay Cards continued Disabled Cards Don’t disable a card that has funds on it Send all disabled cards to Rich Berneburg with a memo of explanation

WePay Payments It is recommended that subjects cash out the full value of the card in one transaction ATM’s usually give out currency in $20 increments; maximum allowed per day is $600 Can withdraw the full amount from a teller at Citizens Bank only at the Oakland branch The subject will need to know the balance on the card if they are using it at a merchant location Insufficient funds description will show if the amount of the transaction is greater than the card balance

End Dates Payments to participants are permitted after the Study start date and before the earlier of IRB Expiration date or Project end date, whichever comes first Study start date must be later than or equal to both IRB approval date and project start date An email is sent to the PI, ADM, SC when the IRB expiration date is 90, 30, 5…1 day(s) away from the current date Send revised IRB end dates to your grant specialist who will update the IRB end date field

End Dates continued Project end dates No email is sent out notifying that the grant end date is approaching OGC has established new procedures to track project end dates for WePay If you know your project end date has been changed let your grant specialist know so they can update it in WePay

WePay Incorrect email address System is down If you are not receiving emails from WePay contact your grant specialist System is down Give a card to the subject and activate the card when the system is back up Record card number, subject’s name, amount, preferred PIN #, phone number to call when the card is loaded

WePay PIN number – be sure you know the PIN number on the Make a Payment – Review and Load screen The PIN number will not be displayed again and it can not be retrieved from the system

WePay If you are having problems with WePay please contact: Your Grant Specialist Rich Berneburg or Carl Beck Tom Berkhoudt