Clinical Research Coordinator Fundamentals Course Remuneration (Clincard) Laura Vinci, RN, MBA Senior Director of Operations Jefferson Clinical Research Institute

Remuneration – Current Process Subject remuneration type of payment varies between departments It is currently done either via cash or check using the Request for Payment (RFP) form Required to obtain a W9 from the subject and submit to Accounts Payable (AP) with initial RFP. Jefferson is required by the IRS to report any person receiving over $600 in a calendar year If the subject is receiving cash, a voucher should be completed by the coordinator

Remuneration – Current Process For petty cash: Voucher should include the following information Date of cash transfer Amount of cash Study name (short name and grant # is recommended) Visit info (ie week 20, visit 5, etc) Subject and coordinator initials (or the initials of the 2 individuals completing the cash transfer) Signature of the individual completing the voucher Keep one copy of the receipt in the subject binder Attach one copy to the RFP being submitted to Accounts Payable

Remuneration – Current Process

Request for Payment Form Completion: For petty cash combine multiple payments/subjects on one form. They are typically done biweekly. The “Payee” for petty cash reimbursements is a designated petty cash officer for the individual department. Your department administrator will know this information. For a check payment it will be unique to an individual subject Make sure the W9 was completed initially and the correct address is entered where the check needs to be mailed Add the business unit. This is usually “080” for clinical trials. Add the 5 digit department number

Remuneration – Current Process Request for Payment Form Completion: Add the grant # (if you are not sure, you can find out from your grant administrator in JCRI or RACE which is determined by the source of funding Include details about the # of visits and subjects in the “Reason for Payment” section Add the amount dispersed (if multiple lines, then add the total at the bottom of this section Check off either “Attached” in the W9 section for the initial request and “On File” for subsequent payments to the same subject

Remuneration – Current Process Make sure to get the appropriate signatures Refer to Policy # (Request for Payment) Most of the time you will need only your Finance Admin and JCRI or RACE grant administrator to sign For payments over $5,000, you will also need ORAs signature After all required signatures are obtained, the RFP is submitted to Accounts Payable (located at 534 Scott Building, 5 th Floor) Keep a copy of the signed RFP for audit and tracking purposes

Remuneration – Coming Soon Greenphire Clincard System Main drivers for going to Greenphire Clincard system 1. Efficiency (reducing effort to process) >2,100 paper RFPs processed in the last 12 months Each transaction around 2 hours effort across the process Create RFP, obtain JCRI/RACE approvals, AP processing, mailing checks or cashing petty cash reimbursement 2.Improve compliance with IRS 1099 yearly reporting

Greenphire clincard System Top 4 Departments in transactions and/or dollars: 1.Pharmacology 2.Neurology 3.Emergency Medicine 4.Gastroenterology Initially most existing trials will continue with current process All new trials with subject remuneration will be required to use Greenphire Exceptions to Clincard use will be at the subject level

Greenphire clincard System Access maintained through JCRI Web based system with role based access Debit cards used to dispense remuneration to patients Department level responsibilities: Point of contact (POC) will need to be established for each department POC will request new and/or changes to research personnel who need access to dispense to subjects POC will be responsible for obtaining, storing and distributing debit cards

Greenphire Clincard System Process: Research personnel setup by JCRI Assigned only to those trials where the person has been submitted on the OHR1 form to the Office of Human Research (OHR) Trial remuneration schedule entered by JCRI/RACE grant administrators Clinical coordinators consent and review debit card usage with subjects Enter visit date in Greenphire and money loaded onto card JCRI/RACE grant administrators review and process charges to trial grants monthly

Greenphire Clincard System Timeline: Implementation team working out process and training documents Department Administrators notified in January Pilot will be done with 4 to 6 existing trials in February Rollout expected to start in March