Greenphire ClinCards & Human Subject Payments
What is the Greenphire ClinCard program?
The Greenphire ClinCard program has been established to provide an efficient alternative for study teams to provide compensation and reimbursements to study subjects participating in Penn’s IRB-approved studies as well as participants in non-clinical projects.
The Greenphire ClinCard, a reloadable, prepaid card, is a faster, safer method to pay your study participants and is the preferred payment method over AP check requests (Non-PO Payment System) or petty cash. The ClinCard allows for direct, on-site disbursement which helps to increase participant retention. In addition, the Greenphire ClinCard system supplies a convenient administrative tool for loading, tracking, and reporting your studies’ payments in real-time.
How to get started with Greenphire ClinCard
Penn Procedures for Greenphire provides information on how to get started and how to manage and remunerate participants in your study or grant/research project.
Please use the Greenphire ClinCard Request Form to create a study and email Ken Zeferes so that he is aware of the request. Access to the ClinCard system can be granted to the PI, research team, or any staff member.
More Greenphire ClinCard resources
Human Subject Payments: Greenphire ClinCard Procedures and Guidelines
Penn’s policy on Payment of Human Subject Fees
Human Subject Participants
Human Subject Participants are individuals participating as subjects in a scientific research project are considered non-affiliate reimbursements and are processed using a Non-PO Payment Request via the University's Supplier Portal and will be processed through Accounts Payable.
This is the only instance where the collection of a W9 form from human subjects is permissible. W9 forms should be used to add subjects to the online study or to set up registration in the Supplier Portal. All hard copies should be sent to Ken Zeferes. (Please do not scan or store copies of these confidential forms). The Research Coordinator (CRC) should prepare the C-2 Form for participants, being sure to note the grant fund number and the IRB Protocol number. The CRC should also have each participant sign the form upon receipt of their ClinCard. The PI is also responsible for signing the form should the CRC not have appropriate authority.
Please note: if you are using the Greenphire ClinCards for human subject payments on a grant fund, you will need to have IRB approval that states that the use of “gift cards” is allowable.
