Purchasing Services, part of the Controller's Office, serves all campuses in the University of Minnesota system.

About the program

The re-loadable prepaid debit card offers a faster and safer payment method for all University departments. For many scenarios (for example paying study participants) PPDC is a preferred alternative to AP checks, gift cards, petty cash and cash advance.

Features

  • An online portal (ClinCard) for convenient administrative actions like loading, tracking, and reporting on study payments.
  • Secure and safe method for compensating participants (visit payments and participant travel reimbursements).
  • Participants receive immediate payment for research study participation.
  • Reduced payment administration.
  • Increased participant retention.

Benefits to subjects

  • Worldwide acceptance of card.
  • Protection against fraud with MasterCard Zero Liability.
  • No bank account required for recipients of cards.
  • 24/7 customer service.
  • Card can be used as a PIN based transaction, with signature point of sale, or for cash withdrawal at a bank or ATM.

U Administrator Portal Access

ClinCard.com

For University staff once you've received special login credentials from Purchasing. Access the Adminstration Portal and enter your login credentials.


Cardholder Portal

MyClinCard.com

For card recipients. Cardholders may view available balance, review transactions, and manage their account.

Three easy steps!

  1. Departments enter a Blanket Order Requisition into EFS (using supplier code: PPDC / Prepaid Debit Card).
  2. Attach a completed PPDC Study Form to the requisition.
  3. After approvals are applied to the requisition in EFS, a Purchasing Services representative will arrange card pickup with the department.

These steps are performed by Purchasing Services:

  • Purchasing runs reports in the ClinCard card system and will enter receipts and invoices bi-weekly based on dollar amount issued by the Department.
  • Invoice will be created by Purchasing Services and placed in the EFS cluster’s voucher drawer in Perceptive Content.

Your cluster Voucher Specialist:

  • Must monitor their Perceptive Content drawer for incoming invoices related to ClinCard activity.
  • Must create/complete a voucher by copying from the receipt that was entered by Purchasing Services.

There's no departmental receiving (don't receive) for this process!

There are currently no fees for departments to use the Prepaid Debit Card Program. All cards and load fees are centrally funded.

There will be a fee charged to the cardholder if an ATM is used to withdraw cash, if the card has no activity, or if transactions are made in foreign currencies.

  • All prepaid debit card payments must be in compliance with the University's Human Subjects policy, regardless of the funding source.
  • For information on the business process, see Making Payments using Prepaid Debit Cards
  • For those with access, Clincard.com Administrator Portal training documents are available for University staff after login , look under the support tab.
  • For existing studies, if you need to grant or remove access to the ClinCard Administrator Portal, email the completed PPDC Portal Access Form to Purchasing Services.
  • Cards are distributed to study coordinators on a per study basis. Study coordinators may request the estimated number of cards needed for 3 months. Additional cards may be requested when needed.
  • Cards may not be shared between studies and must be kept in a secure place. Purchasing Services has the right to verify a department's card inventory at any time.
  • Once a study has been completed, any remaining inventory must be returned to Purchasing Services.

For subjects paid $600 or more in qualifying payments in a calendar year, a W9 and social security number are required to comply with IRS reporting requirements. The subject's social security number must be entered into the portal for the University to meet federal 1099 reporting responsibilities. W9s can be submitted to Accounting Services via Box Secure Storage which is a cloud storage and collaboration service configured to meet the University security standards. A secure folder will be created for your study/project and access will be granted by Accounting Services. Please contact dstx1099@umn.edu.

  • Patient information is never sold.
  • Complies with the Health Insurance Portability and Accountability Act (HIPAA), 45 CFR Section 160.103, and HITECH.
  • Patient information is stored securely using appropriate administrative, physical, and technical safeguards.
  • Voluntarily self-certifying to the Safe Harbor framework.