About the Program (PPDC)
This program is administered by Purchasing Services, part of the Controller's Office. It exists to provide re-loadable prepaid debit cards that offer a faster and safer payment method for all University departments. For many scenarios (such as paying study participants) PPDC is a preferred alternative to AP checks, gift cards, petty cash, or cash advance.
U Administrator Portal Access
For University staff, once you've received special login credentials from Purchasing Services.
For card recipients. Cardholders may view available balance, review transactions, and manage their account.
Benefits and 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.
Policy, Procedure, and Access
- All prepaid debit card payments must be in compliance with the University's Human Participant 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.
- The following administrative policy provides expectations of approvers: https://policy.umn.edu/finance/approvalsrouting.
- Each department is responsible for reconciling prepaid debit card recipients, dollar amounts loaded, and invoices. The reconciliation should be completed by someone with knowledge of the specific study/program without coordinator access to the debit card portal. This reconciliation should be available on hand within the department and available for audit.
Process to Request PrePaid Debit Cards
- Departments enter a Blanket Order Requisition into EFS (using supplier code: PPDC / Prepaid Debit Card).
- Attach a completed PPDC Study Form to the requisition.
- After approvals are applied to the requisition in EFS, a Purchasing Services representative will arrange card pickup with the department.
Associated Fees for Card Usage
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.
After Cards are Issued
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!
- To assign a card to an individual you will need to enter their name, date of birth, and address into the portal.
- A subject ID is required to keep the cardholder's information confidential in reporting. This can be any combination of numbers and letters of your choosing.
- There are two payment options when paying a participant: Request Payment and Request Reimbursement. Request reimbursement should be utilized when paying for travel related activities like mileage, parking, hotel, meals, etc and are considered non taxable income.
Monitoring Card Inventory
- 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 departments 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.
- It is very important that departments track their card inventory.
- It is the department's responsibility to securely store their cards.
Data Security in the Clincard Portal
- 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.
Tax Reporting Compliance (1099)
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 [email protected].
Greenphire's Product Training Team will be launching regularly scheduled Standard New User Training sessions for site users to learn about ClinCard. After a user's profile is created, they will receive an email invitation in the following weeks to register for one of the recurring training sessions, which will be offered on the 2nd and 4th Wednesdays of each month.
The goal of this training initiative is to offer standardized training to every new study coordinator. The new user training sessions will include a combination of slides, detailed demonstration, and Q&A. Each registrant and attendee will also receive the recording of the session, so they can review the training again at a later time, if needed.
Below is the registration link for training: Coordinator Training: https://register.gotowebinar.com/rt/81006314481788521