Gift Cards
Gift Cards
Gift Cards
All gift card payments must be in compliance with the University's Gift Card Policy, regardless of the funding source. The purchase and use of such items require strict accountability to remain in compliance with the IRS and the university’s cash control environment. Gift cards may only be used for prizes and awards or to compensate human subject research participants. Pre-approval of the use of gift cards is required for all purchases along with ensuring funding is available.
Rowan University has partnered with Greenphire ClinCard, which is the new preferred method for purchasing gift cards. ClinCard is a reloadable debit or virtual card used to make payments as outlined in the gift card policy. The following goals can be accomplished when utilizing ClinCard.
ClinCard Powered by Greenphire
The University has partnered with ClinCard in order to facilitate a secure electronic method of collecting recipient information and distributing payments. ClinCard is a payment system that makes it easier, faster, and more secure to provide compensation to individuals and track payments through an online system. The ClinCard system is a convenient administrative tool for loading, tracking, and reporting your studies’ payments in real time.
What is Greenphire?
Greenphire is an industry leading provider of clinical payment technology. Greenphire’s ClinCard system is a web-based operation with customer service available 24/7/365. Data is held in Greenphire’s system in accordance with information security and technology standards approved by Rowan University. Rowan and Greenphire have entered into a Business Associate Agreement that identifies the responsibilities of each party regarding the protection of private information, including Protected Health Information (PHI) subject to HIPAA guidelines.
What is a ClinCard?
A ClinCard is a reloadable prepaid debit card powered by Greenphire that is available for prizes, awards, or use as a mechanism to pay ‘human subjects’ for research participation in clinical trials. ClinCard also offers virtual cards. The virtual card is a digital representation of a ClinCard prepaid reloadable debit card that is electronically distributed to participants through a secure link via email. The cards are accepted in the Visa Card network. The cards are assigned, loaded, and approved in the ClinCard web-based system by authorized research group personnel with oversight by the appropriate administrative department. Funds are available in real time once the payment is assigned to the card. Payments are made at the time of service so there is never a delay. The cards can be used by the payee for multiple payments at different times.
Getting Started
To purchase gift cards pre-approval is required by completing the gift card request form. Once the request is approved, the ClinCard administrator will create the study and provide the study coordinator access to the system.
Presented below is the link to the gift card request form and training materials to aid both new and existing users requesting gift cards. We recommend new users watch the ClinCard Study Coordinator video and review the Gift Card Policy before using ClinCard. For your reference, we have also provided the Knowledge Base Article and the PowerPoint presentation on the Gift Card Forms.
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The Gift Card Request form is a PDF fillable form. Please do not alter this form - any modification to this form is prohibited. The form was designed to auto-populate specific fields throughout the form. This form will be used to request pre-approval for all gift cards in accordance with the Gift Card Policy. The purchase and use of such items require strict accountability – gift cards may only be used for prizes and awards or to compensate human subject research participants. |
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This PowerPoint is a step-by-step guide on how to complete the Gift Card Request Form. This document will review how to utilize the fillable PDF form, complete each section, calculate quantities and fees, comply with IRS requirements, and provides additional resources. |
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The Study Coordinator must view the video below, in its entirety, before receiving access to the system. You must be logged in to Kaltura to view the video. Verify you are signed into Kaltura once you click the link. This will allow us to verify the video has been viewed. |
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This knowledge base article will assist when utilizing the ClinCard system as the study coordinator/custodian. Most of this information is covered in the study coordinator video. Some of the processes reviewed in this article include:
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To establish guidelines for the procurement, distribution, accounting, and reconciliation of gift cards to meet the needs of the University community while facilitating the University’s tax compliance reporting and internal cash control requirements. The purchase and use of such items require strict accountability – gift cards may only be used for prizes and awards or to compensate human subject research participants. |
Benefits
- Direct on-site disbursement to study participants
- Improved funds workflow security/approval
- Enhanced processing/tracking/reporting
- Immediate SSN validation of recipients
- Central accounting and tax reporting support
- University compliance with tax reporting requirements
- Support research studies with reporting that will enhance project results
Physical vs. Virtual Card Features
| Feature | Physical Cards | Virtual Cards |
| Expiration Date: 36 months (from month of card creation*) |
Yes | Yes |
| Customer Service (IVRS/Live Support; Website/Mobile App) |
Yes | Yes |
| Card to Bank (C2B) Transfers | Yes | Yes |
| Mobile Wallet Capabilities | Yes | Yes |
| Puerto Rico Card Issuance | Yes | Yes |
| POS/In-Store Purchases | Yes | Yes - if using mobile wallet |
| Cash Back w/ In-Store Purchases | Yes | Yes - if using mobile wallet and supported by merchant |
| Preset PIN | Yes | Yes |
| Visa Zero Liability Policy | Yes | Yes |
| Custom Card Design | Yes | No - generic card image only |
| ATM Availability / Cash Access | Yes | No |
| Cash Disbursement at Bank | Yes | No |
Participant FAQs
Where can I use the ClinCard Visa card?
- In-Store Purchases (by selecting either the “Credit” or “Debit” option)
• Using the “Debit” option requires a PIN (see “How to a set PIN” below) - Online Purchases
- ATM to get cash (requires PIN)
- Cash advance at a bank:
• You must know your available balance and inform the teller of the amount you would like to withdraw. Tellers are unable to check your balance (see “How to check your balance below”).
• Present the teller with your signed ClinCard and a valid government-issued photo ID
• The ClinCard is accepted at all Visa member banks (look for a Visa logo on the bank window/entrance)
Visa Prepaid Cards can be used wherever Visa is accepted. Each time the ClinCard Prepaid Visa card is used, the purchase amount is deducted from the available balance until that balance reaches zero. Once the entire card amount has been spent, it can no longer be used as a method of payment until additional funds have been added.
Only Rowan can add additional funds. The card cannot be reloaded at a bank with cash or a fund transfer from your bank account.
When can I start using my ClinCard?
As soon as your first compensation is paid on your card. Your ClinCard is activated once the card is registered to you by a research coordinator. Please sign the back of the card immediately and call the Customer Service number (1-866-952-3795) to retrieve your 4-digit personal identification number (PIN).
Does the card require a personal identification number (PIN)?
Yes. Just like any standard debit card, you will need to add a PIN to your account. It is also recommended that you sign the back of your card.
Set PIN:
Call Customer Service at 1-866-952-3795 and follow the prompts through the IVR.
Interactive voice response (IVR) is a technology that allows a computer to interact with humans through the use of voice and DTMF tones input via keypad.
Can I use my ClinCard at a restaurant?
Yes. However, please note that restaurants (including fast food establishments) automatically preauthorize your card for 20% over the total bill, so ensure that you have enough available on your card to account for this.
Can I use my ClinCard at a gas station?
Yes. However, please take your ClinCard inside to the cashier and ask them to run the card for a specific amount. Otherwise, if you use the card at the pump, the gas station will preauthorize your card for up to $100 or more. While the preauthorization is not a charge made to the account, as long as it is in place, it factors into the calculation of the available balance. It can then take several days for the preauthorization amount to be removed.
What happens if the amount of my purchase is greater than the balance in my ClinCard account?
If the payment due is for more than the available balance on your card, be sure to inform the cashier of the designated amount you would like to use. Otherwise, if the card is authorized for an amount higher than the available balance, it will be declined.
How can I check the balance on my card?
You can check your balance in three ways:
- Call Customer Service 1-866-952-3795 and follow the prompts through the IVR
- Log in to www.consumercardaccess.com/myclincard
a. Navigate your web browser to www.consumercardaccess.com/myclincard
b. Register Account
c. View Balance - Balance Inquiry at ATM (requires PIN)
Are there user fees when I use ClinCard?
There are no fees* for:
- Making online or in-store purchases
- Cashing out the card by presenting it to a teller at any major bank
- Calling the automated system for balance inquiries
- Calling the Customer Service number and speaking to a live agent
- Addition of funds to the card (Note: Funds can only be added to the card by the site)
The following activities will incur a fee* to the balance on your ClinCard:
- Not using the card over a period of time. Please refer to the card carrier document for the inactivity fee.
- ATM withdrawals (fees vary based on location)
- Requesting a paper statement. Instead, you can download and print the statement directly from the portal.
- Requesting a replacement card through Customer Service. Your study site might be able to replace your card at no charge.
What should I do if my ClinCard is lost, stolen or damaged?
If your card is lost/damaged, notify your point of contact at the study site, and they will be able to replace it for you on-site at no charge. This will deactivate your old card, transferring any remaining balance to your new card. If you prefer to contact customer service, there is a $7.00 fee for replacement, and it will take 7-10 days to receive by mail.
If your card is stolen, call Customer Service 1-866-952-3795. Customer Service will mark the card “stolen” and will assist you in contacting Visa to open a case.
Will you know what I spend my money on?
No. There is no tracking or recording of how you spend the money from Rowan.
Study Coordinator FAQs
What are the ClinCard roles and responsibilities?
| Role/Permission Set | Job Duties | Department Responsible | Individual Responsible |
| ClinCard Administrator | Creates/edits studies, payments and permissions | Accounts Payable | System Administrator |
| Approver | Approves payments over the $75.00 threshold | Accounting Services | Controller/Associate Controller |
| Study Coordinator | Person who registers & pays individuals | Various Departments | PI/Custodian |
| Report-Access | Finance team who review reports and manages funding of issue account | Account Payable / Accounting Services | System Administrator/ Accounting Services Professional Staff |
What is a Study Coordinator?
The person responsible for disbursing, collecting, reconciling and submitting the gift card supporting documentation to Accounts Payable.
How can I get access to ClinCard?
ClinCard accounts will be granted to employees that submit and receive approval of a Gift Card Request Form.
What are the steps for ClinCard pre-approval, distribution & reconciliation?
1. Complete Gift Card Request Form (one per study) & acquire appropriate authorization
3. Email to giftcards@rowan.edu
4. Administrator - upon approval will provide ClinCard access by:
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Unless the gift cards are being funded by a grant that specifies which account code to utilize, please utilize account code 7000 (supplies)
3. Email to giftcards@rowan.edu
4. Administrator - upon approval will provide ClinCard access by:
- Creating the Study
- Maintaining Milestone Payment Schedule
- Adding study coordinator to new study
- Sending user logins
- Contacting the study coordinator for gift card distribution
5. Study Coordinator will be responsible for the following:
- Pick up and sign for gift physical cards in Bole Hall
- Can now utilize the ClinCard system
- Closeout study - notify the ClinCard Administrator by emailing giftcards@rowan.edu and list remaining balance
- To return un-issued ClinCards email giftcards@rowan.edu
When should I submit my request for ClinCards?
Please submit the gift card request to use Greenphire ClinCard no less than two weeks before you will begin paying program participants. After you submit your request, you should receive an email confirmation. If you do not receive an email, please email giftcards@rowan.edu.
What account code should be utilized?
Unless the gift cards are being funded by a grant that specifies which account code to utilize, please utilize account code 7000 (supplies).
How do I add additional cards and funds to an existing study?
- Complete Gift Card Request Form(one per study) & acquire appropriate authorization
- Unless the gift cards are being funded by a grant that specifies which account code to utilize, please utilize account code 7000 (supplies)
- Attach IRB documentation to request form:
- Email to giftcards@rowan.edu
- Administrator - upon approval will provide ClinCard access by:
- Editing the Study
- Maintaining Milestone Payment Schedule
- Contacting the study coordinator for gift card distribution
- Study Coordinator will be responsible for the following:
- Pick up and sign for gift physical cards in Bole Hall
How do I increase funds only for an existing study?
For an increase in funds without additional cards, the SC can obtain an email with approvals or submit a new form with the additional amount included in the Estimated Amount field stating "no new cards needed". Section 6 can be left blank. Under Section 7, list one card at the desired increase to populate the requested amount. Example below:
How much does it cost to use ClinCard?
How much does it cost for a replacement ClinCard?
How much can I pay each individual at once?
The Gift Card Request Form has a table that allows you to request specific payments for your participants. Once this form is approved and your study is loaded into ClinCard, you can issue any scheduled payment for up to $75.00 without further approval. Any payment over $75.00, even if it is included on your scheduled payment list from your Gift Card Request Form, will require a second approval. The second approval is expected to be determined and/or completed within 2 business days.
What’s a miscellaneous payment?
A miscellaneous payment is any payment that is not part of the scheduled payments detailed on your Gift Card Request Form. It should only be used on very rare occasions. Every miscellaneous payment must include a justification within the notes of the payment and will require additional approval(s). Additional approvals are expected to be completed or addressed within one business week. If you see a need to include and/or modify existing payments, please contact giftcards@rowan.edu.
I know this participant has been involved in other studies… why can’t I find them in my participant list?
Only participants that have been involved in studies in which you have been designated as a Study Coordinator will appear in your list of participants. If you cannot find the participant, please add them (ClinCard will not permit you to enter a participant for your study more than once).
Is the Social Security Number required for all participants?
Social Security numbers are required for all individuals. According to the IRS, all payments made to individuals as compensation by an entity (in this case, Rowan University and all of its subsidiaries) are taxable by law (I.R.C. § 61(a)(1)). It’s not uncommon for participants to engage in multiple studies or activities which, in aggregate, exceed the $600.00 reporting threshold. The activities could range from payment for individual services, studies, direct payments to groups including the participant, etc. To comply, Rowan must obtain tax information for all participants, regardless of amount of payment to ensure we can issue a 1099-MISC form if necessary.
Employees and student workers who participated in a study and qualify for a gift card will have the value added to their W-2 through the Payroll department.
When does my participant receive payment?
For scheduled payments, funds are available as soon as requested if $75.00 or under. Scheduled payments with amounts greater than $75.00 are funded immediately upon approval (approval to be determined and/or completed within 2 business days).
Is there a ClinCard Study Coordinator manual?
Yes, Click the link below to access the study coordinator Knowledge Article.
Is there a ClinCard Study Coordinator step-by-step video?
Yes, Click the link below to access the study coordinator step-by-step video.
