Submit a New Supplier Request via Emory Express​

1. Complete the Use of Payment Alternative to ClinCard - Request Form
2. Login to Emory Express​
3. Go to Shop > Shopping > Popular Forms > Supplier Request​
4. Complete and submit supplier request form (for instructions, click here)​
5. The form will be routed to procurement services for approval and setup​

Follow your procurement request in Express=  48-72 hours to setup vendor in system. Once the payee has been set up in Emory Express, submit a Payment Request via Compass​

1. Login to Compass​
2. Go to Navigator ˃ Employee Self-Service ˃ Payment Request Center​
3. Complete and Submit form to enter the payment request for approval (for instructions, click here)
4. The PI and another delegate are responsible for tracking these payments and providing the information to Procurement for tax reporting via this form, as well as keeping detailed records for potential audits.​

Once approved, check will be mailed to the address provided by participant (Please ensure that you submitted the participant’s proper mailing address as well as their business name)​

Payment requests are typically approved within 3-5 business days

For additional help, please contact the Finance Support Center:​

• Online: https://eufinancesupportcenter.force.com/login​
• Phone: 404-727-7000

To purchase gift cards:

PLEASE NOTE: STUDY STAFF ARE NO LONGER ALLOWED TO PURCHASE GIFT CARDS TO BE USED AS HUMAN RESEARCH PARTICIPANT PAYMENT VIA EMORY EXPRESS.

1. Complete the Use of Payment Alternative to ClinCard - Request Form
    
2. After receiving approval to use an alternative payment, complete the DOP PSF Gift Card Request Form, obtain custodian and PI signatures, then email to DOPstipends@emory.edu. You will be contacted when your cards are ready to be picked up.
    
3. The PI and another delegate are responsible for tracking these payments and providing the information to Procurement for tax reporting via this form, as well as keeping detailed records for potential audits.
    
4. To request additional gift cards for the same study, complete the Replenishment Request Form, then email to DOPstipends@emory.edu. You will be contacted when your cards are ready to be picked up.

If a sponsor sends gift cards to be used as payment: Complete the Use of Payment Alternative to ClinCard - Request Form, Complete the DOP PSF Sponsor Provided Gift Cards form, obtain custodian and PI signatures, then email to DOPstipends@emory.edu.  The PI and another delegate are responsible for tracking these payments and providing the information to Procurement for tax reporting via this form, as well as keeping detailed records for potential audits.

ClinCard is the University’s preferred method of payment to participants of both Sponsor-Funded and Non-Sponsor Funded research studies.

**Changes to the ClinCard System Announcement - January 21, 2025**

Submit request through the Compass Grants Forms ClinCard Request:

•  Login to Compass
• Go to Navigator ˃ Emory Custom ˃ Grants ˃ Grants Forms ˃ ClinCard Request
• Complete and Submit the Grants Form - ClinCard Request (for instructions, click here)

Supporting Documentation Required

IRB Approval

• Informed Consent
• Payment Schedule
• Electronic Notification of Award - eNOA (if applicable)

2. Request will be routed for approval and set up on ClinCard site - Greenphire

• 48 hr. turnaround time (Emory cash management timeline)
• Email notification will be sent when cards are ready for pick-up from the lobby at 1599 Clifton RD (pick-up at your convenience)

3. To assign a ClinCard to a subject: 

• Register subject by login into www.clincard.com (using credentials received from Greenphire) 
• For registration instructions, click here 
• For support email support@greenphire.com or call support team at 215-609-4378

4. To close out a ClinCard account: 

• Email cashmgt@emory.edu 

Per the DOP Additional Guidelines, participant payment must be stored in a safe located behind a locked door with minimal or monitored access. There are 3 options:

1. Your team already has a safe that meets these requirements. Please email DOPstipends@emory.edu so that administration can perform a site visit to verify.
2. You may utilize a safe in the ECC-RU work room. Please email DOPstipends@emory.edu to check out a safe and receive your key.
3. If neither above are options, please contact DOPstipends@emory.edu for assistance.

A distribution log must be kept documenting the funds disbursed. Minimum information required:

• SpeedType and project number for the source of funds (both found on the Emory Notice of Award)
• 2 forms of study identification (Study Title, protocol number, IRB number, Sponsor, etc)
• 1 additional identifier for gift cards (gift card number, access code, PIN number, etc)
• Name of PI
• Name of research staff performing the transaction
• Unique participant ID (name or Study ID)
• Transaction details (date, amount, type of funds)

A sponsor-provided log may be used and appended if needed to contain the minimum information.

The PI and another delegate are responsible for tracking these payments and providing the information to Procurement for tax reporting via this form, as well as keeping detailed records for potential audits.

Example templates can be found here:

Gift Card Tracking Log Template

There must be documentation of the participant receipt of the funds. Minimum information required:

• 2 forms of study identification (Study Title, protocol number, IRB number, Sponsor, etc)
• Name of PI
• Name and signature of research staff performing the transaction
• Name and signature of participant receiving funds*
• Transaction details (date, amount, type of funds)

One copy should be given to the participant and one copy maintained by the custodian. A receipt book may be utilized for this process. An example template can be found here.

*If you cannot obtain patient signature due to the nature of the study, please contact DOPstipends@emory.edu with details to request a waiver.

Once a study has completed and no further payment will be disbursed, the study team must meet with a DOP Finance Management staff member for a final accounting of the payment, to include review of logs and a count of any remaining funds. The Close Out Form (see below) must be completed and submitted to DOPStipends@emory.edu within 2 business days of study closure. Per current Emory processes, any unused cards will need to either be returned for credit or transferred to a discretionary account. 

DOP Close Out From - GIFT CARDS

Emory University Policy 7.28: Payments to Human Research Study Participants

Emory University Policy 2.110: Approval Requirements for Reimbursements and Payments

Emory University Policy 2.113: Institutional Fiscal Responsibility Framework

Emory University Policy 2.114: Fiscal Transactional Roles and Responsibilities

Emory University Policy 2.121: General Purchasing Policy