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Participant Payments

Purpose

Efficiently manage Mount Sinai research participant stipends using the Advarra Participant Payments platform managed through FACTS. The Participant Payments system is integrated with OnCore so that it reduces duplicate data entry.

Benefits

  • Saving time by reducing data entry and guaranteeing data consistency with OnCore.
  • Automatic pay of stipends – As soon as a study visit is completed, the user simply clicks ‘Pay’ in the system to release pre-approved stipends.
  • Offer participants the ability to view funds and set notification preferences through a web portal or mobile app (Hyperwallet).
  • Offering Mount Sinai research teams an automated system for stipend management.

Steps to Request the Use of Participant Payments for your Protocol

Please note that you are not obligated to use this platform, it is optional for use if the study sponsor has not already provided you with one. The research department must cover the card fees when using this system, it is recommended to negotiate and budget for the fees with the sponsor. 

Step 1: Submit a Request 

Step 2: Protocol & Staff Verification 

  • The OnCore Central Team (OCT) will confirm your protocol is in OnCore and staff are trained to register subjects. This is a requirement for Participant Payments usage. 
  • If training or protocol build is incomplete, these must be addressed before proceeding. 

Step 3: Complete Required Training 

  • No OnCore Access Yet? 
    • Complete OnCore eLearning modules in PEAK 
    • Complete the Participant Payments eLearning module in PEAK. 
      • Search for: Participant Payments – Users training.  
  • Already Have OnCore Access? 
    • Complete the Participant Payments eLearning module in PEAK 
      • Participant Payments – Users training.  

Step 4: Intake & Activation 

  • Once all training, user access, and protocol build (in OnCore) is verified, OCT will hand off to FACTS 
  • The hand off notification sent by OCT in the request ticket, will contain the link for the Intake form to submit to FACTS via email: FACTS-ADVARRA@mssm.edu 
  • FACTS will communicate with you once your protocol has been built and activated in the Participant Payments system 

Step 5: Informed Consent 

  • Ensure your consent form includes language about stipend dispensation via Participant Payments 

Step 6: Card Pickup 

  • Advarra Participant Payment Cards are located at the cashier’s office: 

 1468 Madison Avenue, MC Level 

  • Sign off with the cashier – provide ICN range and Study Cloud Fund  
  • Start with a small batch—cards are billed to your department and cannot be returned 

Step 7: Participant Resources 

  • Download Cardholder Information (English & Spanish) from the CRC Vault 
  • Share with participants: Hyperwallet activation, lost/stolen card procedures, and more 

Step 8: Calendar Amendments 

  • Email updates to stipend visits to FACTS-ADVARRA@mssm.edu 
  • No need to resubmit the intake form for changes 

 

Administrative Departments

Financial Administration of Clinical Trial Services (FACTS)
The FACTS department can help answer questions surrounding the process of paying participants, what to do when there is a lost/stolen payment card, tax questions, or when patient payment information needs to be updated contact the FACTS department – FACTS-ADVARRA@mssm.edu

ORS OnCore Central Team
The OnCore Central Team (OCT) is a dedicated support unit housed within the Office of Research Services providing centralized Participant Payments technical support services.

Their charge includes:

  • Initial intake and setup within OnCore in preparation for use of the Participant Payments platform.
  • User Access Management
  • Development and Maintenance of the Participant Payments Training Program

The OCT can provide general support in how the system works, providing user access, and documenting training only. You can create a ticket with the OnCore Central Team using the OnCore/Payments Service Desk

System Link

Participant Payments

IMPORTANT: This application uses a firewall-protected website. You must use an MSHS on-site computer or connect to the MSHS VPN if accessing remote/off-site.

Access and Training

Participant Payments eLearning Training Module on PEAK is required for all new users.

  1. PEAK Access and Certificate Upload Instructions
  2. Open PEAK
  3. Search “Payments” in the catalog.
  4. Download the Certificate of Completion role-based training. The certificate can also be found under your transcripts.
  5. Open an OnCore/Payments Service Ticket at Participant Payment User Access – Create New User and upload your Certificate of Completion.

Document Download

Please navigate to the Clinical Research Coordinator (CRC) Vault > Documents tab to find a dedicated Participant Payments folder to download documents.

 

Internal IT Systems

External IT Systems

Research 411 Portal

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