Subject Payment Gift Cards

[Jerian Lind]

I have a couple studies that use gift cards for subject payments.  Typically, they go through the gift card program here at the U.  On occasion, they have to buy one with a PCard (this is Emergency Medicine, so they don't always have advanced notice when they need a card) and they've always bough Visa cards.  Recently, I received a request to reimburse a study coordinator for BP gas cards.  I inquired:

1.  Why this was an out of pocket purchase instead of using the U's program or a PCard and 

2.  Why the deviation from the Visa cards.  

 

The lead study coordinator role is in the process of switching to a new person and the new coordinator doesn't have a PCard yet, so she purchased out of pocket.  I'm okay with this as long as they're still keeping record of all cards bought and distributed.  What I'm wondering about is the venue for which the card was bought.  It seems off to me to have them give specific gas cards to the subjects.  I'm told this is what the subjects requested.  Anyone have thoughts on this?

Thanks!

[Jerian Lind]

to clarify - funds are fixed price federal pass through

[annemo...@gmail.com]

Have you taken a look at the new ClinCard program? It makes issuing JIT gift cards a breeze. Contact Alicia Theisen in the controllers office. Her number is 4-3426

Anne

[Jerian Lind]

Thanks, Anne!  Is this the same program that we use form 1798 for?  Or is this something different?  Definitely something to look into.

In the mean time, we confirmed that the consent form for the study did not specify "Visa" and only said "gift card".  The subjects had requested the gas cards, so we documented in the same way we normally do and I approved the reimbursement.