Human Subject Payment (HSP) Program

1. Human Subject Payment (HSP) Program Treasury Management Finance and Accounting

2. HSP: Today’s Topics • Overview • Current processes • Developing the new system • New items • Walk through each process • How to test using the spreadsheets • Tips/reminders for getting the most out of the testing • Q&A

3. HSP: Current Processes • Cash • Gift Cards/Gift Checks • Checks • Personal Reimbursement

4. HSP: Current Processes -Drawbacks • Difficulties in obtaining and returning Gift Cards • Process can be inconsistent and inefficient • Time consuming • Delays in payments to participants • Issues with remitting/storing Participant Information • IRS reporting not complete • Concerns for security of Participant Information • Limited oversight of payments • After the fact Personal Reimbursement issues

5. HSP: Developing New Process • Included interested central offices • IRB • DSR • C&G • Faculty • Privacy Office • IT Security • Enterprise Systems • Finance & Accounting / Treasury Management (TM)

6. HSP: Developing New Process • Represented by departmental users • Department of Medicine • Psychology • Food Science and Human Nutrition

7. HSP: New Process • One central office for registering studies and processing all payments (except AP checks and payments to non-resident aliens) • Central purchasing/returns of gift cards • Prepaid debit card option (at reduced cost)

8. HSP: New Process • Secure PeopleSoft-based platform for recording participant payment information • Enables reliable IRS reporting • Improved tracking of participant payments • Reduces need to maintain sensitive data at dept. • Work flow for approval by Department/ College and Treasury Management

9. Application in PS HSP: New Process • Dept/ Coll Approval • TM Approval • Request more funds; Finish Study / Close Fund

10. New items - HSP program • Prepaid Debit card option • TM will carry an inventory of blank cards so they can be assigned quickly • Cards will be re-loadable • No extra cost to the study for using the cards • You can order cards to be loaded with specified amounts • OR you can receive blank cards and tell TM what to load on each one as you need them

11. New items - HSP program • Tiers (what are they and how will they work) • New limit for requiring SSN collection is >$75 • Tier 1will be assigned when expected payments to a participant in a calendar year are $75 or LESS • Only Name and Address must be collected, not SSN • Tier 2will be assigned when expected payments to a participant in a calendar yearare MORE than $75 • Name and Address and SSN must be collected

12. New items - HSP program • Tiers (what are they and how will they work) • Tier 3 will be assigned when, due to some extremely unusual issue, the study cannot collect SSN’s and/or names of participants. This will be rare and will require an exemption from the IRB and Tax Office. • Tier 4will be assigned when the study is designated as anonymous (not just confidential) by the IRB. No actual personal data from participants will be required in payment logs. Instead some study assigned identifier will be used.

13. New items - HSP program • Recording payments in system before replenishing the fund • Current system may or may not require this documentation depending on how subject(s) are paid by the study • Crucial that we develop a process where payments are recorded regularly • New system is encrypted and secured by security roles to ensure confidence and promote an easy way to maintain records.

14. HSP: Key Element - Secure Database • Separate tables • You will be able to enter information separately into each • Participants • Project • Payments • No longer need to keep sensitive data logs in departments

15. HSP: Timeline of the project • Tested in TST (test environment) • Migrating to QAT (beta) week of May 20th • Testing by TM and pilot departments for 12 weeks • Migrate to PRD (production) August 12th • Another 12 weeks of use by pilot departments • Campus go-live November 12th

16. Steps to HSP Process in PS • Create a Study Fund Request which includes: • PI/Dept Contact/Custodian information • IRB information • Type of payment(s)/ denominations/details • Amounts requested • Chartfield information • Submit into workflow • Department approver and TM approve • Payment types are obtained and provided

17. Steps to HSP Process in PS • Register Participants • Record Payments • Replenish funds (obtain more payments) as needed • Modify SFR if necessary by changing: • Custodian/PI/Dept Contact • Chartfield information • Totals (participants, amounts requested, amounts paid) • Payment types and/or amounts

18. Creating a Study Fund Request

19. Creating a Study Fund Request

20. Creating a Study Fund Request

21. Creating a Study Fund Request

22. Creating a Study Fund Request

23. Creating a Study Fund Request

24. Creating a Study Fund Request You can save entered information and Submit later. SFR# will be assigned when you save.

25. Creating a Study Fund Request

26. Creating a Study Fund Request • SFR is now routed through workflow • An email is sent to the department approvers • An email is sent to TM to let them know that this SFR is in the queue • Department approver will review the details of the request. (Including IRB end date, funding availability, and reasonableness of request • Then click with Deny (after first entering Workflow Comments) or Approve

27. Creating a Study Fund Request • SFR is now routed back to initiators if it was Denied or on to TM if Approved. • TM will review the request and add the appropriate Tier Level. • They will review the requested amount to ensure that it is enough for two months and enter the receipt/card numbers if available. • They will then click with Deny (after first entering Workflow Comments) or Approve

28. Creating a Study Fund Request

29. Payment Log–Register Participants

30. Payment Log–Register Participants

31. Payment Log–Register Participants

32. Payment Log–Register Participants

33. Payment Log–Register Participants

34. Payment Log–Register Participants

35. Payment Log–Register Participants

36. Record Payments

37. Record Payments

38. Record Payments

39. Record Payments

40. Replenishing the Fund

41. Replenishing the Fund

42. Replenishing the Fund • Submit sends the request to TM • No need to get Department approval as this is just a replenishment and not a change to the original SFR • TM • Reviews • Approves (or Denies with comment) • Obtains payment type

43. Modifying the SFR

44. Modifying the SFR

45. Modifying the SFR

46. Modifying the SFR

47. Modifying the SFR

48. Modify the SFR • SFR is now routed through workflow againas this is a change in the request that needs Dept/Coll approval

49. Beta Testing • Allows you to test drive the new software system in a simulated real world environment • Anything and everything you can catch now reduces the chances of production problems when the solution goes live • Use the HSP Test Script Spreadsheet as your guide • Report defects to 62448testing@ad.ufl.edu

50. How to test using worksheets • See the UF Human Subject Payments (HSP) Beta Testing Guide handout • Each tab is a separate process that needs to be tested • Record your results/comments in the last column to help the team improve the process or resolve any problems you find