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Greenphire is a clinical trial payment software used by UC and UC Health to compensate subjects for their participation in research studies.
Participants receive their payment on a reloadable debit card called a "ClinCard".
This method makes payments quick and easy while also allowing for financial tracking and reporting through the online portal.
Determine system setup
Greenphire is used by both UC Health and the University of Cincinnati. It is important to consider which entity the study is contracted through because that will determine which Greenphire system it is to be set up in.
As of July 1st 2021, new industry trials are contracted at UC, therefore Greenphire will be set up at UC . The UCH Greenphire form is still active to allow for card requests for studies continuing at UCH.
Keep your account active
Greenphire automatically locks accounts that are inactive. Please take precautions to prevent this from happening by logging in briefly at least once every month.
In order to have a study utilize the Greenphire payment system, the study must first be set up in the platform.
Choose the resources that most closely match the entity you will be conducting your study with.
Money transferred to ClinCards that is payment for participation is taxable income. Reimbursement is not taxable. A Form W-9 must be obtained from every subject who is registered in the Greenphire system. Please ensure that all required information is filled out and legible.
Study teams must keep record of the W-9. At the end of the tax year, the contracting entity will prepare 1099-MISC forms for participants making greater than or equal to $600.
It is also important to be aware of what type of transaction you are making in Greenphire. Payments or stipends are taxable income, while reimbursements are not. Take a look at the ClinCard Taxable vs. Non-Taxable Payments document if you have questions about how different payments are handled in the system.
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