WePay Implementation Updates

1. WePay ImplementationUpdates How many people are still using Par-checks?

2. WePay Training • Training for Study Coordinators (SC) and Study Aides (SA) • 9 training sessions (Jan. 14th to Feb. 12th) • Training sessions have ended (for now) • WePay User Manual v1.0 (July 2007) • Read and follow the User Manual • You can request a User Manual from your grant specialist

3. Social Security Exemption • Request social security exemption form from your grant specialist • Not eligible if total payments exceeds $100 per research subject during a 12 month period • Send request to Dr. Chris Ryan for approval

4. WePay Cards • Don’t preload cards before a subject visit • When you load a card the research project is charged for the amount loaded on the card • WePay can not remove funds from a loaded card and credit the research project • This has been added to the Wish List for future updates • Card load limit is $1,000 per load • If you need the load limit increased please contract your grant specialist

5. WePay Cards continued • If the subject does not show up and the card has been loaded you can either: • Save the card for the subject in a secure place if the subject will be seen in the near future • Cash out the card and deposit the funds into the research project through the OGC Office

6. WePay Cards continued • Cash out the card procedure • Remove funds from the card via ATM or teller • Write a check payable to the University of Pittsburgh for the amount the card was cashed • Send the WePay card, check and cover memo/email to Rich Berneburg who will deposit the check into the project account • Please state in the cover memo: • Last six digits of the card, amount to deposit, and project account number

7. WePay Cards continued • Disabled Cards • Don’t disable a card that has funds on it • Send all disabled cards to Rich Berneburg with a memo of explanation

8. WePay Payments • It is recommended that subjects cash out the full value of the card in one transaction • ATM’s usually give out currency in $20 increments; maximum allowed per day is $600 • Can withdraw the full amount from a teller at Citizens Bank only at the Oakland branch • The subject will need to know the balance on the card if they are using it at a merchant location • Insufficient funds description will show if the amount of the transaction is greater than the card balance

9. End Dates • Payments to participants are permitted after the Study start date and before the earlier of IRB Expiration date or Project end date, whichever comes first • Study start date must be later than or equal to both IRB approval date and project start date • An email is sent to the PI, ADM, SC when the IRB expiration date is 90, 30, 5…1 day(s) away from the current date • Send revised IRB end dates to your grant specialist who will update the IRB end date field

10. End Dates continued • Project end dates • No email is sent out notifying that the grant end date is approaching • OGC has established new procedures to track project end dates for WePay • If you know your project end date has been changed let your grant specialist know so they can update it in WePay

11. WePay • Incorrect email address • If you are not receiving emails from WePay contact your grant specialist • System is down • Give a card to the subject and activate the card when the system is back up • Record card number, subject’s name, amount, preferred PIN #, phone number to call when the card is loaded

12. WePay • PIN number – be sure you know the PIN number on the Make a Payment – Review and Load screen • The PIN number will not be displayed again and it can not be retrieved from the system

13. WePay • If you are having problems with WePay please contact: • Your Grant Specialist • Rich Berneburg or Carl Beck • Tom Berkhoudt