Q: How do you pay participants in the Rellevate system?
A: Once your study account is funded, you can request paycards to be shipped to your location (delivery takes approximately 5–7 business days via FedEx or UPS). These cards can be personalized and linked to individual participants in the Rellevate system.
Funds are loaded onto the cards, which participants can use like any standard debit card.
Q: Can accounts be created for specific studies?
A: Yes. Each account is tied to a specific IRB protocol number and requires setup steps including screenshots, specific language, and form completion.
Q: How are funds added to the account?
A: After creating a project/study account in Rellevate, you’ll receive an email with instructions and job aids. To fund the account, submit an invoice via Emburse with all required study details. Once approved, the funds will appear in your Rellevate account.
Q: What if I’m unsure how much I’ll need?
A: You can estimate the amount needed. Any unused funds will be returned to the original funding source through a JV process submitted by the Office of Procurement Services once the study is closed.
Q: Can I add more funds later?
A: Yes. You can submit an additional invoice through Emburse to increase the balance of your study account.
Q: Can I authorize other users to manage the study account?
A: Yes. You can email Rellevate to authorize additional users, and roles such as report viewing or payment initiation are being developed.
Q: How are cards ordered and personalized?
A: Cards can be ordered in the Rellevate Management Console once your study has been approved. Cards can be embossed (fully customizable) and are shipped within 5–7 business days. You can individually enter in participant information for each card or upload a CSV file with personalization details for each participant.
Q: How do participants use the cards?
A: Participants can use the cards at ATMs or anywhere debit cards are accepted. Cards can be reloaded multiple times throughout the study.
Q: How are participants notified of payments?
A: They receive an email when funds are added, which includes instructions for setting up a PIN, downloading the app, and tracking card activity.
Q: Is an IRS form needed for payments over $200?
A: No. The system tracks cumulative payments, and once a participant reaches $1,799, you will get a notification that they must submit an IRS form.
Q: What are the payment methods available?
A: The only current payment method available is the paycard.
Q: Are there fees for using Rellevate?
A: No. There are no additional fees to departments or participants.
Q: Will this replace University cash/checks for subject payments?
A: Yes, this is the preferred method. It allows for higher annual payments and better tracking, though use is not mandatory.
Q: Will the card vendor see participant information?
A: Only if personalization is requested or if you opt to ship cards to a participants’ address. The vendor must follow the same confidentiality standards as the University.
Q: How is IRB compliance tracked?
A: The system supports real-time tracking and blind reconciliations for confidential studies.
Q: Who sends tax information to participants?
A: The University will handle this centrally if a participant exceeds the reportable tax limit.
Q: Can college business staff access transaction data?
A: Yes, if necessary. Rellevate supports customizable roles with varying access levels.
Q: What is the approval process for transactions?
A: It mirrors Emburse, including manager approval and charge code review. PI approvals and liability statements are still required.
Q: Can unused cards be returned?
A: Yes. If all cards are not distributed, they can be returned or reused for another study. Cards expire after 3 years.
Q: Can one card be used for multiple studies?
A: Yes. If a unique identifier like a student ID is used (example), the cardholder will pre-populate and can be reused across studies.
Q: What if participants do not use email?
A: There is a “no-email” checkbox during card assignment. Participants can activate their card by calling the toll-free number on the back.
Q: Can budgets be differentiated by study?
A: Yes. The system allows you to pull funds from the appropriate study budget when making payments.
Q: Will handouts be available in Spanish?
A: Yes. Administrators can select English or Spanish, and all cardholder materials will be provided in the chosen language.
Q: What information is required to assign a card?
A: Name and birth date is required. Address may be needed for online shopping verification. If you opt to use a university address for this, you will want to share this with the participants.
Q: Can Foreign Nationals be paid?
A: No, non-resident aliens must be paid through UPB using the foreign national e-form.
Q: Can I assign cards on behalf of a PI?
A: Yes, if you are authorized. Proxy access is being developed to support this workflow.
Q: Where is recipient information stored and for how long?
A: Data is stored securely in the Rellevate system for 5 years. Retention policies are being aligned with university and grant requirements.
Q: Can cards be assigned anonymously?
A: No. A participant’s name and birth date must be captured for tracking and compliance. You will be able to leave off participant information on the card embossing if you wish to do so.
Q: Is a physical card required?
A: Yes, currently only physical cards are supported. Digital options may be added in future updates.
Q: Are e-gift cards supported?
A: Not at this time. Only loadable cards are available.
Q: What is the Emburse portion of the process?
A: After submitting a study request in Rellevate, you’ll receive an email prompting you to submit an invoice in Emburse. This triggers the ACH payment to fund the study.
Q: Is participant data stored in a third-party vendor’s database?
A: Yes, but only minimal data is shared. Confidentiality standards are strictly followed.
Q: How is HIPAA compliance handled?
A: Only essential data is collected, and safeguards are in place to protect participant privacy. The system was designed with input from the IRB and Office for Protection of Research Subjects.
Q: What if a card is stolen in the mail?
A: If a card is stolen, it can be deactivated and replaced. Participants should report lost cards immediately.
Q: Will cash advances be replaced?
A: No. The cash advance process will continue to be available as an alternative.
Q: Can cards be mailed to participants?
A: Yes. Cards can be shipped directly to participants’ home addresses for remote studies.
Q: Is there a cost for new cards?
A: No additional cost is charged to departments for card issuance.
Q: Will audits accept data retention limits?
A: Yes. The system is designed to meet audit requirements, including retention policies.
Q: Do payees need to be vendors in the system?
A: No. Participants do not need to be vendors to receive payment via Rellevate.
Q: Can we compare cash advance vs. Rellevate?
A: Rellevate offers better security, compliance, and tracking. It eliminates the need to store or distribute cash and provides a clear audit trail.
Q: Can we assign a card for a $2 payment?
A: Yes. Cards can be loaded with any amount needed, even small payments.
Q: Is there a minimum # of cards that have to be issued with each study? Or can they just order 1 card for a study?
A: The system requires two cards – but if only one is needed you can always just order two and not use the other one.
Q: What other features does the Rellevate interface provide?
A: Rellevate offers downloadable reports (similar to bank statements) that track spending, available funds by study, and individual participant transactions.