• OnCore Protocols
• All other Protocols
• Ad Hoc Stipends
• Set Visit Reimbursement
• Set Visit Stipends
• Reimbursement Limits
• Add Staff

Protocol Set up for OnCore Protocols

If your protocol is in OnCore it will be sent to Payments once your Department and SMPH Dean's Finance office approves the Advarra Payments Request Form

Protocol Details

1. From the Menu navigate to Payments > Protocols
2. The Protocols landing page opens, where you can see all protocols in the system and you can search for your protocol by any of the following fields:
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   • Protocol Number: OnCore Protocol Number
   • NCT ID:                   NCT followed by 8 digit number if entered into OnCore
   • Protocol Name:     OnCore Protocol Title
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3. In the protocol record click 'Edit'
4. Enter information in Protocol Details using the Data Field Definitions listed below
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5. Scroll down and click 'Save'

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Data Field Definitions - click to expand/collapse a list of fields and requirements for entry

Protocol Set up for all other Protocols

If your protocol is not integrated with OnCore, you need to create your protocol manually once your Department and SMPH Dean's Finance office approves the Advarra Payments Request Form

1. From the Menu navigate to Payments > Protocols.
2. The Protocols landing page opens, where you can see all protocols in the system.
3. Click New Protocol
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4. The screen will open and enter the following information
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   • Protocol Number: [PI Last Name]_Short title_ProtocolID
     • • e.g. Collins_GENE Study_MK1234
       • (This should match the protocol number used on the Protocol Request Form sent to the SMPH Dean's Finance office)
   • NCT Number: NCT followed by 8 digit number
     • • (leave blank if not registered with clinicaltrials.gov)
   • Protocol Name: Protocol Title
5. Click Create and the protocol is saved.
6. To enter the rest of the Protocol Details click Edit
   • 
7. Then complete entering all of the Protocol Details following the Data Field Definitions above
8. Scroll down and click 'Save'

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Ad Hoc Stipends

To Allow Ad Hoc Stipends set this field to 'Yes'

1. An Ad Hoc Stipend allows the study coordinator to enter any amount for an unplanned visit or procedure to provide additional payment to participant.
2. Select 'Yes' for those visits to allow Ad Hoc Stipends to be added.

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Set Visit Reimbursements

To Allow Reimbursements set this field to 'Yes'

1. You can select which visits allow Reimbursements by selecting type of reimbursement by clicking in field
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2. All reimbursements must follow the UW Travel Policies.
3. Scroll down and click 'Save'

• Receipts are required to be electronically attached to the visit when documented.
• For mileage, a map is required to support mileage claim.
• Do not attach anything with protected or confidential information.
  • Redact credit card and social security numbers.
  • When reimbursing research subjects, it may be necessary to redact anything with details of the research being done. Map printouts for research subjects may use a nearby location instead of the research subject’s home address.

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Set Visit Stipends

Use this section to set the stipend payment amounts for each visit.

1. In the Visits or Unscheduled Visits tables click 'New Visit'
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2. Enter the visit name and payment amount
3. Set visit to 'Active' by selecting 'Yes' (if visits are discontinued at a later date you can change this to 'No')
4. You can also identify whether there is a reimbursement associated with the visit or allow ad hoc stipends
5. Continue adding visits 
6. Use arrows in the 'Order' column to rearrange visits.
7. Scroll down and Click 'Save'

Review Payments: Protocol Set Up Unique Cases to determine the best way to set up your protocol visits in the system.

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Reimbursement Limits

It is recommended to enter Reimbursement Rules for each protocol to remind study coordinators the limits.

1. Follow UW Travel Policies
2. Use the 'Guidelines' field to provide any additional instructions to study coordinators.
3. Characters in this field should be limited to 300.
4. Any Maximums set will trigger a warning if an amount exceeds the limit.
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5. The Reimbursement will still be sent for Review, but may be rejected by SMPH Dean's Finance office.
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6. Scroll down and click 'Save'

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Add Staff

To Add Staff to your protocol click 'Save' to close the Edit screen

Scroll down to the Protocol Users section

1. You will need to add any staff to your protocol that will need to :
   1. Edit protocol settings
   2. Check-in Participants
   3. Pay Participants
   4. Review Stipends
2. Click 'Add' and a pop up window will open
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3. Begin entering user name in 'User' field and click 'Add' (user must have an account in system before you can add them to protocol. See Clinical Trial Systems Lookup Tool  to search for user's account status)
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4. Click 'Add' or select 'Add and New' to keep adding more users.

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