Identify Roles for Participant Payments within your study team

Your study team will need to identify who will do what role(s) in Participant Payments. The full list of permissions for each role is listed in the table below.

Roles are system-wide; they cannot be customized for individual protocols.

You are asked to specify which role(s) you will need when submitting your Access Request.

• If you need to change the requested role(s) after you have submitted the request, communicate that with the Support Team.

General information about roles:

• Study Coordinators will mark visits as occurred in Payments ("Participant Confirmation")
  • They may have ability to pay stipends directly after first visit is approved ("Participant Confirmation +Pay"), or your team can opt for stipend payment to always be done by a Reviewer
  • Participant Confirmation + Pay CANNOT be paired with Financial Reviewer
    
    
• Financial Reviewer must be someone who will not mark visits as Occurred in Payments
  • They will approve payments documented by "Participant Confirmation" users
  • Financial Reviewer CANNOT be paired with Participant Confirmation +Pay
    
    
• Financial/Protocol Coordinator is the person who will build the visits and program the stipend and reimbursement amounts into Payments
  
  • May be paired with Financial Reviewer OR Participant Confirmation +Pay but not both 
• Principal Investigator/Program Manager role in Payments is a backup to the Financial Reviewer but does not have access to PHI.
  • PI/PM staff can choose this or other role, if more appropriate
  • Staff who are not a PI/PM can have this Payments role if needed
    
    
• Custodian provides oversight at the business unit/department level and manages departmental cards
  • Generally held only by a departmental administrator
  • Must be requested separately (not available on the Access Request form)
• Dean's Office approves protocols to be in Payments, reviews and authorizes reimbursements
  • This is reserved for Dean's Office staff

UW Roles and their Permissions in Participant Payments

Role → Permission ↓	Participant Confirmation	Participant Confirmation + Pay	Financial/ Protocol Coordinator	Reviewer	Principal Investigator/ Program Manager	Custodian	Dean's Office
Build Protocols
Edit Protocols
View PHI
Add Participants
View Participant List
Check In Visits
Pay Stipends
Pay Reimbursements
Review Payments
Replace Payment Cards
Run Reports

= Global access (all protocols)
           - means you have that permissions throughout the system whether you are listed on a protocol staff list or not

= Assigned protocol access
          - means you will only be able to do the task for a protocol where you are listed on that protocol's staff list in Payments

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