Subject Payments

A survey conducted by YCCI querying research subjects on payment for participation in clinical trials showed that payments often take too long and that subjects are hesitant to cash a check for small amounts; the checks also cost money to generate. To address this issue, the Yale University Controller’s Office, working with YCCI, developed a program in which reloadable and preloaded debit cards and gift cards are issued to pay study subjects.

The program is tracked through the Financials console of OnCore, allowing for easy tracking of subject payments. Once patients have been checked in—whether it’s a one-time visit or an ongoing study—a data exchange will be triggered and reimbursement will occur within 24 hours instead of the six to eight weeks now required.

The program, which is used for research reimbursement across both the medical and central campus, has been integrated into the existing workflow so that the processing is accomplished with just one click. The program illustrates YCCI’s efforts to collaborate with vendors that are commonly used in the clinical research environment to formulate solutions utilizing existing standards so that other institutions can benefit from models developed at Yale. This payment program is just one initiative that highlights Yale’s commitment to developing approaches that benefit research institutions across the country.

Both compliance and customer service are improved with this program. It simplifies subject payments for research staff; moreover, the promise of quick payment is a plus for study volunteers.

As of September 30, 2023, Yale University will be transitioning its provider for reloadable cards used for study stipend payments from Bank of America to U.S. Bank.

Consequently, Bank of America will no longer be issuing new reloadable cards, and all future cards will be issued by U.S. Bank. The initial U.S. Bank card will be delivered by mail in 7-10 business days. Extensive planning has been undertaken to ensure a seamless transition with minimal disruption to our valued study participants.

To facilitate the transition process, Bank of America will be sending out checks for any outstanding balances on the cards as of December 31, 2023. These checks will be mailed to the addresses registered in the Bank of America system at the time the card was issued, for each participant.

If you have the opportunity to correspond with your participants before December 31, 2023, we kindly request that you verify the accuracy of their contact information in OnCore to ensure a smoother disbursement process. OnCore and YCCI financial management staff will not be responding to participants directly. Bank of America will be tasked with handling questions from study participants directly at 1-866-213-4074.

We greatly appreciate your cooperation and understanding during this transition period. Our aim is to minimize any disruption and provide you with the best possible payment services. We believe that this change to U.S. Bank will offer enhanced features and benefits that will streamline our payment processes and ensure a seamless experience for your study participants.