1. WePay Implementation Updates
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/ 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 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 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 System is down
If you are not receiving s 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