Advarra Frequently Asked Questions
- How can I gain access to the solution?
- The solution was populated with more than 2,600 employees. To confirm your access, please send an email to [email protected].
- Non-GW employees such as MFA staff must first be granted an affiliate account vis HRIS. An affiliate account provides a user with an "@gwu.edu" UserID. This is the username when logging into the Forte solution.
- Once an affiliate has a GW UserID, they can be added to the Advarra solution using step "a" above.
- What information do I need to provide when requesting access?
A user requesting access should provide:
- Role defining their responsibilities in the solution (users may be assigned more than one role):
- Protocol Administrator
- Payment Reviewer
- Participant Check-in and Pay
- Payment Card Replacement
- Why is the participant's address 1918 F Street NW, Washington DC 20052 if they have signed up for direct deposit?
At enrollment, in the Advarra solution, GW is not collecting the participant’s address. Therefore, the cardholder’s address defaults to that of the University. When a participant receives $450 in total incentives or stipends within a single calendar year, the Protocol users will collect the participant's address and W9 in preparation for a potential 1099 tax filing with the IRS.
- What is the correct Zip Code to use when a merchant requires this when using the card?
If a participant provides their address at the time of enrollment, the zip code for the card is their zip code.
When a participant is enrolled with no address, the general rule at GW, the system looks to the last card order for the zip code, currently 21047.
- Is it possible to search for participants in Advarra using their study ID number?
No, the participants' file in Advarra is a solution-wide (GW) file. The participant can enroll in multiple studies at the same time, There is no "study participant ID" in Advarra Participant Payments.
- What studies are required to use Advarra ?
- It is our intent to use Advarra as the preferred method of paying all study participants for studies starting after February 17, 2020.
- Studies subject to IRB periodic reauthorization will file a modification to use Advarra upon reauthorization.
- On-going studies (as of February 17, 2020) are not required to use Advarra for participant payments until their study renews or needs IRB reauthorization.
- We understand there may be certain circumstances that make it difficult or inefficient to use Advarra - confidential or blind studies, single payments, etc. If these instances apply to your study, please contact Donna Ginter at [email protected] or 571-553-4276. A mutually beneficial solution will be developed or an exception will be provided for submission with the IRB application.
- It is not our intent to be a hindrance to the research community, but rather to provide administrative solutions to assist study personnel and university compliance efforts.
- How can I order Advarra cards for my study?
- To order Advarra cards, please email [email protected].
- Please allow 2 weeks to receive the cards from Forte.
- Please note the cards cost of $1.50 each plus $0.80 load fee will be billed to the study effective July 1st, 2022.
- Is there a cost for direct deposit payments?
There is a $2.00 load fee for each direct deposit account.
- Is there standard consent language to be used when submitting the IRB application?
Advarra specific language for the informed consent form is included in the consent templates provided on the OHR webpage.