Advarra Frequently Asked Questions
- How can I gain access to the solution?
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- 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?
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A user requesting access should provide:
- UserID
- 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?
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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?
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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?
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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 ?
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- 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?
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- 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?
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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?
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Advarra specific language for the informed consent form is included in the consent templates provided on the OHR webpage.