The most common use for eCheck is to send payments to subjects for study visits.

• eCheck training information: http://pulse.partners.org/services/training_echeck.htm

Subject payments

To submit a request for a subject payment, refer to the information that the subject provided at the study session.  You will need their full name, mailing address, and their social security number. You also need the fund number of the study.

• Login to PeopleSoft
• Navigate to: Financial Production/Accounts Payable/Vouchers/Add/Update/Regular Entry (bookmark it!)
• On the first form, fill in the “gross invoice amount” with the amount the subject will be paid. Click “Add”, and this advances to the second form.
• Fill in the subject’s information under the “single payment vendor” tab. If the subject does not have a SSN, enter “foreign” in this field.
• Click on “invoice information”.  Fill in the Dept. Number with six zeroes: 000000. Then fill in the “Account” as 990000, and the “Fund” as the grant number you are paying the subject with
• Click Save, then “printable view” and print the receipt
• Store the receipt in file cabinet
• Update the Subject Payment Log (under common/confidential/)

Issues

• If a subject has a problem with a check (typically they’d say in never arrived in the mail) contact Client Services at 617-726-2142.  They can tell you whether the check was mailed, and when, and to what address. And they can tell you whether it was already cashed (and even send you an image if the check, if you need to prove to the subject).
• If the check is truly lost, Client Services can stop payment and issue a new check.  But they won’t do this until 45 days after the check was sent.
• Cathy O’Connell is the manage of Research Finance at McLean, and she is in charge of eCheck training. She is also a great resource for any questions about reimbursements, check requests, expenses or petty cash.