Forte Participant Payments System - Human Subject Payments - Standard Operating Procedures - Dated May 2024

Sep 19, 2026

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Operating procedure for using Advarra (Forte) Participant Payments at The George Washington University for human subject payments. Describes access control via GW single sign-on and role-based permissions, creation and assignment of protocol records in OnCore or directly in Forte, and visibility rules for protocol financial identifiers. Covers enrolling participants, associating them with protocols, distributing re-loadable debit cards or using direct deposit, and weekly finance reporting for award expenses and 1099 reporting while aligning with IRB requirements.

LanguageEnglish

CategoryPaper Templates

FormatPDF

Pages23

Reading Time8 min

AccessFree to download

Overview

Access Control

Building a Protocol

Creating a Protocol

Defining Visits

Assigning Users to Protocol

Adding a Participant

Assigning Participant to Protocol

Paying a Participant

Finance Division

Paying Forte

1099 Reporting

Operating Procedures when using Forte and Interacting with Participants

Exhibit 1 – Handouts for Participants – Reloadable Debit Card

Exhibit 2 – Handouts for Participants – Electronic Funds Transfer or Paper Checks

The George Washington University Standard Operating Procedures Forte Participant Payments System Human Subject Payments Dated May 2024 Table of Contents Overview Page 2 Access Control Page 4 Building a Protocol Creating a Protocol Page 6 Defining Visits Page 9 Assigning Users to Protocol Page 10 Adding a Participant Page 11 Assigning Participant to Protocol Page 14 Paying a Participant Page 15 Finance Division Paying Forte Page 18 1099 Reporting Page 20 Operating Procedures when using Forte and Interacting with Participants Page 22 Exhibit 1 – Handouts for Participants – Reloadable Debit Card Exhibit 2 – Handouts for Participants – Electronic Funds Transfer or Paper Checks Overview This manual provides the operating procedure to be used when using the Advarra (Forte) Participant Payments system at The George Washington University. Advarra Participant Payments (commonly referred to as “Payments”) is a system that administers payments to participants in an efficient and effective manner. A participant is enrolled in the system once and can then be assigned to one or many protocols operating across the campus (this may happen directly in Payments, or indirectly in OnCore for a protocol that has enabled the integration between the two systems) . Research personnel with access to the system can search for the participant, assign them to their study and pay the participant depending on the roles assigned to the user. The system provides reports that will allow each protocol to review its participant payments and allow for consolidated university‐wide reporting when necessary, such as for 1099 purposes. Advarra Payments eliminates the need for preloaded gift cards and the approval and expense reporting processes associated with purchasing those gift cards. A consolidated report in the system will allow the Finance Division to record the participant payments to the appropriate protocol or study without further approval. The use of this system is not intended to interfere with the IRB approval process. The George Washington University Standard Operating Procedures Forte Participant Payments System Human Subject Payments Dated May 2024 Access to the information within Payments will be controlled as follows: GW Single sign‐on (SSO) technology will be utilized for accessing the system. Roles defined for each user will determine what a user can see or act upon. Roles can provide global access to data or restrict access to specific protocols or studies. Assignment of users to specific protocols (studies) will restrict the user to information within those protocols. Accordingly, a user must have a role and be assigned to a protocol to see any data in Payments. The GW Cancer Center’s Applications Administrator, Clinical Research Programs will be responsible for providing the user’s role within the system. Once the IRB approval is received, study administrators will either create the study protocol in OnCore and turn on the integration with Payments to enable the creation of the protocol record in Payments, or create the study protocol directly in Payments (if the protocol will not be entered into OnCore) . The Protocol Detail screen will contain the Protocol Number, the National Clinical Trial (NCT) Number, the study’s Name and IRB Number. The NCT Number, Study Name and IRB Number are only visible to uses with access to the study. They do not appear on any reports. The Protocol Detail screen will also contain the Financial Reference Number (Banner Alias) and the Internal Reference Number (Project/Task Award Number) . These two items will be used by the Finance Division to record the participant payments to each award each week. Finally, the Protocol Detail screen is where the periodic “stipends” are defined, whether the Protocol or award permits participant reimbursement for travel or other out of pocket expenses and which users have access to the Protocol data base

FAQs

How is access to the Forte Participant Payments system controlled?

Access uses GW single sign-on (SSO). User roles determine what each user can see or act upon, and users must be assigned to a protocol to access protocol-specific data.

How are study protocols created and integrated with Payments?

After IRB approval, administrators either create the protocol in OnCore and enable integration with Payments to create the protocol record in Forte, or create the protocol directly in Payments if it will not be entered into OnCore.

What payment methods does the system support for participants?

Participants receive payments either on a single re-loadable credit card or via direct deposit into their bank account. The method is the same across all protocols in which the participant is enrolled.

Sep 19, 2026

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