Rellevate FAQ

A: Once your study account is funded, you can request paycards to be shipped to your location (delivery takes approximately 5–7 business days via FedEx or UPS). These cards can be personalized and linked to individual participants in the Rellevate system.

Funds are loaded onto the cards, which participants can use like any standard debit card.

A: Yes. Each account is tied to a specific IRB protocol number and requires setup steps including screenshots, specific language, and form completion.

A: After creating a project/study account in Rellevate, you’ll receive an email with instructions and job aids. To fund the account, submit an invoice via Emburse with all required study details. Once approved, the funds will appear in your Rellevate account.

A: You can estimate the amount needed. Any unused funds will be returned to the original funding source through a JV process submitted by the Office of Procurement Services once the study is closed.

A: Yes. You can submit an additional invoice through Emburse to increase the balance of your study account.

A: Yes. You can email Rellevate to authorize additional users, and roles such as report viewing or payment initiation are being developed.

A: Cards can be ordered in the Rellevate Management Console once your study has been approved. Cards can be embossed (fully customizable) and are shipped within 5–7 business days. You can individually enter in participant information for each card or upload a CSV file with personalization details for each participant.

A: Participants can use the cards at ATMs or anywhere debit cards are accepted. Cards can be reloaded multiple times throughout the study.

A: They receive an email when funds are added, which includes instructions for setting up a PIN, downloading the app, and tracking card activity.

A: No. The system tracks cumulative payments, and once a participant reaches $1,799, you will get a notification that they must submit an IRS form.

A: The only current payment method available is the paycard.

A: No. There are no additional fees to departments or participants.

A: Yes, this is the preferred method. It allows for higher annual payments and better tracking, though use is not mandatory.

A: Only if personalization is requested or if you opt to ship cards to a participants’ address. The vendor must follow the same confidentiality standards as the University.

A: The system supports real-time tracking and blind reconciliations for confidential studies.

A: The University will handle this centrally if a participant exceeds the reportable tax limit.

A: Yes, if necessary. Rellevate supports customizable roles with varying access levels.

A: It mirrors Emburse, including manager approval and charge code review. PI approvals and liability statements are still required.

A: Yes. If all cards are not distributed, they can be returned or reused for another study. Cards expire after 3 years.

A: Yes. If a unique identifier like a student ID is used (example), the cardholder will pre-populate and can be reused across studies.

A: There is a “no-email” checkbox during card assignment. Participants can activate their card by calling the toll-free number on the back.

A: Yes. The system allows you to pull funds from the appropriate study budget when making payments.

A: Yes. Administrators can select English or Spanish, and all cardholder materials will be provided in the chosen language.

A: Name and birth date is required. Address may be needed for online shopping verification. If you opt to use a university address for this, you will want to share this with the participants.

A: No, non-resident aliens must be paid through UPB using the foreign national e-form.

A: Yes, if you are authorized. Proxy access is being developed to support this workflow.

A: Data is stored securely in the Rellevate system for 5 years. Retention policies are being aligned with university and grant requirements.

A: No. A participant’s name and birth date must be captured for tracking and compliance. You will be able to leave off participant information on the card embossing if you wish to do so.

A: Yes, currently only physical cards are supported. Digital options may be added in future updates.

A: Not at this time. Only loadable cards are available.

A: After submitting a study request in Rellevate, you’ll receive an email prompting you to submit an invoice in Emburse. This triggers the ACH payment to fund the study.

A: Yes, but only minimal data is shared. Confidentiality standards are strictly followed.

A: Only essential data is collected, and safeguards are in place to protect participant privacy. The system was designed with input from the IRB and Office for Protection of Research Subjects.

A: If a card is stolen, it can be deactivated and replaced. Participants should report lost cards immediately.

A: No. The cash advance process will continue to be available as an alternative.

A: Yes. Cards can be shipped directly to participants’ home addresses for remote studies.

A: No additional cost is charged to departments for card issuance.

A: Yes. The system is designed to meet audit requirements, including retention policies.

A: No. Participants do not need to be vendors to receive payment via Rellevate.

A: Rellevate offers better security, compliance, and tracking. It eliminates the need to store or distribute cash and provides a clear audit trail.

A: Yes. Cards can be loaded with any amount needed, even small payments.

A: The system requires two cards – but if only one is needed you can always just order two and not use the other one.

A: Rellevate offers downloadable reports (similar to bank statements) that track spending, available funds by study, and individual participant transactions.