How to Submit a Requisition to Create a Tremendous Digital Team for Human Subject Digital Gift Cards


Overview

In order to be granted access to a Digital Teams in Tremendous for your study, please submit a requisition following the steps outlined below. This will create the Purchase Order that will be charged for weekly invoices. Payment Services held a focused training on this process. You can review the training at this link. 
 

Critical Concepts

Steps to Take

  1. Open Oracle.
  2. Select the Procure to Pay tab, and then select the Purchase Requisitions module.
    1. Before you are able to select the specific form, you might be prompted to set up your requisition preferences. The attached video has instructions on how to set these up.
  3. Select Tremendous Digital Team (Human Subjects).
  4. Certain fields will autofill, please do not change these.
    1. Item Description should not be changed.
    2. Purchasing Category Name should not be changed.
    3. Supplier should not be changed.
  5. For the top portion of the form, please fill out only the amount.
    1. The amount will be the budget that is set up in Tremendous as well as the Purchase Order amount. You will not be able to order gift cards once the budget amount is exceeded:
    2. This will be your budget for your Digital Team. Please enter the funds that you have allocated for human subject compensation for digital gift cards only.
      1. If your study still has a need for physical gift cards ordered through Disbursements or a need to use your Human Subject Procurement Card for other gift cards, please work with your fund manager and department to determine how much of your budget should be allocated towards your Digital Team.
        1. For example, if your study has a $15,000 budget to compensate your human subjects, but you know about one third of your human subjects want physical gift cards, you would set aside $5,000 of your funding for physical gift cards and only enter $10,000 as the amount on this form. This ensures that the funds entered here will only be used for digital gift cards to be ordered through your Tremendous Digital Team. 
    3. Once you reach your budget in Tremendous, you will be blocked from sending additional cards out. 
  6. Attach required forms.
    1. This is completed by selecting the + button.
       
    2. The required attachments include:
      1. Approved IRB.
        1. Please highlight both the expiration date and the compensation details portion. (If your study does not expire, please highlight where it states that in the IRB).
      2. Digital Team Member Template, attached here.
        1.  This template can also be downloaded directly from the requisition form as you will see in the above screenshot. 
        2. This template needs to include everyone you wish to grant access to the Tremendous Digital Team, including the requestor (if they need access).
          1. Please note, everyone listed on this form will have access to send gift cards using the budget until it is depleted within Tremendous.
        3. Include the UCSD Employee Name and UCSD Employee Active Directory SSO email for each individual.
  7.  For the bottom portion of the form, please fill in the following: 

    1.  IRB number.
    2.  IRB Study name.
      1. There is a 20 character limit, please feel free to abbreviate if necessary. 
    3. "Does IRB have an expiration date? If yes, provide below."
    4.  IRB Expiration date.
      1. Enter as MM/DD/YYYY.
      2. If none, leave empty.
    5. Confirm you have attached the necessary documents.
    6. Confirm that you understand that as a Tremendous Digital Team, the amount entered on this form will only be used for digital gift cards ordered through your Digital Team.
      1. If you need to use your Human Subject Procurement Card or order physical gift cards through Concur, you have funds that you did not include in your budget set aside. 
    7. Confirm you have read and understand the Tax Certification.
    8.  Select Add to Cart on the top right corner, and then select the shopping cart to review and check out. 

    9.  When checking out, you will be prompted to enter information such as your chart string. For detailed instructions on how to check out, please watch the attached video.
  8. The request will now go through the appropriate approval flow. Once your Digital Team has been approved and created, you will receive an email from Payment Services. You will also receive an email from Tremendous to join the Digital Team. 
    1. Note, approvals must be completed by your Financial Unit Approver and Department Head.
    2. For additional assistance with checking the status of your requisition after you have submitted it, please watch the attached video. 

Additional Information

If you still have questions or need additional assistance, please submit a ticket to Payment Services using the following service offerings:

About: Banking, Cash & Card Products

Related to: Gift Cards

More Specifically: Gift Cards (Human Subject Compensation) and Payment to PI