Member Responsibilities for a Tremendous Digital Team


Overview


After your Digital Team is created and you begin sending out rewards, the members of the Digital Team will be responsible for tracking the activity within the Digital Team. Payment Services held an in depth training on these topics, the video for this training can be found here

Critical Concepts


Tasks


Reviewing your Tremendous Invoice

Tremendous sends a new invoice each week on Sunday. Payments will be automatically sent at the beginning of the work week. It is your department's responsibility to review the invoice each week and if you notice any discrepancies, reach out to clients@tremendous.com to resolve any invoicing issues. To view your invoice you can follow the below steps:

  1.  Login to Tremendous using your SSO Active Directory login.
  2.  Select Billing.
  3.  Select Invoices.
  4. From here, you will be able to review all invoices that have been billed against your Digital Team. 

Invoices that are under $10,000, will be paid automatically at the beginning of each week. However, if your invoice is over $10,000, you must have your Financial Unit approver review and approve this on the first Monday after the invoice date. Our invoicing is setup with Tremendous at net 2, so payments must be issued by Tuesday. If you are unable to have your Financial Unit review in time, please notify Payment Services via email at paymentservices@ucsd.edu for one-time assistance. This should not be a regular occurrence as it is your study's responsibility to ensure the invoices are being paid in a timely manner. 


Monitoring the Fraud Queue

Your Digital Team will automatically be set up with default fraud controls. When a gift card is flagged for fraud, you will need to review the fraud queue and determine if the gift card does not pose a risk and it okay to send. Instructions on how to do so can be found at this Fraud Prevention link. Since your Digital Team is already setup with the fraud settings, please jump to the portion that states "Reviewing flagged rewards" after you have opened the fraud prevention link.

To review your fraud queue, follow these steps:

  1.  Login to Tremendous using your SSO Active Directory login.
  2.  Select Fraud prevention.
  3.  Select Review queue.
  4. From here, you will be able to review any items pending in your queue.

Contacts for troubleshooting questions

If you need assistance with a gift card order you sent or an invoice discrepancy, please reach out to clients@tremendous.com. In your email, please be sure to include:

If your recipient needs assistance with a card they receive, please have them reach out to help@tremendous.com

 

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

 


Researching Reward History

You can also search your rewards in Tremendous to assist with tracking how much you have compensated a single recipient. 

  1.  Login to Tremendous using your SSO Active Directory login.
  2.  Select Orders & rewards.
  3.  Select Reward history.
  4. From here, you will be able to search criteria to help locate rewards as well.
    1. You can search by the criteria in the below screenshot, or select more filters to search by other available criteria. Once you have your search results, you can also export the information. 

Income Tax reporting requirements

To fulfill UCSD’s tax reporting responsibilities, UCSD is required to obtain the subject's SSN if they will be paid $600 or more in a calendar year to report compensation on IRS Form 1099-MISC. If cumulative payments to a human subject will total $600 or more in one calendar year, the first payment of the calendar year will require a W-9 for U.S. Citizens and Resident Aliens.

Human subject participants should consult with their tax advisor regarding reporting requirements.

Compensation to human subjects who are UC employees will also be subject to 1099 reporting if paid $600 or more in a calendar year.

Non-Resident Alien

All Non-Resident Aliens receiving payments of any amount should be paid via direct payment through Oracle. Non-resident aliens receiving compensation are required to complete a GLACIER record prior to receiving payment as federal and state tax withholdings apply. If an account in Oracle does not exist then you will need to submit a new payee request in PaymentWorks to start the registration and Glacier process. 

Compensation in Confidential Studies

In certain circumstances, research studies are performed in which the privacy of the subject must be protected and the confidentiality of the data[1] maintained. If the study has been determined to be confidential, the procedures for cash, gift cards, scrip and other non-checks are as follows as these forms of compensation can be processed for up to $600 to any one subject in a calendar year:

Total payments to any one subject during the course of a study totaling $600 or more in a calendar year must be paid via direct payment, issued in the form of a check or ACH.  This information will be reported to the IRS, and Form 1099-MISC, will be sent to the payee during the tax season of the calendar year in which the payment(s) were made.


[1] The investigator maintains the confidentiality of the data as this is not required by the IRS.

 

Suggested Forms

Below are suggested forms to utilize for internal record keeping, these forms were previously required by Disbursements & Travel for reconciliation and certification. Disbursements & Travel no longer requires departments to submit this information to us. Departments are responsible for the continued maintenance of financial records and are subject to audits by the Audit & Management Advisory Service (AMAS) team and General Accounting. 

1. Certification of Payment to Human Subjects

2. Participant Log Sheet