Subject Travel Initiative
Septeric has implemented a service with Paragon Global CRS to provide travel and reimbursement services for participants and caregivers who travel to visits for the ST123-0987 research study. The services offered through this program include air and train transportation. If needed, hotel accommodations, ground transportation, meal per diem, and travel-related expense reimbursements for participants and caregivers. The purpose of this travel policy is to provide a guideline for study participant travel eligibility and travel program registration process.
We want to ensure that the participant and caregiver have a complete understanding of the services provided and are comfortable with all travel arrangements. Your site staff will be instrumental in this process. We want to ensure that your site staff fully undestands how to utilize this service and explain the program to the participant and caregiver.
If you have any questions, please contact Paragon Global CRS at 1.888.429.5875.
REGISTRATION
During the first visit, you will need to discuss the Study Subject Traveling Initiative with the participant. Please have the subject-facing Travel Participant Initiative Letter available for participants and caregivers to review. If the participant elects to participate in the program, proceed to register the patient via the Caregiver-Patient Registration document and instructions.
ELIGIBILITY
Any participant in need of transportation services will be eligible for the travel program. Any special circumstances that require services beyond those outlined below should be forwarded to Paragon Global CRS for approval.
SERVICES
Please find a summary of travel expenses covered in this program below. As each participant’s circumstance will be unique, they may utilize some or all of the services listed below.
Air/Rail Transportation: Round-trip air/rail transportation to study site.
Hotel Accommodations: Hotel arrangements will be planned for a one-night stay prior to the visit. If needed, additional nights can be provided with approval.
Ground Transportation for Participants Traveling by Air: Car services will be provided at the arrival airport to the site or hotel, and the subject and caregiver will be greeted by the car service representative at baggage claim. Caregivers who accompany the participant to the study site will take taxis to and from the study site and hotel as necessary. After the visit, the participant and caregiver will use taxi service to the airport. Taxi fares will be reimbursed via the expense report form provided.
Ground Transportation Using Personal Vehicles: Personal vehicle mileage will be reimbursed at the standard IRS mileage rate. Participants electing to travel using their own personal vehicle will still need to be registered for the program to qualify for mileage reimbursement. When registering, participants using their personal vehicle can simply select N/A for air and rail transportation.
Meal Per Diem: Participants will be provided a Paragon Global CRS Mastercard to use for meals during study related travel. The amounts for meal per diem will be based on the study site location IRS per diem rate.
Other Travel-Related Expenses: All other eligible travel-related expenses should be reported on the Travel Expense Reimbursement form that will be provided to the participants during registration. Eligible travel expenses will include: airport parking, mileage, tolls, bag fees, and taxi fares. Please have the participant record all eligible expenses on this form and provide all receipts – originals, scans, or copies – for full reimbursement approval. Travel Expense Reimbursement forms should be submitted to Paragon Global CRS by fax, HIPAA-compliant upload, or USPS. These instructions are listed on the expense form.
FUTURE VISITS
After the initial registration, Paragon will have all necessary information to make arrangements for continued visits. Please email the scheduling grid to Paragon as visits are scheduled and we will contact the participants to make arrangements.
ADDITIONAL INFORMATION (PER DIEM)
Paragon will be providing your site with Paragon Global CRS expense cards to issue participants. Based on the duration of stay for the visit, the card will be loaded with per diem rates for food expenses. Participants should keep this reloadable card and we will add per diems for future visits as they occur.
