Skip to main content

Payment requests

A payment request is an inquiry to perform financial compensation for a service. In a clinical trial, payment requests are created to maintain financial operations between the sponsor and their vendors or other involved parties, such as sites, labs, and research facilities.

In EDC, the complete list of all payment requests of your study is available under the Site Payment > Payment Request page. The significance of all the available payment request details you can find in the following table.

Payment request list in EDC
Figure 1. Payment request list in EDC

Column

Details

Request ID

Represents the unique identification number assigned to the payment request upon creation.

Select the arrow symbol arrow_up_solid.png next to the ID to expand the request details, such as payee type, payee, and equivalent amount with tax per payee. Select the arrow symbol arrow_down_solid.png again to collapse the request details

Site Code

Represents the unique identifier of the site to which the payment request relates.

Contract Code

Represents the unique identifier of the contract with the service provider according to which the payment is made.

The contract code and all contract-related data are pulled from CTMS contracts. The exclamation mark symbol exclamation_mark_white_red_triangle.png appears next to the contract code here if there were any changes made to the contract in CTMS that require updating the payment request.

Payee Type

Represents the classification of the payment recipient, such as staff member, participating organization, or else.

Payee

Represents the actual payment recipient, such as a role of a staff member getting paid according to this request, a certain person's name, name of a participating organization, or else.

Equivalent Amount With Tax

Represents the actual amount of money paid (or to be paid) according to the request after the addition of the tax fees.

Study Currency

Represents the money currency in which the financial operations of the study are held.

# of Attachments

Represents the number of attached files in the payment request.

Select the value to open the Attachments dialog and see the complete list of attached files. You can also use Download download_icon.png and Preview eye_icon.png to save or view the file for details.

Accessing payment request attachments
Figure 2. Accessing payment request attachments

Uploaded Invoice

Represents if the invoice file is attached to the payment request (Yes) or not (No).

Invoice Number

Represents the unique identification number of the invoice attached to the payment request.

Paid Date

Represents the date when the payment request is paid in CTMS to the payee.

Receipt Date

Represents the date set upon payment receipt confirmation in CTMS.

Description

Represents the auxiliary details on the payment request provided upon creation or update of the request.

Status

Represents the current audit status of the payment request in the EDC system according to the associated workflow, such as Approved, Signed, or else.

Workflow Status

Represents the current status of the workflow associated with the payment request, for instance, Review Completed.

CTMS Status

Represents the current audit status of the payment request in the CTMS system, such as Approved, Paid, or else.

Paid Date

Represents the date, time, and time zone indicator when the payment request is paid in CTMS.

Created Date

Represents the exact date, time, and time zone indicator of when the payment request is created.

Creator Name

Represents the name of the user who created the payment request or system if the payment request is autogenerated based on the trigger rule configured in CTMS.

From the Payment Request List page, you can perform the following operations:

In this section:

In a clinical trial, a location where the subject treatment and drug dispensation occur. It can be a hospital, a private laboratory, or other institutions.

A schema, each step of which represents a stage of a specific entity lifecycle in the system.

A workflow can be considered an instrument to help control various actions on system entities for the sake of accountability, as it limits the actions that can be performed on the entity associated with a workflow. This provides an additional tier of scrutiny, and the approval/rejection mechanism reduces the risk of unintended impact on sensitive resources and important information.

eTMF_folder_workflow_example.png

For instance, in eTMF, the workflow dictates the procedure of file and folder management from the moment of upload to the approval stage; in CTMS, the workflow controls the process of creation, completion, and approval of a trip report; in EDC, the workflow covers the process of source document handling.

An eClinical application that is mainly used to manage and control the personnel, communication, budget, progress, expenses, documents, and declaration involved in the entire clinical trial. It provides study and site management, study quality control, study progress tracking, project management, risk management, reports, and a visualized dashboard.

Get to know all the possibilities of the app with the comprehensive CTMS User Guide.