Create/Update draft payment request
A payment request can be interpreted as 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 vendors and other involved parties, such as sites, labs, and research facilities.
In EDC, you create a new payment request each time you need to reflect a certain financial operation. Until the request is submitted, it remains draft and you can manage it as needed—update contract details, payees, listed fee items, and so on.
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In the EDC application header, select the STUDY INFO tab.
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On the page that opens, in the left pane, select Site Payment > Payment Request List.
Figure 1. Accessing payment request list
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On the Payment Request List page that opens, select one of the following:
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To create a new payment request, from the workspace toolbar, select New Item
.
Figure 2. Selecting option to create new payment request
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To update the existing draft payment request, select the request ID.
Figure 3. Selecting payment request ID
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In the Payment Request Information block, complete the details as explained in the following table.
Figure 4. Completing payment request information
Tip
In the following table, mandatory elements are marked with an asterisk (*).
Element
Details
Study Name
Represents the name of the study for which the payment request is created. The value is predefined by the study under which you operate in the EDC application.
Site Code*
Select the unique identifier of the site to be the beneficiary of the payment according to the request.
Contract Code*
Select the unique identifier of the contract agreement with the site according to which you want to request payment for the performed services.
If you change the contract code for a saved draft request, you need to add the payable items again as they might differ for different contracts or contract versions.
The available here contracts are configured and maintained in CTMS. The exclamation mark symbol
appears next to the contract code here if there were any changes made to the contract in CTMS that require updating the payment
request.Site Name
Represents the name of the site that is the beneficiary of the payment according to the request.
The value is autopopulated by the system according to the selected site code and cannot be manually changed.Contract Name
Represents the name of the contract agreement with the site according to which you request payment for the performed services.
The value is autopopulated by the system according to the selected contract code and cannot be manually changed.Tax Rate
Represents the tax rate in percentage (%) configured for the selected contract in CTMS. The tax rate is to be calculated and added to your payment request amount automatically.
The value is autopopulated here according to the selected contract code and cannot be manually changed.Overhead Rate
Represents the overhead rate in percentage (%) configured for the selected site upon contract creation in CTMS. The overhead rate is to be calculated and added to your payment request amount automatically.
The value is autopopulated by the system according to the selected contract code and site code and cannot be manually changed.Description
Enter auxiliary details to follow up on your payment request.
Upload Attachment (Maximum upload file size is 200MB)
Select
to attach a file to the request, such as the invoice according to which the payment is being requested. Repeat this action to upload as many files as
needed.In a payment request, there can also be files attached that are autogenerated by the system according to the financial documentation configurations in CTMS.File Type
Select the type of the uploaded file, such as Invoice or Other.
The field is only available once the file is uploaded to the request.Invoice Number*
Enter the unique identifier of the attached invoice.
The field is only available once the file is uploaded to the request.Placeholder
Select the file placeholder that further categorizes the document you are adding to the payment request—Financial Documentation, Financial Summary Tracker, Invoices, Payments, and Receipts. The selected placeholder determines the file categorization when populated to eTMF.
File Name*
Represents the name of the uploaded file that can be edited if needed.
The field is only available once the file is uploaded to the request.
Select the download symbol next to the file to save it to your computer.
Select the cross symbol next to the file to remove the attachment from the request.
Once removed, the file cannot be restored; you will have to reupload the file if needed. -
In the Request Items block, select New Item
.
Figure 5. Selecting option to add request items
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In the dialog that opens, from the workspace toolbar, select the available filter buttons one by one to access the list of payable items per each billing method. Then select the checkboxes next to the payable items you want to add to the request and once all the needed items are selected in all the lists, click
.Tip
The number, naming, and availability of filter buttons depends on the billing methods added to the pricing template used for the selected contract in CTMS.
For instance, if your contract is intended for three types of payments—"Fixed Fee," "Subject Visit," and "Lab Fee"—then there are three filter buttons available for the payable items list: "Fixed Fee," "Subject Visit," and "Lab Fee" respectively.
Also, only the active payable items are available for selection in the payment request.
Figure 6. Selecting payable items to include in request
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In the Request Items block, review the added payable items and, if needed, complete their details as follows.
The payment details for the predefined payable items, such as completed CRF, subject visit, medical procedure, or lab test, are added to the Request Items block under their respective filter buttons per each billing method—By CRF, By Subject Visit, By Procedure, and By Lab. All the details of these fee items are autopopulated, and no user interaction is required for their completion.
Tip
If any item is added by mistake, remove it by selecting Delete
next to
it.
Figure 7. Reviewing list of added request items by billing type
To configure the details of payments that have to be made according to specific invoice provided by the vendor, select the filter button corresponding to the By Invoice billing method and complete the details as explained in the following table.
Tip
The yellow info
symbol next to the filter button name indicates that there are required fields to be
completed.
Figure 8. Completing invoice request items details
Element
Details
No.
Represents the sequential number of the fee item in the payment request.
Fee Category
Represents the category of payment to be made according to the request. This can be "Miscellaneous expenses" or else.
Fee Item
Represents the actual expenditure or service within the selected category of payments. This can be "Transportation fee," "Expenses compensation," or else.
Payee Type*
Select the type of the payment recipient, for instance, staff member, participating organization, or lab.
Payee*
Select the actual payment recipient, for instance, the role or name of the staff member or the name of the participating organization.
Pricing Currency
Represents the payment currency preconfigured in CTMS for the selected type of payment.
Direct Cost*
Enter the amount (up to twelve digits) that has to be issued to the payee for a certain fee item—provided service or else.
Overhead Amount
Represents the amount of money to be issued to the payee over the direct cost. This amount is autocalculated by the system out of the entered direct cost amount and based on the set overhead rate.
Amount before tax
Represents the actual amount of money that has to be issued to the payee for their service. This amount is autocalculated by the system by adding the direct cost amount and overhead amount.
Tax
Represents the amount of tax for the payment in the pricing currency. This amount is autocalculated by the system out of the entered amount before tax and based on the set tax rate.
Amount with tax
Represents the final amount in the pricing currency to be paid per fee item that equals the specified amount before tax plus the tax amount.
Comments
Enter any auxiliary details to provide the payment details.
Delete
Select
next to the fee item to remove it from the payment request.To configure the details of payments that have to be made to the vendor for a certain quantity of provided services, select the filter button corresponding to the By Quantity billing method and complete the details as explained in the following table.
Tip
The yellow info
symbol next to the filter button name indicates that there are required fields to be
completed.
Figure 9. Completing item details for payment by quantity
Element
Details
No.
Represents the sequential number of the fee item in the payment request.
Fee Category
Represents the category of payment to be made according to the request. This can be "Miscellaneous expenses" or else.
Fee Item
Represents the actual cost or service within the selected category of payments. This can be "Transportation fee," "Expenses compensation," or else.
Payee Type
Represents the type of the payment recipient, for instance, staff member or participating organization.
Payee
Represents the actual payment recipient, for instance, the role or name of the staff member or the name of the participating organization.
Unit Price
Represents the established by the contract price for a single unit of the costs or services.
For instance, if the payment is for the equipment rental, then the unit price is for one rented piece of equipment.
Pricing Currency
Represents the payment currency preconfigured in CTMS for the selected type of payment.
Quantity*
Enter the actual number of services or costs to be paid according to this request.
For instance, if the payment is for the equipment rental, then here, enter how many pieces of equipment were rented and must be compensated.
Direct Cost*
Represents the actual amount of money that has to be issued to the payee for a certain fee item calculated by multiplying the unite price by the quantity.
Overhead Amount
Represents the amount of money to be issued to the payee over the direct cost. This amount is autocalculated by the system out of the entered direct cost amount and based on the set overhead rate.
Amount before tax
Represents the actual amount of money that has to be issued to the payee for their services. This amount is calculated by adding the direct cost amount to the overhead amount.
Amount with tax
Represents the final amount to be paid per fee item. The amount is autocalculated by the system based on the specified amount before tax and the set tax rate of the contract according to which the payment is to be issued.
Comments
Enter any auxiliary details for the payment.
Delete
Select
next to the fee item to remove it from the payment request. -
In the Currency Config block, add the value of the exchange rate between the study currency and payment request currency.
Figure 10. Specifying exchange rate for payment request
Tip
The exchange rate entry is unnecessary if the study currency and request currency is the same.
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Select
to implement the changes.
Figure 11. Saving draft payment request
Once saved, the payment request is created with the Draft status. You can repeat the above procedure to update the draft request as needed. Once finialized, you can proceed to submit the payment request.