Audit 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, once you create a new payment request, it remains in the draft state until submitted. The submitted payment request is finalized and ready for review and approval according to the associated workflow. Auditing provides the controlling mechanism for the expenditures, ensuring at least one or more tiers of scrutiny when checking the financial operations of your study.
Tip
For auditing to commence for your study payment requests, ensure to create a payment type workflow for all the sites where payments are to be handled.
-
In the EDC application header, select the STUDY INFO tab.
-
On the page that opens, in the left pane, select Site Payment > Payment Request List.
Figure 1. Accessing payment request list
-
On the Payment Request List page that opens, locate the payment request in the Auditing status that is ready for review. Then select the request ID to access its details.
Figure 2. Accessing payment request details for audit
-
On the request details page that opens, from the workspace toolbar, select
.
Figure 3. Accessing payment request audit
-
In the dialog that opens, perform one of the following options.
Verify the payment request by selecting the Approve option. Then in the Due Date of Next Work Step field, select the date until when the next step of audit for the request must take place. Leave an optional comment and select
.
Figure 4. Approving payment request
Tip
Under the Operation History tab, review the log of all actions performed with the request, who performed them, and when.
Go to the Workflow tab to check the associated schema and all the steps of the payment request audit workflow.
Sign the payment request by selecting the Approve option and providing your credentials as explained in the following table.
Figure 5. Signing payment request
Element
Details
Comment
Enter auxiliary details to follow up on your signature, support your decision, or make a note for future reference.
Username or Email*
Enter your username or email that you use to log in to the eClinical system.
Send Code
Select
to send the temporary PIN code to your email for which the SSO method is configured.The button is only available if you use the authorization method via SSO.Code*
Enter the temporary PIN code that you received via email.
The field is only available if you use the authorization method via SSO.Password*
Enter the password that you use to log in to the eClinical applications.
The field is only available if you use the authorization method by providing your login and password.Title
Represents the title of the user assigned to them via the ADMIN application. The field is autopopulated by the system and cannot be entered manually.
I have reviewed and approve this payment request
Select this checkbox to confirm that you have reviewed the payment request and verified that it is valid.
SUBMIT
Select
to confirm your action with your signature and save the implemented changes.TERMINATE
Select
to terminate the audit for the payment request and abort all the following review and approval stages.CANCEL
Select
to discard the changes and close the dialog.Tip
Under the Operation History tab, review the log of all actions performed with the request, who performed them, and when.
Go to the Workflow tab to check the associated schema and all the steps of the payment request audit workflow.
Dismiss the payment request by selecting the Reject option and providing the due date for the follow-up action and stating the mandatory reason for your action. This becomes useful if you find any discrepancies or issues in the request and cannot verify for it. Based on the assigned workflow, rejected request returns to some previous stage of processing.
Figure 6. Rejecting payment request
Tip
Under the Operation History tab, review the log of all actions performed with the request, who performed them, and when.
Go to the Workflow tab to check the associated schema and all the steps of the payment request audit workflow.
Abort the auditing process and all the following workflow stages for the payment request by selecting
. Then in the Reason dialog that appears, provide the mandatory reason for your action. This becomes useful if you find the payment request invalid and cannot verify it, moreover, you see no reason to forward its maintenance to the following users.
Figure 7. Terminating audit for payment request
Tip
Under the Operation History tab, review the log of all actions performed with the request, who performed them, and when.
Go to the Workflow tab to check the associated schema and all the steps of the payment request audit workflow.
Once audited, based on your performed action, the payment request obtains the following status:
-
Approved: the payment request is approved and signed.
-
Auditing: the payment request is rejected and requires further review.
-
Draft: the payment request's audit is terminated.
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.
 |
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.