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Clinical Research Account Set-Up/Business Practices

Clinical Research Account Set-Up/Business Practices. Applicable TTUHSC OPs. HSC OP 10.16: Compliance HSC OP 50.03: Account Manager Designation and Signature Authority HSC OP 50.07: Proper Handling of Cash Collections HSC OP 50.08: Secondary Depository Procedures

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Clinical Research Account Set-Up/Business Practices

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  1. Clinical ResearchAccount Set-Up/Business Practices

  2. Applicable TTUHSC OPs • HSC OP 10.16: Compliance • HSC OP 50.03: Account Manager Designation and Signature Authority • HSC OP 50.07: Proper Handling of Cash Collections • HSC OP 50.08: Secondary Depository Procedures • HSC OP 50.09: Deposit of Private Gifts, Grants, and Agreements • HSC OP 50.21: Change Funds and Petty Cash Funds • HSC OP 50.34: Residual Funds Derived from Drug Studies, Clinical Trials, Fixed-Price Contracts and Investigator-Initiated Research • HSC OP 50.35: Unidentified Receipts and Holding Account Maintenance • HSC OP 65.01: Establishing Sponsored Program Accounts/Budgets • HSC OP 65.02: Facilities and Administrative Cost Recovery Plan • HSC OP 65.06: Contracts and Grants Made Directly to Individuals

  3. New Study Accounts Summary • Occurs upon receiving first check • Checks (from the sponsor) should be mailed directly to the Division of Clinical Research (Pam Frazier). The liaison (Dawn Bender) will then notify you with information and request documentation. • If you are at a regional campus and the sponsor incorrectly sends the check to you, the check should be deposited immediately into a holding account. The Financial Monitor (Jill Raupe) should then be notified. If you are at the Lubbock campus please send the check to the Division of Clinical Research (Pam Frazier). • You will then complete these forms: -Account History Form -Signature Authority Form (HSC OP 50.03) -Budget Revision Form • Copy ALL of these forms for your records and send originals to Financial Monitor (Jill Raupe), mail stop 8146 • Account number assigned by Accounting Services (Kathleen Emmons)

  4. Locating Forms Online • Budget Revision Form • History File Form • Signature Authority Form Forms may be saved to your hard drive for quicker and easier access for future use. http://www.fiscal.ttuhsc.edu/accounting/forms/

  5. The Budget Revision Form • Revenue • Code 48: Investigator payments • Expense • Code 55: F & A (indirect costs) • Formula: Total amount divided by 1.25 X .25 = indirect rate • Other expense codes • Code 02: Other salaries • Code 07: Fringe Benefits • Code 10: Maintenance and Operation • Code 23: Subject Costs

  6. Established Study Accounts Summary • Checks (from the sponsor) should be mailed directly to the Division of Clinical Research (Pam Frazier). The liaison (Dawn Bender) will then notify you with information and request documentation. • If you are at a regional campus and the sponsor incorrectly sends the check to you, the check should be deposited immediately into a holding account. The Financial Monitor (Jill Raupe) should then be notified. If you are at the Lubbock campus please send the check to the Division of Clinical Research (Pam Frazier). • You will then complete this form: • Budget Revision Form • Copy form for your records and send originals to Jill Raupe, mail stop 8146 or Jill.Raupe@ttuhsc.edu • Both electronic and paper copy allowed • Accounting Services (Kathleen Emmons) processes Budget Revision Form

  7. Closing a Study Account • Final payment received, deposited, and budgeted • Check study files to determine if all payments have been made • Check contract and/or sponsor to determine if TTUHSC may keep remaining funds • Complete Budget Revision form and submit to Financial Monitor (Jill Raupe) • Code 94: Non Mandatory Transfer OUT of study account • Code 98: Non Mandatory Transfers INTO residual account • Accounting Services (Kathleen Emmons) will then perform a final check of indirect costs and close account; rolling money into residual account (HSC OP 50.34)

  8. Fee Invoicing • Division of Clinical Research • Will invoice for administrative and pharmacy fees for clinical trials (all campuses) • Research Integrity Office • Will invoice for IRB fees for clinical trials (all campuses)

  9. Contact Information • Liaison: Dawn Bender • 743-2556 • Dawn.Bender@ttuhsc.edu • Financial Monitor: Jill Raupe • 743-4754 • Jill.Raupe@ttuhsc.edu • Director of Contracting: Pam Frazier • 743-4367 • Pamela.Frazier@ttuhsc.edu • Accountant: Kathleen Emmons • 743-1888 x 267 • Kathleen.Emmons@ttuhsc.edu

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