Research Administration Clinical Trials & Contracting

Clinical Trials Post-Award Workflows

Upon IRB approval and a fully executed contract, clinical trials post-award accountants will create a study spreadsheet, which includes a balance sheet, a visit log, an invoice log, a budget tracker and analytic reports.
The financial console is then built in OnCore for invoicing.
The start up and any applicable fees are invoiced. Correspondence occurs with the sponsor to ensure that a U of A W9 and ACH bank details are provided for payment and remittance.

During the study, CT Finance maintains invoicing, communications with the study team, the department, the PI and the sponsor to ensure all revenue is received and posted against the expenses for a financial overview.
Quarterly meetings occur throughout the study and CT Finance is available for any financial needs.

Upon IRB acknowledgement of the study closure, the Regulatory Coordinator enters the closure date into OnCore and uploads a copy of the final IRB letter.
OnCore sends an automatic email to CT Finance (ctfinance@arizona.edu).
Final study payments in the fully executed contract will provide timelines for the final receipt of invoices from the study site to the sponsor and timelines for the sponsor to send any final payments.
Research Administration sends notification emails to the hospital, professional, pharmacy, and medical imaging teams within Banner Health Research Finance. All final invoices for research study services must be submitted to U of A within 30 days to guarantee payment.
The study coordinator and department business office must ensure that all vendor invoices are paid to close out the study account. All final invoices must be submitted to the sponsor for final payments in accordance with the contract.
See the clinical research account closeout checklist below for best practices.