Study Budget Tracking with Vault Payments (CTMS)

Manage your cash flow and cost drivers in Vault Payments by defining your planned budget amounts to match external models, then combine them with Payable Items to track spending across Studies, Study Countries, and Study Sites.

If your Vault is configured to include Budget Categories on all Fee and Payable Item records, Vault automatically calculates the Paid amounts for each Budget Category based on the status and check date of Payable Items. This allows you to compare your actual expenses to the defined study budgets and easily identify areas that are under- or over-performing.

Note: Vault Payments is an add-on product available for CTMS Vaults. Note that some configuration from an Admin is needed before you can track study budgets in your Vault.

Budget: Allows you to define the expected costs at the study-, study country-, and study site-levels.
Budget Category: Allows you to group related expenses for a Study, Study Country, or Study Site.
Budget Item: Allows you to define the itemized costs for a given Budget Category for a specific Study, Study Country, or Study Site.

Building Study Budgets

For each study, you must define a Study Budget. You can add itemized Budget Items within that budget to track costs associated with specific Budget Categories. After creating the Study Budget, you can create Country Budgets and Site Budgets for each Study Country and Study Site that you want to track spending on.

After creating the Study Budget record and related Budget Items, you can create individual Country Budget and Site Budget records, or you can create country- and site-level budgets in bulk.

Creating Budgets

To create individual Budget records for a Study, Study Country, or Study Site:

Navigate to the Budget section of a Study record and click Create.
In the dialog, select the Budget Type you want to create and click Continue.
Enter a Budget Name. If you are creating a Country Budget or Site Budget, select a Country. If you are creating a Site Budget, select a Study Site.
Optional: Enter Local Currency and Planned Amount.
Click Save to create the Budget record.

Creating Budget Items

Create itemized Budget Items for Budget Categories you want to track for a Study. You can later copy these items to Country Budgets and from Country Budgets to Site Budgets in bulk. To create study-, study country-, or study site-level Budget Items:

Navigate to a Budget record.
In the Budget Items section, click Create.
Select a Budget and Budget Category.
Optional: Enter values in the Account Code, Local Currency, and Planned Amount fields.
Click Save or Save + Create to create additional records.

Creating Country & Site Budgets in Bulk

After you create a Study Budget and corresponding Budget Items, you can bulk create Country Budgets, Site Budgets, and related Budget Items for all active Study Countries and Study Sites in your Study.

Creating Country Budgets in Bulk

To bulk create Country Budget records and related Budget Items for all active Study Countries, navigate to a Study or Budget record and select Create Country Budget Records from the Actions menu.

You can also copy the active Budget Items from the Study Budget to a specific Country Budget by selecting Create Budget Item from the Actions menu of the Country Budget record.

Creating Site Budget Items in Bulk

To bulk create Site Budget records and related Budget Items for all active Study Sites, navigate to a Study or Budget record and select Create Site Budget Records from the Actions menu.

You can also copy the active Budget Items from a Country Budget to a specific Site Budget by selecting Create Budget Item from the Actions menu of the Site Budget record.

You can complete all steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type	Permission Label	Controls
Security Profile	Objects: Budget: Create, Edit	Ability to create and edit Budget records.
Security Profile	Objects: Budget Category: Create, Edit	Ability to create and edit Budget Category records.
Security Profile	Objects: Budget Item: Create, Edit	Ability to create and edit Budget Item records.