# Payments Overview Veeva Payments allows you to track all clinical trial expenses and [study budgets](/en/lr/71874/) within a single application, including payable items for clinical sites, ad hoc expenses, and vendor payments to CROs and IRBs. This provides you with a complete picture of clinical trial expenses within your CTMS Vault. Vault creates _Payable Items_ records based on user-defined fees, which can be grouped under one _Payment Request_ record to identify payee information. Additionally, users can route _Payment Request_ record information for processing and eventual payment with their organization's Accounts Payable system. Veeva Payments relies on a set of [objects that represent the design of different fees](/en/lr/58930/#design-objects), along with a set of [objects that support actual instances of fees](/en/lr/58930/#fee-objects).

Note: Veeva Payments is an add-on product to Veeva CTMS. Contact Veeva Support to add Veeva Payments to your CTMS Vault. Note that some configuration and setup from an Admin is needed before you can track study budgets in your Vault.

## How Vault Creates Payable Items from Fee Schedules Vault automatically creates _Payable Item_ records when _Subject Visit_, _Procedure_, or _Site Fee_ records reach the status defined for a corresponding fee within the site's approved _Fee Schedule_. Users can also manually trigger a re-evaluation of payable events to generate _Payable Items_ when changes are made to subject visits, procedures, and site fees. For example, your finance team creates a _Fee_ record of type _Procedure Fee_ for a CT Scan for an amount of $1,000 when the _Procedure_ status is _Submitted_. When the CT Scan _Procedure_ record for a subject reaches the _Submitted_ state, Vault automatically creates a _Payable Item_ record for $1,000. The _Payable Item_ record appears in the **Payable Items** section on the _Site_ record's details page. To determine which Payee to assign, Vault checks these records in this order: 1. Any _Payee Overrides_ defined. 2. The primary payee of the _Fee Schedule_. 3. The [primary payee of the _Site_.](/en/lr/58930/) Vault assigns any Payees it finds going through the list, creating one _Payable Item_ record for each payee defined by an override or set as a primary payee. Should none be defined, the _Payee_ field remains blank. ### How to Manually Generate Payable Items {#how-to-manually-generate-payable-items} The _Generate Payable Items_ action allows you to generate bulk payable items for activities performed before a fee schedule was approved. Use this action to re-calculate rate-based fees if changes happen to records that impact whether _Payable Events_ should generate _Payable Item_ records. For example, if your site does not initially have enough subjects to qualify for reimbursement of rate-based payments, use the _Generate Payable Items_ action to re-evaluate these activities at a later point in the study. This retroactivity generates _Payable Item_ records without updating the _Subject Visit_, _Procedure_, or _Site Fee_ records. Your Admin can [configure the _Generate Payable Items_ action](/en/lr/58930/#configuring-the-generate-payable-items-action) for object lifecycles and workflows. To generate _Payable Items_, navigate to a _Study_, _Study Country_, _Study Site_, or _Fee Schedule_ record and select **Generate Payable Items** from the **Actions** menu. Vault will notify you upon completion with a summary of the number of _Payable Item_ records created or updated and a link to download the CSV file for review. ## How Vault Adjusts Payable Items {#how-adjust-payable-items} Vault can automatically update _Payable Items_ after it has generated those items. Reasons for an adjustment may include changes to _Visits_, _Procedures_, or _Site Fees_. Additionally, when you update a _Fee Schedule_ and run the _Generate Payable Items_ action, Vault creates and updates _Payable Items_ using current, approved _Fee Schedules_. When Vault adjusts a _Payable Item_, it can either mark the _Payable Item_ as inactive or it can create an adjustment _Payable Item_ to reflect what has already been paid and/or what still needs to be paid.

Note: To take advantage of Vault’s automatic payment adjustment capabilities an Admin must configure the Enable Automated Adjustment for Payments setting

When Vault adjusts a _Payable Item_, it records information about the adjustment through several fields on the _Payable Item_ object: * **Source Payable Item**: reference to the _Payable Item_ that this _Payable Item_ updates * **Adjustment Payable Item**: reference to the _Payable Item_ that adjusts this _Payable Item_. * **Adjustment Reason**: explains the reason for the adjustment. Vault automatically populates the _Adjustment Reason_ from a predefined picklist, providing additional information to users and streamlining communication with Sites about the adjustment.

Note: If desired, you can choose to exclude Payable Items from automatic updates. To do so, simply update the Adjustment Override field on the Payable Item. When you populate this field, any further updates to the Payable Event will not trigger further Payable Items for the Payable Event/Identical Fee (per Adjustment definition).

### Adjustments based on _Payable Activities_ When you make changes to a _Payable Activity_ (Visit, Procedure, Site Fee), Vault evaluates those changes to determine if an adjustment to an existing _Payable Item_ is required. If updating the _Payable Activity_ results in a mismatch with the Fee Criteria for that activity, Vault moves the corresponding _Payable Item_ to the _Payment Adjusted_ state type. If nothing has been paid and the _Payable Item_ is obsolete based on the update to the _Payable Activity_, Vault simply inactivates the _Payable Item_. If needed, Vault also creates a new _Payable Item_ to reverse the amount paid previously. Vault does not automatically adjust _Payable Items_ for _Visits_ that move from a _Visit Status_ field value of _Submitted_ to _In Progress._ Instead, the _Reverted to In Progress_ field value is set to _Yes_ on the _Visit_. Vault treats the combination of the _Reverted to In Progress_ field set to _Yes_ and the _Visit Status_ of _In Progress_ as equal to the _Submitted_ value. This field reverts to _No_ when users update the _Visit Status_ field with another value. This prevents automated adjustments for _Visits_ that are updated as a result of post-submission data updates in the source system. ### Adjustments based on _Fee Schedules_ When you make changes to _Fee Schedules_ in the _Approved_ or _Superseded_ lifecycle state and run the _Generate Payable Items_ action, Vault evaluates those changes to determine whether it should update any related _Payable Items_. When configured, Vault will compare the effective date of the new or updated _Fee Schedule_ to the dates of any _Payable Activities_ you have already recorded in your Vault. Then, it can determine if an adjustment is required. If nothing has been paid and the _Payable Item_ is obsolete due to the new _Fee Schedule_, Vault inactivates the existing _Payable Item_. If needed, Vault also creates two new _Payable Items_. One reverses the existing _Payable Item_ and the other creates a new _Payable Item_ for the correct _Payable Item_ that corresponds to the difference between what has been paid and what is now currently owned due to the updated _Fee Schedule_. For changed _Fee Schedules_ where the *Fee* for a _Payable Item_ remains the same, Vault updates the _Fee Schedule_ reference on the _Payable Item_. For example, the referenced _Superseded Fee Schedule_ is replaced with the new _Approved Fee Schedule_ on the _Payable Item_. ### Payment Limits {#payment-limits} You can set [additional payment requirements](/en/lr/71912/#payment-rules), including payment limits and maximums, on your Site Fee records. Vault evaluates payment limits across _Fee Schedules_ to ensure that it does not generate additional _Payable Items_ once the limit has been reached. For example, imagine you have a "Screen Failure" fee in _Fee Schedule A_ at a _Site_ with a maximum value of one (1). One (1) _Payable Item_ exists for the "Screen Failure" fee in _Fee Schedule A_. Further, you have a "Screen Failure" fee in _Fee Schedule B_ at a _Site_ with a maximum value of one (1). When a new matching payable event occurs for the "Screen Failure" fee in _Fee Schedule B_, Vault does not generate an additional _Payable Item_, since the maximum value has already been reached. In contrast, imagine that you have a "Screen Failure" fee in _Fee Schedule A_ at a _Site_ with a maximum value of one (1). One (1) _Payable Item_ exists for the "Screen Failure" fee in _Fee Schedule A_. You have a "Screen Failure" fee in _Fee Schedule B_ at a _Site_ with a maximum value of two (2). When a new matching payable event occurs for the "Screen Failure" fee in _Fee Schedule B_, Vault does generate an additional _Payable Item_, since the maximum value has increased to two (2) in _Fee Schedule B_. Alternately, imagine you have a "Screen Failure" fee in _Fee Schedule A_ at a _Site_ with a maximum value of two (2). Two (2) _Payable Items_ exist for the "Screen Failure" fee in _Fee Schedule A_. _Fee Schedule A_ is _Superseded_ with _Fee Schedule B_, and you now have a "Screen Failure" fee in _Fee Schedule B_ at a _Site_ with a maximum value of one (1). When the _Generate Payable Items_ action is taken, Vault inactivates one (1) _Payable Item_ and creates an _Adjustment Payable Item_ to indicate what has been paid and/or what still needs to be paid. ## Additional Fees for Study Expenses {#study-expenses} You can create additional _Payable Items_ at the study, study country, and study site levels. You can then use these fees to track ad hoc and vendor payments that fall outside of pre-defined fee schedules. For example, you can utilize _Additional Fees_ to reimburse IRBs for a study-level ethics review, CROs for managing study conduct in a country, and sites for equipment maintenance expenses. You can add _Additional Fees_ in the _Payable Items_ section of _Study_, _Study Country_, or _Study Site_ records to track study expenses such as vendor payments. ## Holdback Items If a _Fee_ contains _Holdback Items_, you may run the **Update Holdback Item Based on Fee** action in order to make the _Holdback Items_ payable. The action confirms that the item meets the _Fee_ criteria, then sets the _Pay_ field to **Yes**. Additionally, if you have a _Fee_ that includes _Holdback Items_, and you update a _Payable Event_ to generate a new _Payable Item_, Vault automatically populates the _Related Holdback_ field with the related _Payable Item_ on both the primary and holdback _Payable Items_. ## Payment Requests _Payment Requests_ provide a way for you to group _Payable Items_ records that are marked to _Pay_. Vault automatically populates the _Amount_ field on the _Payment Request_ record by calculating the sum of all associated _Payable Item_ records. Vault can then route payment requests to your company's Accounts Payable system if an integration is configured.

Note: Vault only populates the Location field on Payment Request records if all related Study Organization records reference a single Location record.

Create _Payment Requests_ from the Payment Requests tab or from the _Payment Requests_ section of a _Study Site_, _Organization_, _Study_, or _Study Country_ record.

Note: A Payable Item record can only be related to a single Payment Request record.

### Adding Payable Items _Payable Items_ that have _Yes_ on the _Pay_ field will be available for you to add to a payment request. If marked _No_ or left blank, those records will not appear for selection. ### Restricting Payment Requests by Study Organizations {#restrict-payreq-by-studyorg} If [configured](/en/lr/58930/#config-overview) on the [_Study Organization_](/en/lr/4345/#study-org) object, the _Separate Payment Request_ field allows users to control how the system combines _Payable Items_ for _Payment Requests_. When you set the field to **Yes** on **Study Organization** records, the _Generate Payment Request_ action does not combine _Payable Items_ for the _Study Organization_ record with _Payable Items_ for other _Study Organization_ records tied to the same _Organization_. When you set the **Separate Payment Request** __field to **No,** the _Generate Payment Request_ action combines _Payable Items_ into a single _Payment Request_. ## Bulk Payments Vault can generate _Payment Requests_ in bulk for a single or multiple _Studies_, _Study Countries_, or _Study Sites_ in one single request using the _Generate Payment Requests_ action. If configured in your Vault, select the **Generate Payment Request** action on a _Study_, _Study Country_, or _Site_ record's details page to generate _Payment Request_ records in bulk. _Payment Requests_ group _Payable Items_ at the site level. Vault generates a separate _Payment Request_ for each _Payee_ that has _Payable Items_ marked _Yes_ on the _Pay_ field at a site. ## Payment Letters {#payment-letters} _Payment Letters_ are Vault documents based on a document template defined within MS Word. Once generated, you can route _Payment Letters_ for review and approval. To generate a _Payment Letter_, navigate to a _Payment Request_ and select **Generate Payment Letter** from the **Actions** menu. Once complete, you can navigate to the _Payment Letter_ by clicking the **Payment Letter** link on the _Payment Request_. ### Sending Payment Letters via Veeva Site Connect If your Vault has Veeva Site Connect enabled, you can send _Payment Letters_ and _Site Invoices_ directly to sites on SiteVault Vaults with active _Agreements_ using the [**Send Document to Sites**](/en/lr/64231/#send-from-library) option from the document's **Actions** menu. Note that an Admin must [configure the _Payment Letter_ and _Site Invoice_ document types](/en/lr/64233/#mapping) for this option to be available to you. ## Related Permissions The following permissions control your ability to use Veeva Payments:

Type	Permission Label	Controls
Security Profile	Objects: Subject Visit: Create, Edit	Ability to create and edit Subject Visit records.
Security Profile	Objects: Study Arms: Create, Edit	Ability to create and edit Study Arms records.
Security Profile	Objects: Procedure: Create, Edit	Ability to create and edit Procedure records.
Security Profile	Objects: Payment Request: Create, Edit	Ability to create and edit Payment Request records.
Security Profile	Objects: Payment Letter: Create, Edit	Ability to create and edit Payment Letter records.
Security Profile	Objects: Fee: Create, Edit	Ability to create and edit Fee records.
Security Profile	Objects: Payable Item: Create, Edit	Ability to create and edit Payable Item records.
Security Profile	Objects: Study Organization: Create, Edit	Ability to create and edit Study Organization records.
Security Profile	Objects: Study: Object Action Permissions: Generate Payable Items: View, Execute	Ability to view and execute the Generate Payable Items action.
Security Profile	Objects: Study Country: Object Action Permissions: Generate Payable Items: View, Execute	Ability to view and execute the Generate Payable Items action.
Security Profile	Objects: Study Site: Object Action Permissions: Generate Payable Items: View, Execute	Ability to view and execute the Generate Payable Items action.

[1]: #how-to-manually-generate-payable-items [2]: #how-adjust-payable-items [3]: #payment-limits [4]: #study-expenses [5]: #restrict-payreq-by-studyorg [6]: #payment-letters