If you are using Vault Payments to track clinical trial expenses with sites, you can display payment details related to a study to site users in Site Home > Payment Information. Site users can view the sum of all payments that were paid up to the current date, the sum of pending payments, and the last date a payment was made. They can also search, filter, and export paid and pending payment requests and track reconciled payments. Only site users you authorize can access the Payment Information section in Site Connect.
Before initiating this configuration, ensure you have completed the necessary steps to configure Vault Payments and set up studies for site payments. Also, ensure the Site Connect User checkbox is enabled on the authorized site user’s Study Person record.
Set Up Overview
- Set the Connected Study Type field to Payment Information on the appropriate Study record.
- Assign the Site Reimbursement Responsibility on the authorized user’s Study Person record. Ensure Site Connect User is enabled on the authorized users’ Study Person record.
- When creating Payment Request records, select the Study, Study Country, and Study Site set up for Site Connect.
- Optional: Add Site Note, Site Reconciled, and Source to the Payment Request record layout.
Assigning Payment Information to a Study
Complete the following to designate a study that will use payment information in Site Connect:
- Navigate to the Studies object.
- Select the Study record you wish to use for payment information in Site Connect.
- Click Edit.
- Set the Connect Study Type field to Payment Information.
- Click Save.
The study is now designated for payment information and authorized site users can view payment details in Site Connect.
Assigning Site Reimbursement Responsibility to Site Persons
To authorize a site user to view payment information in Site Connect:
- Navigate to the Study Person record for the site user you wish to authorize.
- Under Study Person Responsibilities, click Create. Add Study Person Responsibilities to the record layout if it is not already available.
- Select Site Reimbursement from the Responsibilities picklist.
- Click Submit.
The site user is now authorized to view and interact with payment information in Site Connect. This action also updates the Responsibilities field on the user’s Site Home Access record to Site Reimbursements.
Displaying Payments for Site Connect Studies
Once the above steps are completed, Vault displays payment requests in Site Connect if the Payment Request is in the In Review or Approved lifecycle state (displayed as Pending in Site Connect) or the Completed lifecycle state (dispalyed as Paid in Site Connect).
The following details are displayed in Site Connect for Payment Requests and Payable Items:
- Payment Request: Payment ID, Amount, Source, Voucher Posting Date (shows as Paid Date), Payment Letter
- Payable Item: Item ID, Amount, Item Name, Subject, Payable Event Date
You can add a Site Note, Site Reconciled, and Source field to the Payment Request record layout. The Site Note and Site Reconciled fields display a value only if the site user added a note to the payment request or marked the request as reconciled in Site Connect. Use the Source field to designate whether the payment request originates from a site invoice or the Sponsor/CRO.