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