Clinical Research Account Set-Up/Business Practices

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

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 –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 – Financial Monitor: Jill Raupe – Director of Contracting: Pam Frazier – Accountant: Kathleen Emmons – x 267