1. Invoices to Sponsor in the CRC role
Brenna Romero Research Financial Analyst II
CTSC Clinical Trials Office

2. Tracking Patient Visits
Patient Visit tracking can be done IN EXCEL spreadsheet
or Clinical Trial Management System (CTMS) such as MERGE.
Patient visit must be listed in a format where visits and payments can be tracked.
 Track patient visits according to the schedule of events in the study protocol.
The tracker should show actual visit dates and have a notation indicating what services and procedures were completed.

3. Patient Visits

4. Once a visit has been marked complete in CTMS, the coordinator can then see the dollar amount associated with that visit. “Payment for the visit” is the agreed upon amount.

5. Tracking Procedures
There are often procedures that may or may not occur at any given visit that have to be invoiced separately.
This information can then be used to invoice the Sponsor for the procedure.

6. Invoicing Tips
The invoice should include all necessary information per the clinical trial agreement such as:
patient number
visit number
protocol number
site number
PI name
date
Name and address of the UCD financial contact, this should match the “payee” information listed in the study contract.
All checks must be made out to the “Regents of the University of California”.

7. Patient Activity Invoice

8. Invoicing for Study Specific Items
Administrative fees include a one time, per occurrence, or annual basis.
Start-up fees cover the cost of the financial analyst preparing the budget and the IRB analyst preparing the IRB submission.
Annual fees cover the costs of maintenance of the trial during the year
Study specific items also need to be tracked via spreadsheet or CTMS.

9. Invoiceables

10. Study Specific Invoice

11. Questions??? UC Davis Clinical Research Guidebook
Confluence “Invoicing to sponsors”