Define Provider Payment Schedules on the Payments Tab

On the Payments tab, you can configure the payment schedule for each provider performing work. Payments are defined as percentage values representing the portion of the total fees paid or received at the completion of each milestone.

You can define the payment terms to specify the number of days from the invoice that payment is expected. You can use the payment schedule with the Cash Flow Chart report to determine the cash flow characteristics of the payment plan. If some of the fees will be paid on a recurring schedule, you can specify that payment schedule. You can also tie payments to project milestones.

• Set Payment Terms
  Use the Set Payment Terms option to enter the expected number of days from the invoice date that payment will be made to a provider.
• Configure Recurring Payments
  Fees that are paid on a repeating schedule (for example, monthly) are recurring payments. You can choose the payment frequency for each item by service provider.
• Add a user-defined milestone
  If payments are paid in response to events or conditions not currently defined, you add user-defined milestones to the plan.
• Exclude Milestones
  Excluded milestones are excluded by default from the Milestone Dates and Milestone Payment Schedule reports. However, you cannot include milestones with zero payment amounts and show excluded milestones on the Milestone Payment Schedule report.

Set Payment Terms

Use the Set Payment Terms option to enter the expected number of days from the invoice date that payment will be made to a provider.

1. Select the Payments tab, and then select the Set Payment Terms button.
2. For each provider shown on the Payment Terms screen, enter the expected number of days from invoice date to the date of payment.
3. Click Ok.

   Note:

   Any bottom line discounts are allocated to the payment amounts based on the percentage values specified for each milestone payment.
4. Add recurring payments or define payments based on milestones or click Save and then Next to view a summary of hours, fees, and FTEs.

Configure Recurring Payments

Fees that are paid on a repeating schedule (for example, monthly) are recurring payments. You can choose the payment frequency for each item by service provider.

1. On the Payments tab, select the Edit Recurring Payments button.
2. For each item paid to each service provider, select the payment frequency from the drop-down list.
   For items whose fees and costs will be paid by milestones reached, rather than as regular recurring payments, select Milestone as the frequency.
3. Click Ok.
4. Add milestone payments or click Save, and then Next to view a summary of hours, fees, and FTEs.

Add a user-defined milestone

If payments are paid in response to events or conditions not currently defined, you add user-defined milestones to the plan.

1. On the Payments tab, select the Add Milestone button.
2. On the Create Milestone screen, in the Milestone Definition section, enter a name for the milestone. You can name the milestone anything appropriate as long as the milestone name is unique for this plan.
3. In the Occurs field, enter the number of days before or after the ClearTrial-defined milestone that this milestone normally occurs.
   • Select before or after to choose whether to calculate the estimated date for this milestone as a number of days prior to a ClearTrial-defined milestone or subsequent to a ClearTrial-defined milestone.
   • From the milestone drop-down list, select the ClearTrial-defined milestone before or after which this milestone is expected to occur. The calculated date for this milestone is the number of days specified prior or subsequent to the ClearTrial-defined milestone selected.
4. In the Description section, in the Code field, specify a 3- to 6- character abbreviation for this milestone. The code appears on reports where the full name does not fit or display properly.
5. In the Description field, enter addition information to describe the milestone or its purpose for this plan.
6. Click Ok to return to the Payments tab.
   The provider for the new milestone is highlighted.
7. Enter the payment percentage for the new milestone provider.
8. Adjust the payment percentages of the other providers shown so that the payments add up to 100%.
9. Click Save, and then Next to view a summary of hours, fees, and FTEs.

Exclude Milestones

Excluded milestones are excluded by default from the Milestone Dates and Milestone Payment Schedule reports. However, you cannot include milestones with zero payment amounts and show excluded milestones on the Milestone Payment Schedule report.

1. On the Payments tab, view the list of ClearTrial-defined milestones.
2. If any one of these do not apply to your study, select the check boxes of the milestones to exclude and select the Exclude Milestone button.

   Note:

   To include the excluded milestone on the milestone table, in the Filter section, in the Show field, select the excluded milestones check box.
3. Click Save.