Industry sponsored clinical trials are different from other sponsored projects in that the invoicing is done by the Principal Investigator’s research team rather than the Office of Sponsored Programs (OSP). Payments on clinical trials are typically tied to subject enrollment and completed visits throughout the study. OSP does not have access to this detailed protected health information to generate an invoice to the sponsor for payment.
The invoicing requirements for a clinical trial will be found within the Clinical Trial Agreement (CTA). The details are normally included within the body of the Agreement, but may be noted in an exhibit to the Agreement with the budget information. The act of invoicing may be as easy as submitting the case report forms (CRFs), entering data into the sponsor’s electronic case report forms (eCRFs) or data base, or by submitting a paper invoice to the sponsor.
Each sponsor will have different guidelines for invoicing. Any invoice submitted to a sponsor for payment should at a minimum include the department name, PI name, sponsor name and contact, date of the invoice, sponsor protocol number, reference number (OSP project number), study title, itemized activities submitted for payment, total amount due, payment information and contact information if the sponsor has questions regarding the invoice.
All payments should be made payable to The Ohio State University (Tax ID: 31-6401599) and should be sent to:The Ohio State University<br > Office of Sponsored Programs
Attn: Fiscal Services
1960 Kenny Road<br/ > Columbus, OH 43210
OSP Invoice Template http://rf.osu.edu/development/documents/OSUMC_IndustryInternalBudgetTemplate.xls
It is a good practice to copy the Program Officer when an invoice is submitted. S/he can enter the information into PeopleSoft so that the pending invoice will be visible on the PI Portal to assist in account monitoring. This also helps OSP staff correctly identify and apply payments as they are received.