Who can complete this task?
- Administrators and Site Staff with the Financial Management Extended Permission
Making an expense plan current activates vendor, personnel, activity, and stipend costs across participant visits. Once approved and set to Current, Vault automatically generates or updates Payable Items for eligible completed visits.
Make an Expense Plan Current
To update the plan’s status, a plan must be in the Draft status and an effective date must be specified.
- Navigate to Finance > Budgets & Billing > Select Study.
- Select Expenses.
- Select Edit associated with the plan to update.
- Select Current from the Status field dropdown in the top right.
- Select the effective date and if needed, update the Description.
- Select Save. Expense Plans are version-controlled; if changes are required after saving, you can create a new draft based on the current version.
- Automated recalculating occurs. Review the Recalculation Summary to identify skipped visits (see below).
Automated Recalculation
When an expense plan becomes current, SiteVault automatically reprocesses participant visits to ensure payable items match the updated rates:
- Process: SiteVault attempts to recalculate all participant visits completed on or after the plan’s effective date.
- Skipped Visits: SiteVault recalculation will skip a visit if one or more of the payable items have progressed to Paid. Skipped visits will require a manual resolution.
- Locate Skipped Visits: Once the background job completes, the user who set the plan to Current receives an email and notification containing a link to the job summary file which lists the recalculation statuses.
- Manual Resolution for Skipped Visits: For each skipped visit identified, complete the steps below:
- Review the affected visit in CTMS.
- Make updates as needed (status change, void, etc.)..
- Manually toggle the visit status from Incomplete back to Complete to trigger item regeneration.
Schedules, Budgets, and Expense Plans are versioned independently; if a schedule change impacts the costs and expenses associated with the study, you should update the Expense Plan.
