OCTA Financials

Welcome to the OCTA Financials page. Please take a moment to review the following information:

Financial Services Overview

The Office of Clinical Trials Administration (OCTA) Budget and Financial Team are available to assist the PI and Study Team with the budgetary and financial needs associated with industry-initiated clinical trials. The OCTA Budget and Financial Team offer:

  • Budget negotiation services for new clinical trials;
  • Budget negotiation services for amendments to existing clinical trials;
  • Study Team is responsible for invoicing the Sponsor for all study-related items or services as outlined in the finalized budget. The finalized budget can be found in the fully executed Clinical Trial Agreement (CTAs).
  • Index setup services for new Clinical Trial Agreements (CTAs) negotiated through our office;
  • Receive and post payments associated with Industry-Initiated Clinical Trials through the OCTA Dashboard; and
  • Expense transfer approvals with relation to the 79600A fund under the KLT template.

If you are interested in inquiring about any of these services, or if you have additional questions, please feel free to contact us directly through OCTAFinancials@ucsd.edu and the appropriate team member will get back to you as quickly as possible.

Budget Negotiation Services

Over the past 15 years we have been working towards expanding our outreach and ability to provide our study teams with budget negotiation services. OCTA is proud to be the only central office to offer these recharge services for Clinical Trials administered by OCTA. The recharge costs for budget negotiations are incorporated into the budget and charged directly to the sponsor. This prevents our study teams from having to incur these costs directly.

If you are interested in obtaining our budget negotiation services, please contact us at OCTAFinancials@ucsd.edu or call our office at 858.657.1221 for more information.

Our highly trained budget analysts strive to ensure the costs of all industry-initiated clinical trials be paid for, in full, by the sponsor; as per UC policy. Costs that will be included are: Total Direct costs (i.e. patient care costs, time and effort, etc..), special procedures requiring individualized case rates, supplies, pharmacy fees, IRB review fees, and facility charges, to name a few. All directs costs are subject to 30% overhead with no exceptions.

W-9 Form:

Please use this current W-9 form: 

2017-W-9-form

Payment Method:

FOR CHECK

​Payee Name:
​The Regents of the University of California
​Payee or Remittance Address:
​UC San Diego Cashier's Office
Re: OCTA <insert COEUS Number> (example: OCTA 20161125)
9500 Gilman Drive #0009
La Jolla, CA 92093-0009
Reference:
​OCTA<insert COEUS Number> (example: OCTA 20161125)
Individual at Institution to Receive
Invoices:
1st choice: Remove, no contact preferred, central cashier's office
2nd choice: Name of Study Team Contact
study team contact email and octa@ucsd.edu

 

FOR  BANK WIRE (ACH):

Receiving Bank Name:
​Bank of America, NA
​Address:
​P.O. Box 37025
San Francisco, CA 94137
Account Number:
Routing (ABA) Number:
​1233018188
121000358
Account Name:
​Regents of the University of California, UCSD Depository
Reference:
​OCTA <insert COEUS Number> (Sponsor, Investigator, Protocol #)


Note to the study team contact regarding claiming bank wires:

If the Sponsor has requested UCSD’s bank wire information for this study, please note that it is the responsibility of the study team to check the General Accounting unclaimed wires page on a regular basis at: http://blink.ucsd.edu/buy-pay/payment-methods/wires-drafts/receiving/unclaimed.html for electronic transfers received. 

After determining a wire belongs to your study, email octafinancials@ucsd.edu with the bank wire details and backup, if available. OCTA will claim the wire with General Accounting on behalf of the study team and post to the ledger. 

Index Creation:

Once a study has received IRB approval and has a fully executed CTA, the OCTA financial team will set up your index. This process usually takes place within 24 business hours of contract execution (if the study is IRB approved). This study specific index is where you will be able to manage your study related expenses in accordance with UC policy. The generated index will be linked to the bulk account for each study. We recommend completing the bulk application when submitting to the IRB and CTA form. For assistance completing the bulk application please contact ctri-velos@ucsd.edu.

If you are member of a study team and your role requires you to be notified of the index setup, please send us an email to OCTAFinancials@ucsd.edu with your contact information and study details, and we will be happy to add you to the notifications list.

Payment Allocation

OCTA is responsible for receiving and identifying all incoming payments related to industry initiated clinical trials. If you have received a payment for an industry initiated clinical trial, or you need help identifying where a payment should be routed please email us at OCTAFinancials@ucsd.edu.

To view all payments which have been received for your trial, please log in to the OCTA Application.

Cost and Expense Transfers

In 2013, OCTA was granted oversight of the Clinical Trial fund 79600A in which all OCTA Clinical Trial indices are located. Since then, we have worked closely with our study teams to ensure that transfers on and off of the 79600A fund are allowable and appropriate.

Study teams must use the “KLT” template for their Non-payroll expense transfers.

In order to ensure timely approval of cost transfers, please provide the following information when creating your E/ENPET.

  • How did the error occur (Why is the transfer being done?)
  • What is the benefit of moving the expense to the transfer TO fund? Provide specific descriptions of items being transferred.
  • If the transaction is over 120 days from the date the expense originally posted to the ledger, address the untimeliness. Why is the expense being moved so late?
  • What is being done to prevent this type of expense transfer in the future? (Don't just answer this question — work with your MSO and other department fund managers to implement policies that will reduce the need for expense transfers.)
  • Provide preparer name and contact information
  • Keep answers simple and succinct

If you have questions about allowable costs, please visit: http://blink.ucsd.edu/finance/accounting/expense-transfers/ OR contact OCTA at OCTAFinancials@ucsd.edu.

Unallowable Expense Transfers

  1. The transfer of NIH or federal funds to or from OCTA Clinical Trials is not allowable as it violates rules on co-mingling.
  2. Transferring of funds to directly cover indices in deficit. For additional information please contact the OCTA financials team directly.

Allowable Direct Charges

For an expense to be considered an allowable direct charge to a clinical trial, the cost must:

  • Be reasonable and necessary
    • the type of action that a prudent person would take under similar circumstances
  • Be required to satisfy the performance of the clinical trial
  • Be allocable to the clinical trial
  • Receive the same treatment that similar expenses would receive in similar circumstances
  • Conform to limitations or exclusions set forth by UC or campus policy
  • Was budgeted into the Clinical Trial Agreement

Please note: All indices must be brought to a zero balance prior to index inactivation.

Recommendations for study teams to strengthen financial management control procedures

  • Enhance department review procedures to make sure that payroll transactions are properly authorized, completed, and documented.
  • Reconcile and review the Distribution of Payroll Expense (DOPE) report and ledgers promptly to ensure that charges are accurate, complete, and applicable.
  • Monitor sponsor budgets and compare them to actual DOPEs and ledger charges and pending and projected expenses.
  • Timely review of bulk account charges on the ledger.
  • Review the budget to ensure which expenses are allowed and at what time.
  • Timely closing of the index when the clinical trial has ended, and transfer any residual funds to the PI or department discretionary fund.