e. Sponsor Payments
As of July 1, 2021, the Center for Clinical Studies (CCS) is responsible for applying sponsor invoice payments in Workday. This information will no longer be entered into OnCore directly.
Overview for Payments received July 2021 or After
The Center for Clinical Studies Business Office (CCS) will apply sponsor payments to the applicable invoice in Workday.
Payments applied to invoices in Workday will be sent to OnCore in a nightly process.
CCS will notify the study team that payment has been applied.
The Study Team must check OnCore Payments tab for accuracy within 10 business days and report any issues. Verify Check No., Amount, Date Received, Invoice Numbers and Payment.
For partial payments, item-level reconciliation will take place automatically via the OnCore-Workday integration starting on 6/15/2026, using the below logic:
Payment will be applied to the first invoice item (minus withholding if using the withholding setting on the Parameters tab), then to the second invoice item (minus withholding), etc.
Example: Invoice 1 receives 3 partial payments over several weeks. The following shows how they will be applied to the invoice via the OnCore-Workday integration:
Un-Associating Payments from an Invoice
If an invoice needs to be Amended or Voided after payment has been applied, the study team will need to un-associate the payment from the invoice in OnCore. Instructions below.
Open the invoice that needs to be amended/voided and scroll to the bottom to see payments that have been applied
Note: Payments applied prior to 6/16/2026 will appear in the Invoice Payments header; payments applied 6/16/2026 or later will appear in the Integration History headerClick the blue hyperlink for the first payment you want to un-apply
On the Payment Details Screen, click the Paid Invoice Items option on the vertical menu
If this payment has paid multiple invoices, you can use the Invoice filter to show only items on the invoice you intend to amend/void
Once showing only items on the invoice you intend to amend/void, click the check box in the header to select all items and press Delete
You will get a pop-up asking if you are sure you want to delete, so you will need to again press the Delete option.
This payment has now been unassociated with the invoice. If there were other payments on the invoice, follow the same steps for all payments until no payments are showing on the invoice.
You will now be able to amend or void the invoice.
Manually Adding/Adjusting Payments in OnCore
Payments will integrate into OnCore from Workday, but there are some unique situations where a payment needs to be added directly into OnCore.
Create a Payment
From the Financials Console, click on the Sponsor Payments tab
On the Sponsor Payments landing page, click New Sponsor Payment. The Create Sponsor Payment window opens.
Enter the check number, the amount of the payment, and the payment received date. Note that the check number must be unique for the same sponsor.
Select the sponsor from the drop-down list on the Sponsor field. The available protocols are limited to those associated with the selected sponsor.
After you select the sponsor, you can enter the number or short title of the protocols to receive the payment. If a sponsor hasn't been selected, the sponsors available in the Sponsor field will be limited to those associated with the entered protocols. Note that you must select a sponsor before you can associate protocols with a payment.
Enter any comments as needed (up to 4000 characters) in the Comments field.
Click Create. The Sponsor Payment record page opens where you can view and edit payment information.
To edit the payment details, click Edit. Note that some details can't be edited, such as the Payment Balance and the Sponsor, if it was previously entered.
Apply a Payment
From the step above, to apply the payment you created to invoiced items, click Apply Payment. The Invoice Items page opens.
The table on the left side of the page shows each invoiced item on an invoice with an invoiced date that matches the protocols selected on the payment and filters. The invoiced items are grouped by protocol. Each row represents an invoiceable item from the protocol referenced in the Protocol Number column. Use the filters in the left pane to further filter the results.
You can filter results by the invoice and the other invoice numbers in the Invoice field. The invoice number and the other invoice number (shown in parentheses) are listed in the Invoice No. (Other Invoice No.) column in the results table.
In the example above, there are several invoiced items ready for payment that are associated with the ONC0116 protocol. Items listed on this section are the same items listed on the invoices in the Financials Console > Invoices section. To quickly view details for an individual item, click the question mark icon.Use the filters in the left pane to filter and locate invoice items you want to add to this payment. You can filter results by sequence or invoice numbers, protocol number, type of remaining balance, or a specified date range. Note that the Invoice No. filter will not include invoices that haven't been submitted (don't have an invoice date), have been voided, or have been amended.
The Remaining Balance filters allow you to locate invoiced items with varying remaining balances. The Remaining Balance is the total amount minus any withholding and any applied amounts. You can filter invoiced items with the following remaining balances:Unapplied: Lists only items with no balance applied.
Partially Applied: Lists items with a partial balance applied.
Credits: Lists items with a credit balance (a negative total balance). These items have a minus sign in the Total Balance and Remaining Balance columns.
Withholding Remaining: Lists items where the only balance remaining is the percentage of the item set aside for withholding after payments have been applied and their Remaining Balance has been paid.
Select the checkboxes of the items to receive payment and click Add to Payment. To add all the items, click the checkbox at the top of the checkbox column or click the “Select all X invoice items?” link at the top of the page. Note that the “Select all X invoice items?” link doesn't appear if you select more than 10,000 items.
NOTE: Selecting all items will select all the available invoiced items that match the search criteria. This might include more items than are currently displayed on the page. The total number of items selected will be noted in the blue banner at the top of the page, which could be more than the items shown. The selected items will be moved to the right side of the page. The Applied field shows the total item amount to be applied to the payment, and the Balance field shows the balance remaining.The default amount for each invoiced item is entered automatically in the Amount field with the Remaining Balance amount. To apply a partial payment, update the amounts in the Amount column.
To remove items from being paid, click the Remove button. You can continue to add multiple items to this table prior to submitting and applying the items to the payment.
Note that you can also add credits (invoice items with a negative balance) to a payment. To locate these items, select the Credits filter in the Remaining Balance setting. After a credit has been applied, the payment can't be deleted as it would cause the balance to be negative.
Note that $0.00 invoice item payments can't be entered in the Amount field in Sponsor Payments even if the item has only a withholding balance.When you are finished adding items to be paid, click Submit. The items will be applied to the payment. These items will no longer appear on the Invoice Items listing on the left side of the page.
Items receiving only a partial payment will remain on the left side of the page, with any remaining balance noted in the Remaining Balance column. You can apply additional payments to an item with a remaining balance. Note that the cumulative total can't exceed the Total Payment Balance amount.