FAQs

1.  Where is my study in the ICB ETC process? 

Please use the Process flowchart to identify where your study is at in the system.

2.  When will the payment model be put in place? 

Once the study has been commissioned as ICB and has achieved the status of in setup, approval received, the ICB ETC finance team will be in contact to discuss the most appropriate payment model. The ICB ETC finance team cannot approve a payment model prior to this because the study will not be active on our system. CPMS will notify the finance team once approval has been received. 

3.  Who am I waiting for to give approval? 

This is either HRA or REC approval. Unfortunately we are not advised of studies until approval has been received. 

4.  Whose responsibility is it to organise the payment model for a study? 

This is the responsibility of the ICB ETC finance team, not the LCRN. 

5.  How are ETCs paid? 

ETC’s are paid per participant (PPV) recruited onto the study at the value stated on the summary page of the SoECAT. Payments are made as per the payment model applied to the study, biannually, in arrears and are subject to provider thresholds as dictated by NHSE. 

6.  Who is subject to provider thresholds? 

Thresholds are 0.0001% of the annual operating costs and are applicable to NHS trusts and independent sector healthcare providers. Currently, universities, local authorities, ICBs, charities and small companies are not subject to provider thresholds. It is NHSE who set the thresholds and there is no flexibility on these. 

7.  How long does it take for payments to reach the provider? 

Once payments have been released to the LCRN Host Organisation from DHSC, it can take up to 4 weeks for payments to reach the provider. However, if an alternative workaround payment is made, particularly through the ICB, it could take an additional 4-8 weeks for payments to be forwarded to the provider. 

8.  What do I do if the wrong site has been paid? 

Once the datacut occurs and payments have been made, we at the CRNCC cannot recall payments. This is why we ask for the chief investigator and the sponsor to confirm the payment model and site information, because errors cannot be corrected retrospectively. 

9.  We have been underpaid for recruitment at the end of the quarter (Q), what do we do? 

Any confirmed recruitment at the datacut will be recorded and allocated payments (less provider thresholds). Any recruitment that is not confirmed and is showing as provisional will not be ‘paid’ at the datacut. If the provisional recruitment is confirmed by the next datacut, then it will be paid (Q1, Q2 & Q3). HOWEVER, recruitment that is not confirmed at the end of Q4 will not be paid. It is the responsibility of the study team to ensure that the study record is correct and that recruitment is confirmed as accurate. Missed recruitment cannot be paid retrospectively out of year. 

10.  Who can ICB ETCs be paid to? 

ICB ETCs can be paid to any English site or organisation.

11.  What is the process for claiming ETCs in a devolved nation? 

Please click on the relevant links for more information and guidance on claiming ETCs in Scotland, Wales, or Northern Ireland. The ICB ETC finance team does not have direct contact with any of the ETC teams in the devolved nations, so we can not provide further assistance or guidance with this.