Frequently Asked Questions

Please note that "Children's & Women's" means the Children's & Women's Health Centre of British Columbia and "UBC" means the University of British Columbia.

  1. I have received a research agreement, but I am unsure what kind of agreement it is. Who can I ask?
  2. I have received a clinical trial agreement from an industry sponsor. What do I do?
  3. Does my research study require ethics review?
  4. What is the current fee for ethics review?
  5. What is the Contracts Office fee?
  6. When do I have to submit ethics review application and Children’s & Women’s hospital review application for approval?
  7. Who are the parties to clinical trial agreements for industry-sponsored clinical trials?
  8. How do I open an account after the research agreement has been signed and the study has received ethics review and Children’s & Women’s hospital review approvals?
  9. I have been granted a contract. Where should the funds be administered – Children’s & Women’s or UBC?
  10. Is overhead required to be charged on all industry-sponsored clinical trials?
  11. I have started my clinical trial. How do I go about paying invoices?
  12. How do I go about receiving monies from the sponsor for my clinical trial?
  13. I have received a cheque from the sponsor for my clinical trial. How do I go about depositing the monies?
  14. Will I receive financial reports on project accounts established within the BC Children's Hospital Research Institute?

1. I have received a research agreement, but am I unsure what kind of agreement it is. Who can I ask?

BC Children's Hospital Research Contract Coordinator will assist you in determining what kind of agreement it is (e.g. clinical trial agreement, collaborative research & development agreement, service agreement, etc), and at which site the agreement will be reviewed (e.g. Children’s & Women’s or UBC). Contact:

Mike Gottenbos, Manager, Finance
Email: mgottenbos@bcchr.ca
Phone: (604) 875-3567

2. I have received a clinical trial agreement from an industry sponsor. What do I do?

Before any discussion is undertaken with the sponsor regarding budget and agreement, contact BC Children's Hospital Director of Research Finance who will review/cost your clinical trial budget and review the terms of the agreement to ensure compliance with institutional policies. It is imperative that the budget is reviewed before it is sent to the sponsor, as there are start-up and other study costs which must be included in the clinical trial budget. A copy of the protocol will also need to be provided to the Director of Research Finance. Contact:

Vicki Chiu, Director, Finance

Email: vchiu@bcchr.ca
Phone: (604) 875-2488

3. Does my research study require ethics review?

Any research study involving human subjects in clinical procedures must be reviewed and approved by the UBC Research Ethics Board before commencement.

4. What is the current fee for ethics review?

The current Clinical Ethics Review fee is $3,000. This fee must accompany any Application for Clinical Ethics Review and should be requested upfront from the industry sponsor.

See also: /reb

5. What is the Contracts Office fee?

The BC Children's Hospital Research Contracts office has a fee of $3,000 for industry-sponsored clinical trial agreement review. This fee covers the internal costs for agreement and budget review, project account set up and coordination/correspondence with the study team and sponsor on the administration of the contracts. This is non-refundable and due upon the execution of the clinical trials agreement.

6. When do I have to submit ethics review application and Children’s & Women’s hospital review application for approval?

Ethics review submission and hospital review submission should be undertaken at the same time as budget and contract review to ensure there is no delay in starting the study.

7. Who are the parties to clinical trial agreements for industry-sponsored clinical trials?

The parties to a clinical trial agreement for industry-sponsored clinical trials are the sponsor, UBC, Children’s & Women’s and the principal investigator.

8. How do I open an account after the research agreement has been signed and the study has received ethics review and Children’s & Women’s hospital review approvals?

Contact the Research Contracts Coordinator with a copy of the approval certificates from UBC and Children’s & Women’s. Contact:

Mike Gottenbos, Manager, Finance
Email: mgottenbos@bcchr.ca
Phone: (604) 875-3567

9. I have been granted a contract. Where should the funds be administered – Children’s & Women’s or UBC?

Generally, it is preferred that research funds be held at the site where the majority of the research expenses will be incurred (e.g. major equipment purchases).

10. Is overhead required to be charged on all industry-sponsored clinical trials?

A 25% overhead will apply to all industry sponsored clinical trials. 40% of the overhead is returned to the principal investigator, and is to be spent in accordance with the Overhead Policy.

11. I have started my clinical trial. How do I go about paying invoices?

Children's & Women's
Code original documents to the appropriate Cost Centre. Ensure invoices are signed by the Principal Investigator and/or designated authorized signer who has sufficient signing authority on Project/Grant. Forward approved invoices to:

Ellan Ponjani, Finance Assistant
Email: eponjani@bcchr.ca
Phone: (604) 875-2000 ext. 6829

Read our BCCHR Finance FAQs for answers to common questions about the submission of invoices and expense claim forms to BCCHR (PHSA Funds 06 and 07).

UBC
Fill out a Q-requisition (available from the UBC Bookstore). Forward (with invoice attached) to:

Requisition Processing, Financial Services
University of British Columbia
302 - 2075 Wesbrook Mall
Vancouver, BC V6T 1Z1

Visit www.finance.ubc.ca to learn more.

12. How do I go about receiving monies from the sponsor for my clinical trial?

Your clinical trial coordinator or administrator should ensure that the sponsor is invoiced on a timely basis according to the payment schedule in the clinical trial agreement. Late payments should also be followed up on a timely basis. Please ensure that the cheque is payable to the correct payee as stated in the clinical trial agreement. This will ensure the cheque is coded correctly and deposited into the correct account in a timely manner.

13. I have received a cheque from the sponsor for my clinical trial. How do I go about depositing the monies?

If the project is established at Children’s & Women’s:
Code the cheques to the Cost Centre established for the study at Children’s & Women’s. Attach it to a copy of the invoice previously sent to the sponsor. Forward to:

Mike Gottenbos, Manager, Finance
950 West 28th Avenue
Vancouver, BC V5Z 4H4

If the account is established at UBC:
A Cash Receipt form (obtainable from UBC Bookstore) is to be filled and signed by the principal investigator. Forward to:

Office of Research Services
University of British Columbia
TEF III #102
6190 Agronomy Road
Vancouver, BC V6T 1Z3

14. Will I receive financial reports on project accounts established within the Child & Family Research Institute?

If the project is established at Children’s & Women’s:
Period-end reports are located in the Children’s & Women’s network (W:\Finance Reports) or on the BCCHR network (S:\Finance Reports). If you have any questions, contact:

Mike Gottenbos, Manager, Finance
Email: mgottenbos@bcchr.ca
Phone: (604) 875-3567

If the project is established at UBC:
The monthly statement is mailed out by UBC Financial services. Call 604-822-2454 if you have any questions.

Last updated: 02/09/2012