THE GOLD STANDARD OF INTELLIGENCE · SPECIALIST STUDY
Change an RDS payment vendor without making a participant’s earned value disappear between two ledgers
A vendor contract can end while participant obligations remain. Vouchers may be unused, transfers may be pending or reversed, referral rewards may mature after fieldwork, and disputes may arrive after the old portal closes. A participant-safe exit therefore moves more than money: it preserves entitlement lineage, instrument status, minimum provider evidence, replacement authority, accessible contact routes and a reconciliation period that survives both site and vendor closure.
This guide belongs to the Intelligence subject root, the Gold Standard of Education, and the How X Works hub. It begins with a concrete decision, then tests whether the method still holds when the context changes.
Choose a reading route
Map obligations and exit boundaries · chapters 1, 2, 3
Export and reconcile provider evidence · chapters 4, 5
Carry value across the transition · chapters 6, 7, 8
Protect late cases and field integrity · chapters 9, 10, 11
Close, retain and learn · chapters 12, 13
The whole problem at a glance
| Question | Evidence | Unsafe shortcut |
|---|---|---|
| What survives contract end? | Entitlement, instrument, pending case and remedy register | Closing on invoice date |
| Can data move safely? | Field map, export scope, checksums, access and deletion evidence | Downloading an unverified spreadsheet |
| Who honours old value? | Legacy, successor, sponsor and site responsibility matrix | Telling participants to contact the former vendor |
| When is sunset complete? | Expired and open instruments, reversals, appeals and reserves reconciled | Counting only issued value |
The payment provider can close its account while the study still owes a remedy.
CHAPTER 1 OF 13 · Map obligations and exit boundaries
1. Define the exit event and obligations that outlive it
Name contract end, portal closure, issue cut-off, redemption or expiry windows, data-access end, settlement date and deletion schedule separately. List participant entitlements that can arise or mature after each date. FDA guidance says payment credit should accrue as participation progresses and approved payment amount, method and timing belong in study materials; a supplier deadline cannot silently rewrite those terms.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A referral reward matures after the issue cut-off; create the obligation from the approved study event even though the old portal no longer accepts files. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 1 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 2 OF 13 · Map obligations and exit boundaries
2. Assign responsibility across sponsor, sites and both vendors
Create a RACI-style matrix for entitlement decisions, identity verification, status evidence, revocation, reissue, participant communication, complaints, financial reserves, privacy incidents and final deletion. ICH E6(R3) expects documented agreements and oversight of service providers for important trial activities. Delegating a payment task does not make the participant-facing obligation ownerless.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: The successor can issue value but cannot read old status; give the sponsor or transition service explicit decision authority. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 2 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 3 OF 13 · Map obligations and exit boundaries
3. Build a complete transition inventory
Enumerate issued and unissued entitlements, pending transfers, activated and unused instruments, expired value, reversals, lost items, disputes, chargebacks, cash floats, credits and provider-held funds. Include site, policy version, amount, currency, channel, age, contact limitation and last action. Reconcile counts to study events before export so missing cases do not become invisible data-migration problems.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: One site kept referral rewards in a local sheet; incorporate and verify them before declaring the provider inventory complete. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 3 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 4 OF 13 · Export and reconcile provider evidence
4. Design a minimum portable data model
Export stable study case key, obligation and attempt lineage, amount, currency, timestamps, channel, provider references, status vocabulary, expiry, revocation, replacement, dispute and evidence-source fields. Keep identity and recruitment-network data separate and disclose only what the successor needs. Map provider-specific states to shared meanings without inventing evidence a channel never supplied.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: The old vendor reports “sent” while the successor expects “received”; preserve both facts and the unresolved delivery meaning. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 4 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 5 OF 13 · Export and reconcile provider evidence
5. Verify export custody and semantic completeness
Record export request, scope, query or report version, row count, schema, checksum, encryption, transfer, authorised recipients and import warnings. Sample every state and fully test high-risk exceptions. A byte-intact file can still omit closed disputes or translate expiry incorrectly. Retain the old schema and mapping so later investigators can reconstruct the transition.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A second export includes late reversals; version and reconcile it rather than overwriting the first file. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 5 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
Worked instrument-sunset ledger
| Case | Old-vendor state | Successor action | Closeout state |
|---|---|---|---|
| A | Voucher unused; expiry in 60 days | Honour or reissue on redemption | Open liability |
| B | Transfer pending | Wait, then trace or replace under rule | Open pending |
| C | Code delivered but inaccessible | Revoke and replace channel | Remedied after confirmation |
| D | Referral reward matures after export | Create obligation from study event | Successor owns payment |
| E | Chargeback after contract end | Investigate without removing valid entitlement | Reserve and case open |
States and amounts are illustrative; approved study terms govern real cases.
CHAPTER 6 OF 13 · Carry value across the transition
6. Separate entitlement portability from instrument portability
An old voucher or account balance may be technically transferable, redeemable only through the old vendor, or impossible to move. The underlying participant entitlement can still be portable through revocation and reissue, manual payment or another approved channel. Document which layer moved and what duplicate-value risk remains. Do not promise seamless portability when only the obligation was carried.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A proprietary card cannot transfer; migrate the obligation, revoke where possible and issue a new instrument with linked lineage. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 6 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 7 OF 13 · Carry value across the transition
7. Run an overlap period with dual evidence, not casual dual issuing
For a bounded interval, keep old status lookup while the successor accepts controlled cases. Route every new obligation to one authoritative issuer, and use dual observation only where needed. Define the handoff instant and reject ambiguous ownership. Two active vendors can improve continuity but also duplicate value when both treat the same entitlement as new.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A delayed old transfer succeeds after the successor issues a replacement; apply the predefined duplicate-value and participant-notice rule. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 7 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 8 OF 13 · Carry value across the transition
8. Manage expiry, breakage and unused value through sunset
Identify instruments whose expiry falls after vendor closure, provider breakage credits and participant-facing replacement terms. Give accessible notice and enough time or an equivalent remedy where the approved policy permits. A provider credit is a financial event, not proof that the participant obligation ended. Preserve unused value, contact limits and decision authority in the outstanding register.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: The provider accelerates expiry during account closure; assess against approved participant terms rather than accepting the new default. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 8 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 9 OF 13 · Protect late cases and field integrity
9. Keep a late-remedy route after field and portal closure
Maintain one reachable channel with language, disability and technology alternatives; publish what evidence is needed; and give the successor team access to controlled historical status. Set acknowledgement, decision, reissue and escalation windows. A late participant should not need to identify which vendor failed or revisit a closed field site to obtain a valid remedy.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A participant reports a lost card after the old portal is disabled; the study-owned case key and export should still support a decision. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 9 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
Vendor-exit gates
| Gate | Required evidence | Failure response |
|---|---|---|
| Inventory | All instruments, attempts, liabilities and cases | Reconstruct before cut-off |
| Portability | Stable keys, field meanings and lineage | Build controlled crosswalk |
| Continuity | Successor route and participant notice tested | Extend overlap or manual remedy |
| Settlement | Credits, reversals, reserves and invoices reconciled | Hold financial close |
| Deletion | Retention and erasure duties executed and evidenced | Restrict access and remediate |
No single provider report proves all five gates.
CHAPTER 10 OF 13 · Protect late cases and field integrity
10. Preserve privacy through access reduction and verified deletion
Minimise data shared with the successor, revoke old staff access, rotate credentials, export audit trails and document retention, legal hold and deletion decisions. NIST supply-chain guidance supports managing supplier risk across the lifecycle. Verify deletion or return under the agreement without erasing essential study and remedy evidence that the sponsor must retain.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: The old vendor retains encrypted backups for a stated period; document the control, access and final deletion evidence instead of claiming immediate erasure. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 10 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 11 OF 13 · Protect late cases and field integrity
11. Reconcile financial settlement without closing participant cases
Match prefunding, invoices, issued value, pending transfers, expiry credits, refunds, chargebacks, returned floats and successor reserves. Keep a participant liability register separate from vendor receivables and payables. Finance may settle the old vendor while cases remain open under the study; those cases need an owner, reserve and later-adjustment route.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A provider issues a credit for expired cards while replacement claims remain possible; keep the participant liability open. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 11 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 12 OF 13 · Close, retain and learn
12. Test recruitment and sampling consequences
Analyse failures, replacements and unresolved cases by site, wave, recruitment depth, channel and relevant access group with privacy protection. Vendor transition can change trust, recruitment pace, coupon sharing and who remains reachable. Treat associations as potential selection mechanisms and conduct sensitivity work where operational failure is concentrated, rather than assuming a bookkeeping migration has no inferential effect.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: The old vendor fails mainly during one recruitment surge; examine chain timing and composition before pooling all periods. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 12 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
CHAPTER 13 OF 13 · Close, retain and learn
13. Close the exit with evidence, residual ownership and review
Require inventory reconciliation, successful imports, tested remedy, final vendor statements, access revocation, deletion evidence, outstanding-case ownership and a bounded retention plan. Publish a participant-facing conclusion only to the level evidence supports. Review the transition later for late reversals, missed liabilities and corrective-action effectiveness, then preserve lessons for future provider selection and contracts.
Build the evidence record around the decision rather than the convenience of the software or supplier. Name the unit observed, the version or policy in force, the time boundary, the numerator and denominator, exclusions, missing cases and the person authorised to act. Preserve raw observations separately from interpretation, and retain failed and rejected cases as well as successes. That separation lets a later reviewer distinguish a changed world from a changed judgement.
Convert the finding into a bounded action. Predefine the trigger, permitted response, owner, expiry, rollback and verification window. Keep one worked case that passes and one that fails. A system which stores only successful cases cannot demonstrate that its control detects the failure it was designed to contain.
Evidence discipline: record the observation, version or time boundary that supports this chapter’s conclusion. Preserve the rejected alternative as well as the selected action. That makes a later review able to distinguish a changed world from an undocumented change of mind.
Changed-context transfer: A dispute appears after formal closeout; reopen the case under the retained ownership rule and record why the gate missed it. The method transfers only if the decision question and measurement meaning survive the change. If either changes, rebuild the comparison rather than copying the earlier threshold or weight.
Chapter 13 check · what should survive an audit
- State the decision and measurement unit in one sentence.
- Preserve version, timing, denominator, exclusions and missing-case evidence.
- Connect the finding to a bounded action, rollback and later verification.
Contents · Previous chapter · Return to the Intelligence guide
Verification lab: work the decision twice
Build a ten-case sunset ledger with unused vouchers, pending transfers, a late referral reward, one inaccessible digital channel and a post-exit chargeback. Migrate obligations without duplicating value.
Export a fictional provider file twice: the second version adds late reversals and changes one status label. Reconcile checksums, schema meaning, row lineage and successor imports.
Close the old vendor financially while two participant remedies remain open. Assign reserve, owner, contact route and decision deadline, then prove finance and participant states can differ legitimately.
Limits and misconceptions
A provider balance is not the entitlement ledger
It can omit unissued, failed, disputed and late-maturing obligations.
Instrument portability is not required for obligation portability
A study can carry the valid promise through controlled replacement.
Dual vendors can duplicate value
One authoritative issuer and linked lineage are still needed.
Vendor closure does not end participant remedy
Late failures, reversals and appeals require continuing ownership.
Questions readers ask
What must be exported from a payment vendor?
- Enough verified status, lineage and evidence to reconcile every entitlement and decide later remedies, while minimising identity data.
Can an old voucher be moved?
- Sometimes, but when the instrument cannot move, its underlying obligation may be revoked and reissued through an approved channel.
Who owns late disputes?
- A named study, sponsor or successor role assigned before the old portal and site close.
When may the old vendor account close?
- After required export, status access, settlement, continuity and residual-case controls are in place.
Does provider breakage settle the participant claim?
- Not by itself. Approved terms and remedy evidence determine the participant-facing outcome.
What proves deletion?
- Agreement-based return or deletion evidence, access revocation and a retained record of what essential evidence remains.
Practise, verify and continue
Write a payment-vendor exit plan with cut-off dates, responsibility matrix, complete inventory, portable schema, custody checks, authoritative issuer, remedy route, settlement reserve, privacy controls and a late-case drill.
Replace a digital voucher provider with site cash at one location and mobile money at another. Keep entitlement and remedy meanings stable while rebuilding custody, portability, evidence and duplicate-value controls.
Practical evidence check
Before implementation, write a one-page evidence map with the decision, unit of analysis, version or time boundary, inputs, outcomes, uncertainty, authority and stop rule. Attach one worked case that passes and one that fails. A reviewer should be able to reproduce the reasoning without relying on the memory of the person who built the system.
Run one changed-context rehearsal before approval. Alter a mechanism rather than a cosmetic detail, then identify which calculation, safeguard or governance gate must change. Record any conclusion that does not transfer. This short rehearsal is often the fastest way to expose a hidden assumption before it becomes an operational dependency.
Related eduKate reading
RDS multi-site payment reconciliation and participant-safe closeout
RDS payment disputes and participant remedy
RDS non-cash and digital incentive delivery
RDS multi-site harmonisation and transportability
Authoritative sources and scope
FDA payment and reimbursement to research subjects guidance
ICH E6(R3) Good Clinical Practice guideline with 24 October 2025 error corrections
NIST SP 800-161 Rev. 1 cybersecurity supply-chain risk management
FDA investigator responsibilities and third-party oversight guidance
The sources support approved payment terms, progressive accrual, documented service-provider agreements and oversight, retained records and supplier lifecycle risk. The transition ledger and vendor states are illustrative. Real studies must follow approved consent, ethics review, contracts, privacy duties, accounting rules and local law.