Payment confusion is usually administrative mismatch. Sites pay by visit codes and milestones. Participants remember hours and effort.
A simple ledger fixes most issues because it lets you ask precise questions instead of vague complaints.
A ledger that matches how sites pay
Keep one line per visit: date, visit name, expected amount, received amount, method, and any reimbursements submitted.
If reimbursements exist, track them separately because they often run through a different pipeline.
Common failure modes that look like missing money
- Prepaid card funds loaded but not visible until you activate a portal.
- Reimbursements processed later by finance.
- Milestone payments not issued until a milestone is completed.
- Visit coded incomplete due to a missed required task.
The most effective follow up is calm and specific. Date, visit, expected amount, received amount. Then ask what code or rule explains the difference.
Questions that resolve payment issues faster
- What is the usual payment turnaround and what causes delays?
- How do I check balance for your payment method?
- Are reimbursements processed separately and by whom?
- What triggers a visit to be coded incomplete?