VU/VUMC Transition Updates for Cores

IMPORTANT NOTICE - SkyVU Transition:

Effective January 1, 2018:  

All VU cost centers have been replaced with SkyVU CoA/ POET numbers. 

 All new SkyVU CoA and POET numbers mapping to an existing VU cost center have been updated in both VUMC C.O.R.E.S.  and iLab (VUMC core group purchases). All previously used 10 digit VU cost centers are no longer valid and have been either inactived or expired as of 12/31/17.

To submit a request for activation of a VU billing number in the VUMC C.OR.E.S. application, please complete the following webform.

https://www.vumc.org/oor/vu-billing-number-change-use-vumc-core-groups-ilab-vumc-cores

When submitting a request for a new billing number, please include the full CoA or POET number.

 

VUMC C.O.R.E.S. Application: Due to system requirements, the CoA and POET numbers will display with the following format in the VUMC C.O.R.E.S. application.

  • CoA Format:  Only the first 29 characters of the CoA will display. Periods will be included.
    • Example:  110.05.11000.6250.000.000.000

 

  • POET Format:  The beginning letters and six digit POET number will be followed by a period and the task number.
    • If letters are not included, only the six digit POET number followed by a period and the task number will display.
    • The underscore will not be included.
    • Example: GC604513.1

 

iLab Application (VUMC Core Group Purchases):  The full CoA and POET numbers display in the iLab application.

  • CoA Format:  The full CoA number will display. Periods will be included.

    Example:  110.05.11000.6250.000.000.000.0.0

 

  • POET Format:  The beginning letters and six digit POET number will be followed by a period and the task number.  If letters are not included, on the six digit POET number followed by a period and the task number will display.
    The underscore will be included.
    Example: GC_604513.1


IMPORTANT NOTICE:

Effective May 2, 2016:  

VUMC and VU C.O.R.E.S. have been updated to reflect the legal separation of the Medical Center and University. Some user roles have changed.  Detailed guidance for users now considered external in either VUMC C.O.R.E.S. or VU C.O.R.E.S. is provided in the FAQ below. Email any questions or concerns to VUMCcores@vumc.org.  

Log into VUMC-C.O.R.E.S
Log into VU-C.O.R.E.S.

Core FAQs for VU/VUMC Transition

Please visit our Meetings and Event page to download materials from our recent meetings. The presentations include important updates regarding the transition.

Access to research core facilities will remain the same. Service level agreements are being developed to formalize these relationships, to detail what is to be expected from both parties, and to ensure full access and shared oversight for VU and VUMC-employed faculty.

 

VU-employed faculty will not pay different rates from VUMC-employed faculty when they use VUMC cores.  All Vanderbilt University (VU) investigators will pay the regular internal VUMC core rates without any administrative fee applied. 

Cores providing services to any other non-VUMC users (external) must recover partial or full indirect costs. 

Effective May 1, 2016, the indirect administrative cost recovery rate will change for external academic/non-profit users.  Any users from non-VUMC or non-VU academic research institutions or other non-profit research institutions will now be charged 12% over the VUMC base rate.   

 There is no change to the 60% markup for external for-profit and foreign users.  

Please review the VUMC Guidelines for Research Shared Resources and Core Facilities for more information regarding the external markup for external users.

VUMC-employed faculty will not pay different rates from VU-employed faculty when they use VU cores.  All Vanderbilt University Medical Center (VUMC) investigators will pay the regular internal VU core rates without any administrative fee applied. 

Effective January 7, 2016, VU and VUMC cores will use separate C.O.R.E.S. systems: VUMC-C.O.R.E.S. and VU-C.O.R.E.S.   Soon, several VUMC cores will begin to use iLab.  A list of cores and the systems they will be using can be downloaded HERE.  We will update this list as changes are made throughout 2016.

Click HERE for important information about changes to research core billing systems.

 

Yes. VU cores have begun using new cost centers as of November 1, 2015.  Click here to download a list of all cores with assigned cost center number.

 

No.

 

The department of Finance has assigned new cost centers to the School of Medicine basic sciences departments and centers. The Office of Research updated the CORES application on July 15, 2015 to systematically add all new centers and remove the old cost centers. 

Contact your department with questions or assistance with your cost center.

 

Yes. Several transactions will occur between Vanderbilt University Medical Center (VUMC) and Vanderbilt University (VU) post-transition. These transactions will be captured within two specific accounts for Revenue and Expense. Placeholder accounts have been incorporated into BudgetPro, SLA Revenue = 44999 and SLA Expense = 63099.

For additional information on budgeting, visit https://finance.mc.vanderbilt.edu/are/vu/budget.aspx

 

VUMC cores will budget expected CORES service billing credits from PIs using VU cost centers into 44999. Do not budget the indirect cost recovery expense on the credits from VU PIs. At this time, the indirect tax will not be applied to credits received from VU payments.

 

VU cores will budget expected CORES service billing credits from PIs using VUMC cost centers into 44999. Do not budget the indirect cost recovery expense on the credits from VUMC PIs. At this time, the indirect tax will not be applied to credits received from VUMC payments.

 

VUMC departments will budget expected CORES service expenses from VU cores into into 63099.

 

VU departments will budget expected CORES service expenses from VUMC cores into into 63099.

 

VU and VUMC will work together to share oversight for institutional cores. VU and VUMC may each have its own separate ISROC-type committee, and also participate in the joint governance mechanism (TBD).

 

VU and VUMC are working to continue billing system functionality for both scholarships and vouchers.

 

All VUMC core groups should use the "Agreement for Clinical Department Core Groups", and all VU core groups should use the "Agreement for Basic Sciences Department Core Groups".  

 

No.  There will be a set of master service level agreements (SLAs) that govern the provision of core services.  VUMC will have an SLA to provide core services to VU, and VU will have a reciprocal SLA to provide core services to VUMC.  We will post more information once the SLAs have been finalized.

 

The VUMC Office of Research will continue to provide all such support to cores that move to the new VUMC.

VU cores will be supported by the VU School of Medicine division, the Provost's office and the Office of Contract and Grant Accounting (OCGA).

 

VU cores that have been using the C.O.R.E.S. application will continue to use C.O.R.E.S. for some time after legal close. VU will be looking at whether and when to move to iLab in the post-transition timeframe.