VA funding for use of VUMC core facilities

Research funding by the VA to VUMC investigators for use of VUMC core facilities is managed centrally by the Office of Research in collaboration with the local VA Medical Center research office. At the beginning of each VA contract year, the local VA research office provides authorized spending limits for VA-funded investigators. Investigators requesting an increase in spending limits contact the local VA research office. Once the VA notifies the VUMC Office of Research, we will set up the funding in iLab. 

VA Contract Details: The current VA contract is valid for period of performance starting March 20, 2024, and ending March 19, 2029. A task order is executed annually, and spending limits are reset each year. The annual task orders are renewed each year on April 21st.Please note, this is different from the federal fiscal year beginning October 1st each year. The Office of Research managed contract covers utilization for all VUMC core facilities except for the Division of Animal Care.

 

iLab VA Fund Management: The amounts allocated in iLab are intended to help prevent overspending VA funds; however, the amount reference may not represent your actual balances. This is due to changes in VA funding periods and iLab system behavior on encumbering requested charges that have not yet been invoiced.

  • Each VA-funded investigator is assigned an iLab VA Billing Number (999999xxxxx). This is a billing reference number in iLab only. This is not a cost center or worktag in the Workday system.
  • When requesting services or reservations, select the investigator’s VA lab group in iLab.
  • Each lab member must be granted access to the VA lab group and the VA billing number to submit iLab service or reservation requests.

 

The amount authorized by the VA does not reflect a transfer of funds from the VA to VUMC. VA funding is external to VUMC. Invoices will be sent to the VA for payment after services have been provided.

 

Investigators using VA funds will need to monitor the total spending against the VA billing number to ensure the available VA funds are not overspent. Spending can be tracked directly in iLab using the reporting tools. 

For questions regarding available funds, please work directly with the local VA research office administrators, Holly Hefner (holly.hefner@va.gov) and Patrick Lynch (patrick.lynch2@va.gov).

Division of Animal Care Use Note:

VA contracts have been individually established for Animal Care services. When using VA funds to pay for Division of Animal Care services, investigators will need to use a different VA billing number. This number will follow the same 999999xxxx format but will be unique from your assigned VA number for use in other VUMC core facilities.  The DAC usage is managed on a separate contract with the VA, and the funds are tracked separately.

How to request services using VA funds:

When using VA funds to pay for VUMC core services, select the VA Lab Group on the new reservation or service request. The drop-down payment menu will then display the assigned VA Billing number.

 

Instructions:

  1. On service or reservation requests, select the investigator’s VA Lab Group.
  2. Complete the service request or reservation request.
  3. In the payment section, select the PI's VA Fund Number.

iLab System Example

Lab Group

Fund Number

Smith, Alex (VA-TVHS) Lab

9999991234

 

Troubleshooting:  If you do not see your VA billing number, email the Office of Research at VUMCcores@vumc.org. 

 

 

  • Lab members must be granted access by the PI or lab manager(s) to have the ability to purchase VUMC core services. Email VUMCcores@vumc.org to grant other lab members access to use the VA fund. 

     

    Investigators and Lab Managers can view the VA fund number details via the iLab "Purchase Orders" module.

    1. Navigate to any VUMC core iLab module. In the left-hand menu, click core facilities.
    2. Open any of the VUMC core groups (This must be a VUMC core, not a VU core).
    3. Once one of the VUMC core iLab sites is open, click the purchase order or PO tab.
    4. The VA billing numbers that you have access to will display.
    5. Click on the number directly for additional information.
    6. Once the detail view is open, review the list of lab members that have access to the number by toggling open the "group members" section at the bottom of the page.

  • Use the reporting module to review charges against your VA billing number directly in the iLab application. Both the PI and any lab staff with ‘lab manager’ access in the iLab application can generate the reporting data.

     

    Review the total amount invoiced to your VA Fund Number:

    1. In the left-hand navigation panel, click Reporting.
    2. Selected Report on all labs I manage to open the reporting module.
    3. Click Build New.
    4. Enter the report settings:
      1. Select the appropriate date range for the period of performance.
      2. In the date field, change to billing date
    5. Click Run Report

     

    To refine the report to only view your VA spending history:

    1. Using the filter panel on the left, adjust the filters  (i.e., payment number) to refine the report to just your VA fund number (999999xxxx).
    2. After selecting the payment number, click apply filters.
    3. The report will update.

     

    To review expense activity, download the data by exporting the "Source data".

    1. Click Export
    2. Select Source data as CSV/XLS
    3. An excel document will download. All activity invoiced to your VA payment numbers will be included.
    4. Sum the Total Price column to calculate the total amount spent on your VA payment number within the specified date range.

     

    Service Dates: The local VA research office considers the service date when paying VA invoices. This data is displayed in the report output file and displays on the iLab invoice view.