VUMC Core Administration

Contact a Core Administrator:
Core Pod 1 Core Pod 2 Core Pod 3 Core Pod 4
Kevin Cheatham TBD Alisa Escue Jessie Pirtle

Core Pods:
Download a detailed list of VUMC cores supported by OOR Core Administration.

Looking for all core listings? Click here.

For information about Vanderbilt University core administration, visit https://www.vanderbilt.edu/cores/VU-Policies-Forms.php

VUMC OOR Guidelines for Core Operations

The VUMC Office of Research has developed guidelines for core operations, intended to provide shared resource and core facility leaders with crucial policy and regulatory information. All shared resources and core facilities should adhere to these guidelines to ensure operations are in compliance with both federal and Vanderbilt policies. The VUMC Office of Research is available to provide business planning, policy guidance and invoicing support services to all shared resources/core facilities.

VUMC Guidelines for Research Shared Resources and Core Facilities _{(VUNet ID and password required)}

VUMC Scholarship Redemption Guidelines _{(VUNet ID and password required)}

Other Policies and Guidelines

Click the following links to download other policy documents. If you have questions or need additional information, please contact Susan Meyn in the Office of Research.

Vanderbilt University Medical Center Service Center policy
Federal Assistance Reform 2 C.F.R 200: Uniform Guidance
FAQs for Costing of NIH-Funded Core Facilities

New VUMC Core Setup

The Vanderbilt University Medical Center Guidelines for Research Core Operations should be reviewed carefully before planning a new core operation. The establishment of a new core must be approved by either the center director or chair of the department in which it will be based, and the PI of the grant program (in cases of shared resources associated with specific sponsored projects).

All requests to open new cores must be submitted to and approved by the Office of Research. Following approval, a new cost center number will be assigned by the Department of Finance, and the core can begin billing in the VUMC iLab System.

New Core Requests should include the following:

Service Fee Workbook _{(see the VUMC Core Manager Tool Box below)}
Core Center (304) Create Form
Core Budget Summary (1275)
Recharge Center General Information (Exhibit A)

New Core Requests may also need to submit:

Core Depreciation Cost Center (804) Create Form
Equipment Inventory and Depreciation Calculation Worksheet _{(found in the Service Fee Workbook)}

Contact Susan Meyn in the VUMC Office of Research for assistance in developing a business plan and setting service fees for VUMC cores.

VUMC Core Manager Tool Box

New VUMC Core Forms

New Core Planning Workbook

Core Recharge Center (304) Create Form

Core Budget Summary (1275) Template

Recharge Center General Information (Exhibit A)

Core Depreciation Cost Center (804) Create Form

Contact VUMC Finance for a copy of the current VUMC Form W-9

VUMC - Tools

Service Fee Workbook

StarBRITE Core Services Quote Form (pdf)

StarBRITE Core Services Quote Form (Excel)

Informatics Tools

Standard Research Core Services Agreement

Agreement for VUMC Core Groups

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VU Basic Sciences Department Cores:

contact VU Research Finance for assistance.

_{Other questions: please contact VUMCcores@vumc.org}

VUMC SOPs

Core Billing Practices SOP

Managing Core Equipment Expenses SOP

Managing and Collecting Receivables SOP

Vendor Presentation Guidelines for Core Directors

Data Management SOP

Core Administration Reporting Tools

Reporting tools are available in BI Launch Pad to facilitate financial and administrative oversight of the shared resources and core facilities. Please contact your core administrator for additional assistance with these reports.

Cores Ledger Summary and Review Report

This report provides a YTD snapshot of the core's performance, such as the current cash balance, expenses and revenue metrics, and the accounts receivable balance.

BI Launch Pad >> General Ledger Category >> Variance & Trend Analysis >> Cores Ledger Summary and Review

GL Center Trend Cores Report

This report provides expense and revenue totals on a per month basis for a given fiscal year. Transactional activity is displayed by account and account groupings.

BI Launch Pad >> General Ledger Category >> Variance & Trend Analysis >> GL Center Trend Cores Report

Monthly Invoicing and Revenue Report

This report is useful in managing a core's external business. Users should use the input controls to drill down to the 13155 account code. All booked invoices and payments received can be reviewed using this report.

BI Launch Pad >> General Ledger Category >> Transactional >> Monthly Invoicing and Revenue by Division