Account Access & Login Credentials
All users must register for an iLab account to access the application. Once the account is active, Vanderbilt users must log in to the system via their home institution's iLab URL.
 

Account Registration Instructions: If this is your first time logging into the system, iLab will prompt you to register by asking you to select the appropriate lab group.

1. Open your home institution's iLab URL. Use your institutional credentials to access the application.  
2. Click the login button. Enter your credentials.
3. A registration page will display with some fields pre-filled. Complete any remaining fields.
4. Select the appropriate lab group in the "PI/Group" drop-down menu.
5. Click Register
6. The Office of Research will review & approve within 48 hours. A confirmation email will be sent.
7. Once approved, you will be able to access and request services from VUMC cores and review invoice reports.

Lab Group Selection:

Notes:

• If you work with multiple investigators, please select one Lab Group to initially set up your account. Then contact VUMCcores@vumc.org with a list of other PI names. The Office of Research will update your iLab account and grant you access to the other PI Lab Groups.

External (Non-Vanderbilt) Users:  External users may need to log in to iLab to either view invoices or to request core services (depending on the core’s workflow). Users may need to access a custom URL to view the VUMC core groups if their institution currently uses iLab to manage their institutional core billing or operations.

• When registering for an account, click the register option under the "Not a Vanderbilt University Medical Center user? (no VUNetID)" header.
• Complete the registration form.

Download Guide:  iLab Core User Guide

How do I manage VUMC Billing Numbers in iLab?

VUMC worktags and cost centers are managed via integration with Workday. 

• All internal VUMC billing numbers for VUMC investigators are activated via a nightly feed from Workday.
• Grant Worktags are auto-assigned to the responsible PI's Lab Group.
  • The PI assignment cannot be changed.
• Other VUMC billing numbers (gift worktags, program worktags, cost centers) must be assigned to the PI's lab group.
  • The Department Administrator must claim the number within the PI's Lab Group Module.
  • Only users with the 'Department Administrator Role" can claim numbers.
  • Multiple lab groups can claim the same fund number.

End Date of Grant Worktags:  The end date in iLab aligns with the Workday Award Line End Date + 120 Days. The grace period prevents interruption of access to the grant funding as the grant moves from one award line to the next each year.

How to claim a gift worktag, program worktag, or cost center into a PI's Lab Group?

Instructions for Department Administrators:

1. Click on my groups on the left side of the iLab page.
2. Click on the lab name under the Labs/Groups I Manage section.
3. Click on the Membership Requests & Billing Numbers tab
   1. All active and claimed billing numbers, vouchers, and scholarships will display here.
4. Click on the Request access to additional Billing Numbers option.
   1. In the appropriate box (Gift, Grant, Program, or Cost Center) type in the billing number exactly as it appears in Workday and hit Request.

How to add lab member access to activated fund numbers in iLab?

Once a VUMC billing number has been added to iLab, the PI and/ or the Lab Manager will need to grant access to the center to any lab members or lab managers.

This step is required if the lab staff will submit service or reservation requests directly in iLab.

1. Click on my groups on the left side of the iLab page.
2. Click the lab name under the Labs/Groups I Manage section.
3. Click the Membership Requests & Billing Numbers tab to view the active center numbers for the lab.
4. All lab members and active centers will be displayed. a. Check the box on the row for the user to grant access to the specific center number.
5. The system will automatically save your changes. All new changes will be highlighted green.

Frequently Asked Questions:

My grant is not available in iLab. What should I do? 

• Verify the grant you are trying to use has a current end date listed in Workday.

• The end date in iLab aligns with the Workday Award Line End Date + 120 Days.

• The grace period prevents interruption of access to the grant funding as the grant moves from one award line to the next each year.

View a grant’s Workday end date by toggling to the respective award and checking the award line’s end date:

• Verify the correct PI is assigned to the grant under the ‘Principal Investigator (Grant)’ assignable role .

View the grant’s PI by selecting the ‘Roles’ tab within the grant record: 

• If the award line’s end date OR PI is not correct in Workday, please reach out to your assigned OSP representative for assistance in updating Workday.
• If the award line’s end date and assigned PI are accurate, please follow the instructions for claiming a VUMC billing number in iLab, located at the end of this article.

My gift/program/cost center is not available in iLab. What do I do? 

• Please follow the instructions for managing VUMC billing numbers in the "VUMC Funds:  VUMC PIs, Lab Staff, and Departments" section.
• Note: OSP does not create records for gifts, programs, or cost centers. These worktag types do not have end dates or PI assignments in Workday. Please do not contact OSP for assistance regarding these worktags in iLab

Download Guide:  iLab Core User Guide

Managing VU Billing Numbers:
VU Lab Groups will use the 'iLab PO Payment' method when requesting services or reservations in VUMC iLab. The 'PO' term is used in the iLab application to refer to an external billing number. It is not a true purchase order.

VU users are instructed to use their full CoA or POET numbers in iLab:

How do I add or manage VU billing numbers in the VUMC iLab system?

To activate or manage VU billing numbers, users should complete a webform on the Office of Research website.

Instructions:

1. VU users must submit a webform to add, edit, or remove VU billing numbers.
2. The VU PI, Lab manager, or department administrator can submit the webform.
3. The webform is available on the Office of Research website and posted below.
4. Please allow 24-72 hours for processing.

WEBFORM:  VU Billing Number change for use in VUMC Core Groups (VUMC iLab System)

When activating VU billing numbers we will assign access to the lab members listed on the webform. If changes are needed after the activation, please contact the Office of Research.

1. Email VUMCcores@vumc.org.
2. In the request, include the VU billing number and the names of lab members to add or remove.
3. Once the Office of Research updates the access, a confirmation email will be sent.
4. The PI will be copied for notification purposes.

Reminder: Lab members must have access to the number in order to make reservations or submit service requests in iLab.

VA FUNDING NOTES

The VA Billing numbers are managed centrally by the Office of Research in collaboration with the VA. We received the new contract starting Oct 1 of each year. At that time, the VA will send a list of investigators authorized for use of VA funds and include the annual spending limit for that contract year.  Investigators can contact the VA for increases or new authorization requests. Once the VA notifies the VUMC Office of Research, we will set up the funding in iLab.

• VA funding is external to VUMC. The Office of Research submits all VA invoices to the VA Research Administration office for payment each month.
• Approved investigators will use an assigned iLab VA Billing Number (999999xxxxx). Note, this is a billing reference number in iLab only. This is not a cost center or worktag in the Workday system.
• Each lab member must be granted access to the VA billing number to submit iLab service or reservation requests. 
• Labs using VA funds will need to monitor the total spend against the VA billing number to prevent overspending VA funds.

Contact VUMCcores@vumc.org for assistance with VA Funding.

Division of Animal Care Use Note:

Please note, if you plan to use VA funds for use in the Division of Animal Care, you 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. Please let us know if you need additional details.

How to view VA Fund Balance & Control Lab Member Access:

PIs and Lab Members can view the remaining VA fund number balance directly in iLab.

1. Navigate to any VUMC core iLab module.
   1. 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). You may have to change your view to ‘cores at partner institutions'.
2. Once one of the VUMC core iLab sites is open, click the purchase order or PO tab.
3. The VA billing numbers that you have access to will display.
4. Click on the number directly for additional information.
5. Once the detail view is open, you can then see the following item:
   1. Allocated amount for the year.
   2. The remaining balance (note, this may also take into account encumbered activity that the core has not yet invoiced, such as pending equipment reservations or open project requests.
   3. List of lab members that have access to the number.

Contact our support team at VUMCcores@vumc.org to update which of your VU lab members have access to use this billing number.

How to request services using VA funds (999999xxxx):

Each investigator that has been authorized for use of VA funds will be assigned a "VA-TVHS" lab group in the system. When paying for a core service with VA funds, the PI or Lab member will select the VA Lab Group on the new reservation or service request. The payment drop-down menu will then display the assigned VA Billing number (999999xxxx).

Instructions:

1. On service or reservation requests, select the investigators VA Lab Group: "Last, First (VA-TVHS) Lab.
2. Complete the service request or reservation request.
3. In the payment section, select the PI's VA Fund Number (999999xxx).

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

How to report on Total Spending (total invoiced amount) on your VA fund number or VA rebate voucher:

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 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 date range.
      1. Start Date: Day funding started for the current VA fiscal year.
      2. End Date: Today's date
   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) or VA Rebate Voucher (V00000xxxx)
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.

Pre-Invoice Review:  The PI or PI delegate has the opportunity to review pre-invoices on the last business day of each month. (All changes must be made by midnight the last business day).

1. Click on Invoices in the left-hand iLab Menu. Click the magnifying glass to open the specific invoice.
   1. Pre-Invoice indicates the invoice is in a period where billing number changes are allowed.
   2. Invoices will be updated to Final Invoice status once the invoicing procedures have been completed by the Office of Research and submitted to the Workday system.
2. Click the $ Icon to view the current billing number that will be charged.
3. To update to a new billing number, select the check box for each charge line in the payment list.
4. Using the billing number drop-down menu, select a new billing number.
5. Click Save.

Splitting Charges on Pre-Invoices: Invoices can be split between VUMC billing numbers. Due to iLab functionality, VU Lab Groups cannot split a pre-invoice between multiple VU billing numbers.

1. Click on Invoices in the left-hand iLab Menu. Click the magnifying glass to open the specific invoice.
   1. Pre-Invoice indicates the invoice is in a period where billing number changes are allowed.
   2. Invoices will be updated to Final Invoice status once the invoicing procedures have been completed by the Office of Research and submitted to the Workday system.
2. Click the $ Icon to view the current billing number that will be charged.
3. To split the invoice between billing numbers, select the check box for each charge line in the payment list.
4. In the payment information section, click Add Split.
5. Change the percentage field to allocate a portion to each billing number.
6. Click Save.

What window do I have to update the billing number on the pre-invoice?

Pre-invoices are generally available starting around 10 am on the first business day of each month. The PI, PI Delegate, or Department Administration should review and make changes before the end of the first business days. The Office of Research will finalize all invoices on the morning of the second business day.

Users have ~24 hours to review the pre-invoice reports

Given the brief window of time, we recommend using the reporting module to view completed charges throughout the month. Any order in a "completed" status will be included on that month's invoice. Billing numbers can also be updated on "completed status" orders either by the user or by contacting the core.

• Open up the associated project request on the "View My Requests" tab of the applicable core iLab site, to edit billing numbers on completed charges.

Final invoices are generated once per month. The VUMC Office of Research finalizes all invoices on the first business day of each new month. The PI or PI delegate should review all core invoices each month.

Reviewing Invoices: 

The PI, PI Delegate (i.e., lab manager role), and department administration can view the PI's invoices.

1. Click on Invoices in the left-hand iLab Menu. A list of invoices will display.
2. Use the filter panel to reduce and sort the invoices that display. Click 'Apply Filters' to run filters.
   1. Example: Use the 'payment number' filter to drill down to a specific billing number. 
   2. Example: Use the 'keyword search' and type in the  invoice number to find a specific invoice.
3. On the far right, click the magnifying glass to open the specific invoice.
   1. Pre-Invoice indicates the invoice is in a period where billing number changes are allowed. These invoices have not yet been submitted to Workday.
   2. Invoices will be updated to Final Invoice status once the invoicing procedures have been completed by the Office of Research and submitted to the Workday system.

Correcting Billing Numbers:

If a charge is incorrect, you may request a refund by contacting the appropriate core manager. Note: A manual journal entry will be required to transfer posted core invoice expense activity to a different center number. Consult with the Department of Finance or the Workday Training site for information on processing journal entries.

The reporting functionality within iLab allows users to generate reports to view spending across billing numbers, PI Lab Groups, and core facilities.

Reporting Instructions:

1. Click on Reporting in the left-hand iLab Menu.
2. Select the Load Default option to load the iLab default report template.
3. Enter the Report Settings:
   1. Select the date range for the report.
   2. Select the date field to Completion Date.
   3. Optional: Click Charts & Tables to adjust and modify the reports that will populate.
4. Click Run Report.
5. A high-level report will be generated.

Use the filter panel to refine the report and specify the data down to a certain PI, billing number, and/or core facility.

1. Using the left-hand filter panel, adjust the filters as needed.
2. Click Apply Filters
3. The report will update with data specific to those filters.

Export the report and download the detailed expense data.

1. Click Export.
2. Select Source data as CSV/XLS.
3. An excel document will download.
4. Report Export Notes:
   1. Billing Status column:
      1. ready_to_bill:  Charge has been completed for billing.
      2. billing_initiated: Charge has been completed for billing. Charge is included in a pre-invoice or final invoice. 
      3. not_ready_to_bill:  Activity requested by PI Lab Group. The activity has not yet been marked ready to bill by the core; therefore, the work has not yet been completed.
   2. Date columns:
      1. Purchase Date:  Date the service was requested or date of reservation.
      2. Completion Date: Date the reservation occurred or date the core completed the work.
      3. Billing Date:  Date the core finalized the charge by including it in a billing event.

How can reports be saved so that the same report can be generated again?

To Save a Report Template:

1. Enter the report settings.
2. Enter the Charts & Tables settings (optional).
3. Run the Report.
4. Click the Save... icon.
5. Enter a name for the report. Click Save.

To Run a Saved Report Template:

1. Click Load Saved.
2. Select the saved report.
3. Click Load.
4. Update the dates for this report.
5. Click Run Report!

Reporting Tutorial:   For additional details on available reporting tools in iLab, view the iLab reporting tutorial

Voucher Activation Process:

VICTR vouchers are activated in iLab via an overnight feed from the StarBRITE application. The recipient of the voucher must have a VUMC Lab Group and be assigned as PI of the lab group.

Troubleshooting: If you cannot see your voucher in iLab, please contact the VUMC Office of Research support team at VUMCcores@vumc.org. To resolve, we will need the voucher redemption ticket associated with your award. The ticket will reference the VICTR award number (VR) and the name of the individual that received the award.

To view voucher information:
PIs and Lab Managers can view the following information for each awarded voucher in the PI's fund grid. 

• Voucher Number (V0000012345)
• Expiration Date
• Core Name
• Remaining Balance

How to purchase VUMC core services using voucher funds?

Vouchers are core specific. Investigators can only use the voucher to purchase services from the assigned VUMC Core Facility.

• Once activated, the PI or Lab Manager will need to assign access to the voucher fund for the lab manager and any lab members within the PI's fund grid.  Start by clicking "My Groups" in the left-hand navigation panel to open the fund grid. 

• Select the PI's VUMC Lab Group when requesting core services or reservations.

• In the payment information section, the Billing Number option will be automatically displayed. The voucher should display as an option.

Available Balance:  The remaining balance includes all invoiced activity and any pending billing charges (iLab service quotes or upcoming reservations).

Scholarship Activation Process:  

Scholarships are activated in iLab by the Office of Research in coordination with the center administrator.

• Scholarships are credit vouchers redeemable in center-supported core facilities. They are center and core specific and are awarded by centers to member investigators at the beginning of each center's grant year, and expired at the end of that year. Once expired, a scholarship voucher cannot be reactivated and the unused funds do not roll forward.

To view scholarship information:
PIs and Lab Managers can view the following information for each awarded scholarship in the PI's fund grid. 

• Scholarship Fund Number
• Expiration Date
• Core Name
• Awarded Amount
• Remaining Balance

How to purchase VUMC core services using scholarship funds?

Scholarships are core specific. Investigators can only use the scholarship to purchase services from the assigned VUMC Core Facility.

• Once activated, the PI or Lab Manager will need to assign access to the scholarship fund for the PI, lab manager, and any lab members within the PI's fund grid.  Start by clicking "My Groups" in the left-hand navigation panel to open the fund grid. 

• Select the PI's VUMC Lab Group when requesting core services or reservations.

• In the payment information section, change the Billing Number option to Scholarships.