VUMC iLab Application

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.

VUMC iLab Application User Guide & FAQs:
https://www.vumc.org/oor/user-guide-faqs-using-vumc-funds-purchase-vumc-core-services-ilab 

VUMC iLab Application User Guide & FAQs:
https://www.vumc.org/oor/user-guide-faqs-using-va-funds-purchase-vumc-core-services-ilab

VA FUNDING NOTES

• For all lab members to have the ability to purchase VUMC core service, each individual lab member must be granted access to the VA billing number.  Contact VUMCcores@vumc.org for assistance.

• Labs using VA funds will need to monitor the total spend against the VA billing number to prevent overspending VA funds.
  • REPORTING: The PI or Lab Manager can use the reporting module to report on the total spend against a VA billing number.

VUMC iLab Application User Guide & FAQs:
https://www.vumc.org/oor/user-guide-faqs-using-vu-funds-purchase-vumc-core-services-ilab

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

• VU Billing Number change for use in VUMC Core Groups (VUMC iLab System) (vanderbilt.edu)

Final invoices are generated once per month. The VUMC Office of Research finalizes all invoices on the second 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 the spend across billing numbers, PI Lab Groups, and core facilities.

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. 

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.