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 All previously used 10 digit VU cost centers are no longer valid and have been either inactived or expired as of 12/31/17.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.
Will VU-employed faculty have access to research cores and facilities in VUMC and vice versa?
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.
Will VU-employed faculty have to pay different rates or an administrative fee when they use VUMC cores? How will the indirect administrative cost recovery rate change for external users?
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.
Will VUMC-employed faculty have to pay different rates or an administrative fee when they use VU cores?
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.
What core billing and reporting system will I be using?
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.
Most VUMC cores have transitioned to 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.
Click HERE for important information about changes to research core billing systems.
Which cores will remain with VU?
Click here to download a list of all cores and assigned VU/ VUMC designations.
Which cores will move to the new VUMC?
Click here to download a list of all cores and assigned VU/ VUMC designations.
Will VU cores have new cost centers?
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.
What is happening to cost centers for core users?
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.
Will the VUMC and VU transition impact FY 17 budgeting?
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.
How will VUMC cores budget revenue from VU cost centers?
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.
How will VU cores budget revenue from VUMC cost centers?
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.
How will VUMC departments budget expenses from VU cores?
VUMC departments will budget expected CORES service expenses from VU cores into into 63099.
How will VU departments budget expenses from VUMC cores?
VU departments will budget expected CORES service expenses from VUMC cores into into 63099.
Will Institutional Shared Resource Oversight Committee (ISROC) continue?
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).
What Reseach Core Services Agreement do I use for my core's external customers?
All VUMC core groups should use the "Agreement for Clinical Department Core Groups". Contact VUMCcores@vumc.org or your core administrator for assistance.
All VU core groups should use the "Agreement for Basic Sciences Department Core Groups". Contact CoresVU@vanderbilt.edu or your core administrator for assistance.
Will my VUMC core need to establish new Reseach Core Services Agreements for VU investigators who will be considered external customers after the transition?
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.
Will the Office of Research continue to provide administrative, financial, systems and scientific services for all cores?
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).
Will VU cores be able to use iLab?
Yes.Contact CoresVU@vanderbilt.edu with questions on accessing a VU core group in iLab.
What is the timeframe for VUMC cores transition to iLab?
See information posted on the iLab transition page: https://www.vumc.org/oor/vumc-cores-ilab-system-transition
How will VU Department Administrator access change in VUMC CORES?
Review the Guidelines for VU Departments, PIs, Lab Managers, and User Access in VUMC CORES for detailed information.
How will VUMC Department Administrator access change in VU CORES?
Review the Guidelines for VUMC Departments, PIs, Lab Managers, and User Access in VU CORES for detailed information.
How will VU PI, Lab Manager, and Resource User access change in VUMC CORES?
Review the Guidelines for VU Departments, PIs, Lab Managers, and User Access in VUMC CORES for detailed information.
How will VUMC PI, Lab Manager, and Resource User access change in VU CORES?
Review the Guidelines for VUMC Departments, PIs, Lab Managers, and User Access in VU CORES for detailed information.
Where can I find more information about the VU-VUMC Transition?
For comprehensive information about the VU-VUMC transition visit:
https://hr.vanderbilt.edu/secure/vu-vumctransition/
http://news.vanderbilt.edu/2015/07/faqs-for-vuvumc-faculty-regarding-institutional-reorganization/