C.O.R.E.S. Quarterly Users

MeetingSusan Meyn

VUMC Office of ResearchApril 17, 2012

CORES: Billing and Invoice Process Roles and Responsibilities Review CORES commonly used functions

◦ Center number activation◦ Granting access to Resource Users

Reports◦ Query◦ Usage Reports – Summary and Detail views◦ Invoice Report◦ Usage Extracts

Agenda

CORES: Billing and Invoice Process Review

1. Administrator activates cost center in CORES

Only the Department designated individual(s) may activate or deactivate cost center numbers in CORES.• Log into CORES and select Maintenance Menu

>> Center Number Maintenance>>Add, Edit or Delete.

Administrators may add cost center numbers for their department regardless of the PI’s home department designation.

2. User purchases service/product with cost center number

Optional email notice of transaction may be sent. Note that this is both core and PI specific.

CORES: Billing and Invoice Process Review

CORES: Billing and Invoice Process Review

3. Core manager enters charges to cost center number in CORES

Order entry deadline = first working day of each month

User (PI) and/or administrator reviews/redistributes charges prior to upload

CORES: Billing and Invoice Process Review

4. Office of Research uploads charges to General Ledger

Upload and email invoice notices are sent, third working day of each month

CORES: Billing and Invoice Process Review

5. Users (PI), Administrators or their delegates “Approve/Dispute” invoices

Core manager reviews disputed invoices, may issue refund if appropriate.

Administrator processes journal entry to transfer charges if necessary.

CORES: Roles and Responsibilities:Departmental Administrator

Ensures cost centers in CORES are open for billing Reviews PI/Center Number Report monthly to verify

cost centers are deactivated in timely manner Reviews core charges in CORES Re-distribution of charges in CORES (before

upload) Journal entries to transfer charges (after upload)

You must now assign a department to each new center number using the drop-down menu.

Activating Cost Centers

The online Center Number Activation form will soon be taken down. All center number requests are currently being forwarded to the appropriate Department Administrators

Activating Cost Centers

CORES: Roles and Responsibilities:Principal Investigator

Purchases products/services from core facilities FYI: products can be ordered for delivery from

http://thecore.vanderbilt.edu/ Ensures lab members (students, resource users,

postdocs) use appropriate cost centers Reserves time on core instruments in CORES Reviews core charges in CORES Re-distribution of charges in CORES (before

upload)

Granting Access to Resource Users

The PI must now grant Resource Users access to center numbers via Resource User Maintenance.

Granting Access to Resource Users

Granting Access to Resource Users

CORES: Roles and Responsibilities: Core Manager

Determines user fees for products/services Fees are limited to cost recovery only (allowable

direct costs as determined by federal cost accounting policy)

Cores must break even each fiscal year Fees are reviewed and approved by OOR annually

Verifies cost center active in CORES at point of service

Enters charges into CORES in a timely manner Processes refunds as needed

CORES: Reports ReviewQuery

CORES: Reports ReviewQuery

CORES: Reports ReviewUsage Report

CORES: Reports ReviewUsage Report

CORES: Reports ReviewUsage Report Summary

CORES: Reports ReviewUsage Report Detail

CORES: Reports ReviewInvoice Report

When searching for invoices, you must set the date parameters by the Invoice Month, as opposed to the Service Month.

CORES: Reports ReviewInvoice Report

CORES: Reports ReviewInvoice Report

CORES: Reports ReviewUsage Extract

CORES: Reports ReviewUsage Extract

CORES: Reports ReviewUsage Extract

For assistance with CORES, email: CoresEmail@vanderbilt.edu

For user guides, forms and more information

about CORES, website: www.mc.vanderbilt.edu/CFUIS or click on the “More Information” link on the bottom left corner of the CORES main menu page.

To review charges, obtain billing details and reports, reserve core resources, log in to CORES: http://cfuis.mc.vanderbilt.edu

For More Information:

Questions?