1. Susan Meyn VUMC Office of Research April 17, 2012

2.  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

3. 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.

4. 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.

5. 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

6. 4. Office of Research uploads charges to General Ledger  Upload and email invoice notices are sent, third working day of each month

7. 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.

8.  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)

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

10. 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

11.  Purchases products/services from core facilities  FYI: products can be ordered for delivery from http://thecore.vanderbilt.edu/ 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)

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

13. Granting Access to Resource Users

15.  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

16. CORES: Reports Review Query

17. Query

18. Usage Report

19. CORES: Reports Review Usage Report

20. CORES: Reports Review Usage Report Summary

21. CORES: Reports Review Usage Report Detail

22. CORES: Reports Review Invoice Report

23. When searching for invoices, you must set the date parameters by the Invoice Month, as opposed to the Service Month. CORES: Reports Review Invoice Report

24. CORES: Reports Review Invoice Report

25. CORES: Reports Review Usage Extract

26. CORES: Reports Review Usage Extract

27. CORES: Reports Review Usage Extract

30.  For assistance with CORES, email: CoresEmail@vanderbilt.edu CoresEmail@vanderbilt.edu  For user guides, forms and more information about CORES, website: www.mc.vanderbilt.edu/CFUISwww.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 http://cfuis.mc.vanderbilt.edu

31. Questions?