VUMC Worktags and Cost Centers

VUMC worktags and cost centers are activated via a nightly integration with Workday. Department administrators no longer key in VUMC cost centers or worktags into iLab.

Grant Worktags are auto-assigned to the responsible PI's Lab Group. The PI assignment cannot be changed.

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.

Gift/ Program/ Cost Center worktags 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.

Assignee ID worktags are also available in iLab. No action is required to activate assignee IDs. A list of all available Assignee IDs will be available to select when paying with a program worktag.

Video Tutorials

VIDEO: HOW TO MANAGE VUMC COST CENTERS & WORKTAGS (VUMC iLAB SYSTEM)

VIDEO: HOW TO SELECT ASSIGNEE IDS (VUMC iLAB SYSTEM)

  • 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.

  • 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.
      1. 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.

  • 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? 

    • The Department Administrator must claim gift/program/cost center worktags within the PI's Lab Group Module.
    • 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.

  • The assignee ID can be selected on an iLab request or calendar reservation when paying with a VUMC program worktag.

    • The assignee ID field will only display after a VUMC program worktag is selected as the payment number.
    • All available assignee IDs will display as an option. The customer will need to ensure the correct number is selected. No additional access is required.
    • Use of an assignee ID is optional.

    When requesting services or making reservations, you will begin the process as usual. When selecting the program worktag, a new field for Assignee ID selection will then display. 

    Download Guide: Selecting Assignee IDs in iLab