Billing policies for services

Keywords: policy fees billing

Record History
Added on February 5, 2015 at 1:56 PM by Lindner, Jill
Modified on September 3, 2015 at 1:49 PM by Cartailler, Jean-Philippe
Shared with (contributions)
CDS: Policies Master
Last updated on September 3, 2015.

Fee-for-Service Disclaimer

This Shared Resource operates on a fee-for-service basis to support projects initiated by Principal Investigators (PI). The responsibility for the overall design of the projects that depend on this Resource rests with the PI. In instances when a PI requires information, guidance and advice that extends beyond the simple performance of these services, then this information must be obtained through a scientific collaboration, either with a third party or from one of the Directors.

Billing of Vanderbilt Investigators

The Core Ordering & Reporting Enterprise System (CORES) will be used for all billing.A valid billing center in the CORES system must be provided with a service request.

Billing of External Investigators

External investigators should contact the Shared Resource before submitting a service request to obtain a quote for services. PIs from outside Vanderbilt will be billed in full during the month that the experiments are scheduled to begin. An invoice will be sent to the investigator by email using CORES. Payment must be received before delivery of the final service product. All external PIs will be subject to a 21% institutional surcharge. The PI will also be billed any other costs related to the project being performed, such shipment of data or application hosting. Payment is expected for additional charges incurred but not quoted during the requested service. A check or money order is an acceptable form of payment.


Prepayments in advance of the actual use of this Shared Resource are not allowed.

CORES Scholarships/Vouchers

Scholarships/vouchers that have been assigned to Vanderbilt investigators within the CORES system will be accepted only at the time of billing. A valid center number in the CORES billing system must be provided on work orders submitted with a Scholarship or VICTR Award number. It is the responsibility of the PI to determine when a Scholarship or VICTR Award might be used on an order. The Shared Resource is not responsible for work that is not completed by the expiration date of a voucher. In this situation, the center number provided by the investigator will be charged. The Shared Resource is not obligated to re-arrange its schedule to accommodate voucher deadlines. The Shared Resource cannot guarantee work will be completed, and scholarship or VICTR funds billed before the expiration date of the voucher.

Retroactive billing

Retroactive changes in the CORES systems related to billing will include a fee to cover the time involved.