iLab core facility management & billing

Table of Contents

Overview  |   Logging into iLab  |   Navigating iLab  |   Managing Labs  |   Invoices  |   FAQ’s  |   Billing Process

Overview

The iLab/University of Nevada, Reno financial integration allows Principal Investigators (PIs), financial managers, researchers and core managers to ensure that they are using valid payment information (Accounts) at each step of the request and billing process for core facilities. PI’s and/or lab managers assign Accounts to individuals who should be able to order services from University cores. Researchers can order services with Accounts, and core managers can bill for these services knowing that they are using valid Accounts. This document can be used by core staff, PI’s, and lab managers as a guide for using iLab. These instructions review logging into and navigating iLab, assigning Accounts and making any appropriate changes to labs.


Logging into iLab

  1. Go to iLab at unr.ilabsolutions.com.
  2. Bookmark this URL.
  3. Once on the iLab login page, login or register.
    1. Click “here” if you have a University NetID. The next screen will be a familiar login screen for entering that information.
    2. If you do not have an iLab account, and you have a University NetID, once you authenticate you will be directed to a registration page. You will need to select your PI and a notification will be sent to your PI to approve your request.
    3. If you do not have a University NetID (external user) and need an iLab account, click on the “register” link and provide all details during the registration wizard.
  4. Once logged in, you will be on the iLab home page dashboard. Make sure to set your timezone!

Managing Labs

  • Click “My Labs” to see a list of labs you manage.
  • Click the lab name to enter into the lab to adjust settings, members, Account assignments.

As a Principal Investigator (or, if delegated, a lab manager), you have a few new responsibilities to enable your researchers to order services from the cores and make equipment reservations. Specific responsibilities include:

  • Accepting users into your lab
  • Assigning Accounts to lab members
  • Requesting access to additional Accounts
  • Managing lab members
  • Approving service requests and reviewing/providing payment information

Managing Accounts in a lab

Steps for accepting users into your lab and assigning Accounts

  1. Login to iLab at ilabsolutions.com.
  2. Click on “My Labs.”
  3. Select and click the lab.
  4. Click “Membership Requests & Accounts.” This will show any pending approvals.
  5. Approve the access request.
  6. If a researcher selects the incorrect lab use “Change Lab” to update membership.
  7. Click “Approve.”
  8. After approving, assign Account(s) to the new researcher.
    1. Hover over or click on the “My Labs” menu option on the left hand side. Click the name of the lab to enter the lab.
    2. On the lab’s page, click the “Membership Requests & Accounts” tab to expand.
    3. Click on the appropriate check boxes to provide the researcher’s access to Account(s). Assign Account(s) for each researcher on the list, when the box turns green it means the Account information has been applied.

Assigning and requesting Account(s)

  • If the Account is needed for a lab member to charge services against does not exist in the fund grid, one may be requested.
  • To do this simply click the “Request access to additional Accounts” section which appears below the fund grid.
  • Here you will see instructions on how the new Account needs to be entered.
  • Once created the Account will appear in the fund grid above. Assign it to the necessary lab member(s) so that they may use it as a payment option.

Invoices

  1. Click “Invoices” in the left hand menu to see a list of all invoices created by any core.
  2. Use the filters on the left to reduce and sort the invoices that display.
  3. Click the magnifying glass on the right to view the actual invoice.

To View an invoice

  1. Once an invoice has been created by a core, a PI or lab manager will have the opportunity to review the invoice and make corrections if necessary.
  2. Click on “Invoices” in the left hand menu.
  3. Then click the magnifying glass to view the live invoice.

To update or change the Account

  1. Review the charges and then click the “$” icon to view the Account being charged.
  2. Change or split the charges between Accounts, select a charge in the list.
  3. Update the Account section and click “save.”

Frequently asked questions

Q: How do I add someone to my Lab?

A: You may add already existing iLab users to a lab. This means if the researcher has not registered their account with iLab you will be unable to add them to a lab until they do.

Click “link existing user.” Then use the search box to type the name of the member to add. They must be registered to locate them in the search.

Be sure to give them access to Account(s) after inviting them to the lab.

Q: Someone has left our lab. How do I delete them from the lab?

A: Follow the instructions below.

Option A:

  1. Login to iLab.
  2. Click the name of the lab that needs member(s) removed.
  3. Click “Members.”
  4. Review the list of members.
  5. Click the red X next to the member that should no longer be part of the lab.

Option B:

Alternately, you may click on the yellow pencil, enter an expiration date for your lab member and click save.

If the member is no longer part of the institute, please click “Help” up in the top right of your iLab page to submit a ticket to iLab support. Please tell them the name of the researcher who has left and to disable/delete their account.

Q: How do I split charges on an invoice?

A: Follow the instructions below.

  1. Locate the invoice.
  2. From the left panel click “Invoices.”
  3. A list of all invoices will appear, to refine the list use the “keyword search” to type in the invoice number.
  4. Click “Apply Filters.”
  5. Click the magnifying glass icon for the invoice you wish to view. You will find this icon on the far right side of the screen
  6. From the total price column click the “$” icon.
    1. This opens the payment information box
    2. To split all charges within the invoice, select each check box in the service list.
    3. Using the payment information below change the percentage field to the percent that should be applied to the first payment number.
    4. Click “Add Split.”
    5. Repeat steps 3.c. and 3.d. until the splits total 100%.
    6. Click “Save.”
  7. Splitting charges on an invoice (individual charges):
    1. From the total price column click the “$” icon.
    2. Select the individual charge (service) that needs to be split.
    3. Click the green split icon next to the check-box.
    4. Using the split payment box, complete the percentage field or $ amount field with the amount to split to update the Account.
    5. Click “Add Split.”
    6. Repeat steps 4.d. and 4.e. until splits total 100%.
    7. Click “Save.”

Billing process for the University

  1. The cores implementing iLab at the University will be creating their own billing events. The cores will be trained to create billing events that will generate invoices and billing files.
  2. Once billing files are generated by a core, lab managers, PI’s and administrators can review invoices and make required changes. These updates will be reflected in the billing file. Once the review period is completed the core will download the billing file and send to their financial admin, or department manager.
  3. Finally, the core should mark the billing event as “file sent to finalize” to prevent any further changes to the invoices and billing files.
  4. Billing files can be created on the cores time line.