Service request instructions

It is ORCA policy based on recommended accounting practice that researchers initiate service requests in iLab, so that researchers maintain control over their funds. As has been the case before, ORCA sends bills to principal investigators or someone they designate for review before funds are transferred, so that errors can be corrected.

Below are illustrated instructions for entering a service request in iLab. The requester needs to be enrolled in iLab, and have access to a PTAEO(s) chosen by the Principal Investigator. See getting started instructions in iLab.

Log in to iLab (https://uva.corefacilities.org/account/login), choose the core (list all cores in top left of page) and click the Request Services tab.

front-page-label

 

 

Select a service; in the picture below, the plate reader is the choice.
request-services p1-label

The next page may have  a form, which is a way to record information about the samples or  work requested; the actual request for billable services comes later.

The form shown is specific to this service and may be different for other services and cores. Enter any required information, in this example your name and lab.

Add blank row(s) for sample information to the table by clicking the green + button green add button next to Add row(s) .

Enter the requested information in the form header and table rows.

 

To add the service(s) required, which currently the core can do, click the add service link (but not the green button as before) as shown below. The services put in the request generate the charges, not the sample list in the table described above.

service-request form page

If you see a cost of $0 for services which have a cost, possibly you did not click the Add selected services button

If you enter all the services, after the core agrees with the charges, the request is complete and goes to billing.

If the core enters the billable services, the request is considered changed will come back to you for approval before billing.

In section 3 Payment information, you should see a box with a drop down list of one or more PTAEO.

You may need to choose which group you belong to for billing.

If you do not see any PTAO, you need to ask for access to one from the Principal Investigator or their lab manager or accountant or other person who has permission to give you access.
If you do not have access to a PTAO after having access previously, the PTAO may have expired.

Select a PTAO. Note there is a split payment option.
When you have added all items to the service request, click the Submit request to core button.

Then you should see a list of your request(s) which you can submit to the core.

On this screen, under cost, the upper number is the projected cost.; the lower number in parentheses is the actual cost to be billed. Usually the two are the same.

The core will send the request back to you for approval of final charges before submitting the service request to billing.

service-request p5