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Billing Policies

Vanderbilt Investigators

iLab is used for all billing. A valid billing center must be present in the system. Billing for services and supplies occurs on a monthly basis. Cryopreservation storage fees are billed annually in April.

External Investigators

External investigators are encouraged to contact VGER directly before submitting a service request. External investigators will be provided with a statement of work which must be approved before services can begin. All external PIs will be subject to a 20% institutional surcharge. A check or purchase order is an acceptable form of payment. Payment must be received before animals will be shipped.


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


Scholarships/vouchers that have been assigned to Vanderbilt investigators within the iLab system will be accepted only at the time of billing. A valid center number in the iLab 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. VGER 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. VGER is not obligated to rearrange its schedule to accommodate voucher deadlines. VGER cannot guarantee work will be completed, and scholarship or VICTR funds billed before the expiration date of the voucher. 

Scholarships cannot be used to pay for pass-through expenses, such as custom reagents, mice or enzymes.

Retroactive billing

Retroactive changes in the iLab system related to billing will include a fee to cover the time involved.