Affiliation Set-up User Guide

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1 DUKE MEDICINE Affiliation Set-up User Guide 11/29/16 Version 1.1 1

2 Table of Contents Target Audiences... 3 Affiliation Set-up Overview... 3 Core Set-up... 3 Recognizing Affiliations... 3 Creating Affiliation Rates... 4 Project Set-up... 5 Assigning a Rate Affiliation... 5 Billing Overview... 6 Page: 2

3 Target Audiences This document was written to support the activities for the following Job Types: Core Director, Core Manager, and Financial Administrator. Affiliation Set-up Overview Functionality for charging custom rates is an available feature in Core Directors, Core Managers and Financial Administrators have the ability to define an alternate rate Affiliation for each Project (i.e. fund code). Core configurations are done by core personnel in the LabAdmin sitemap, and includes the creation of Affiliation rates for Service Tasks and the recognition of the Affiliation(s) by the core. The assigning of an Affiliation to a Project is then done in the LIMS sitemap. Standard affiliations are currently used for charging alternate rates for customers external to Duke (see the External Billing Set-up User Guide for details), but can also be used for alternate internal approved rates or to zero out charges for core use of its own services. Core Set-up Recognizing Affiliations The Affiliation List page contains commonly used Affiliations for core recognition. Please contact Research Support Services ( , option 4) if you require a custom Affiliation name to be created. 1. Open the Cores & BioBanks tram stop from the Account Management tramline on either the External Sitemap (Financial Administrators) or LabAdmin Sitemap (Core Directors or Core Managers). 2. Select your core and click Manage. 3. Navigate to the Affiliations detail tab at bottom. 4. Click Add New. 5. Select applicable Affiliation(s) and click Select & Return. a. If the desired Affiliation is not found, please contact Research Support Services at and select option 4 to request a custom Affiliation. 6. Click Save. Page: 3

4 Creating Affiliation Rates To create an alternate rate, an additional price line with an Affiliation recognized by the core is added to a Service Task. 1. Open the Service Task tram stop from the Service Management tramline on either the External Sitemap (Financial Administrators) or LabAdmin Sitemap (Core Directors or Core Managers). 2. If creating a new Service Task, click Add New, complete required fields, and click Save. Otherwise, select an existing Service Task and click Edit. 3. Navigate to the Future Price detail tab at bottom. 4. Click Add New. 5. In the dialog box, adjust quantity of rates to be added; click OK. 6. Complete the fields in the Add Future Price Item window, selecting the desired Affiliation(s). Click Save and then Close & Refresh. 7. Click Make Current. The new Affiliation rates will now appear on the Current Price detail tab in addition to the default rate. Page: 4

5 Project Set-up Assigning a Rate Affiliation For an alternate rate to be applied, the Project (i.e. fund code) being charged first needs to be assigned the core-recognized Affiliation. 1. Open the Manage Projects tram stop from the Projects tramline on either the External Sitemap (Financial Administrators) or LIMS Sitemap (Core Directors or Core Managers). 2. Search by seven digit Project code or an alternate query and click OK. 3. Select the Project and click Edit. 4. Navigate to the Cores - Affiliation detail tab at bottom; click the look-up icon in the Affiliation column. 5. Select the appropriate Affiliation; click Select & Return. 6. Click Save. Page: 5

6 7. Select the Affiliation line; click Lock. To modify Affiliations, you must first Unlock the line. Billing Overview After the steps above, the selection of an Affiliation-assigned Project for a Service Request or Reservation will pull in the alternate rate. You can confirm the selected Project s affiliation on the Billing Info tab of the Service Request or Reservation. The Affiliation will also appear on each Service Task line on the far right. Page: 6

7 *** Please note that this data is not dynamically updated. When an Affiliation is added to a Project, already existing Service Tasks using that Project will not automatically be updated to the alternate rate. To update Service Requests with Affiliations, you can delete and re-create Service Task line items. For Reservations, you must cancel and recreate the Reservation. Page: 7

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