How do I log in to MyCORES?

Current UCSF users log in via MyAccess; if you are logged in and see a Guest Menu, your account is not active. Please use the MyCORES New User Request Form in order to create an account

If you are an Affiliate or External Customer, please use the MyCORES External Account Request form or visit the MyCORES Affiliate & External Users page for further instruction.

What is my Employee ID number? 

There are a few ways to locate your UCSF ID number, one way is from the MyAccess home page - at the top click MyID as pictured below, your ID number should appear next to your name. You can also contact your department manager or IT representative to locate your ID number which is required for a new MyCORES account. 

How do I reserve a core device?

Under "Quick Links", click Reserve Core Device. Available core devices will be displayed. You have the option to select up to six (6) calendars for view at once. If a resource to which you should have access is not displayed, contact the Core Manager to request access.

*If you have dual roles in the lab, for example, Resource User and Lab Manager, make sure you are using your Resource User role so that your authorized cores will appear. Lab Manager log onto the system with the PIs persona and will not be able to make reservations unless the PI is also authorized/trained. 

Why can't I reserve a specific device?

Restrictions for reserving devices are determined by the core facility on a per-calendar basis. Restrictions include prior training, authorization to use the device, etc. If you have not yet been authorized to use the device, you will not see the resource as an available option. Please contact the Core Manager to request access.

How do I add a PO# or Reference# to MYCORES?

External (non-UCSF) customers may fill out the MyCORES External PO Information Form. If this form is not sufficient or if you have questions, please e-mail [email protected] with details.

How do I place a service order in MyCORES?

Under "Quick Links", select Order Entry. You will be asked to select a valid speedtype prior to requesting core services. Once you select a speedtype and core, use the Add Item button to add as many line items to the order as desired. Then, select the specific line items from the dropdown lists, enter comments, and add attachments (if available), then click Submit.

Can I see the details of the charges against my speedtype(s)?

Yes! MyCORES was designed to make accessing this information easy. You can use a number of report functions in the Reports Menu to obtain detailed information about core products and services purchased on your designated speed types.

• Invoice Report will provide summary information on invoices by month.
• Pre-Invoice Report will display charges that have been entered in the system which have not yet been invoiced.
• Query allows a customized search for current charges or historical orders, reservations, and invoices.
• Usage Report will provide summary or detail information on all orders, reservations, and invoices.

How do I add or make a change to a speedtype to MYCORES?

MyCORES is integrated with PeopleSoft to automatically upload speedtypes which are valid and assigned to a PI owner in PeopleSoft. Common reasons why speedtypes may not be visible in MyCORES:

1. 1. Project ID is expired in PeopleSoft (The project ID is equal to the speedtype expiration date shown in MyCORES) 
   2. Gladstone speed type
   3. REAC/RAP speed type
   4. Shared gift
   5. Department overhead speed type

If the speedtype you need to use falls under one of the 5 categories below, please send a request to [email protected] to have it added to the system manually. 

How do core facilities bill the appropriate speedtype?

The person creating the reservation or service order must select a valid speedtype to complete the order/reservation. If you are authorized on more than one speedtype and are unsure about which to choose when requesting services, you should contact your PI or department finance manager for guidance. All confirmed orders are billed monthly to the speed type associated with the order/reservation.

What if PI doesn’t want to receive monthly invoices?

At the beginning of every month, the Principal Investigator will receive an invoice summary via e-mail listing the amount that has been charged against their speed types. If the PI does not wish to receive the email notification, they or their Lab Manager can enter alternative or additional e-mail addresses to receive this summary on the Maintenance Menu >> User page.

How do I restrict speed type use to specific resource users?

The PI or Lab Manager has the ability to assign speedtypes to specific Resource Users. To edit the list of speed types that a Resource User has access to, log in to MyCORES and navigate to Maintenance Menu >> Resource User. Then, click on the user's name to edit their access to the PI's speed types. When a new Resource User is added to the system, they will be given access to all of a PI's speed types and the PI and/or Lab Manager will be notified.

How do I correct the speedtype associated with an order/reservation?

You can only correct speedtypes for orders prior to invoicing. PIs, Lab Managers, and Department Administrators can change the speedtype associated with an order/reservation using the speedtype Correction/Distribution page. 

How do I get an incorrect charge removed from my speedtype?

If the charge has already been invoiced, the Core Manager will need to process a refund and then re-key the correct information as a new order. To request this, please dispute the invoice in MyCORES.

Am I billed for time I have reserved that I do not use?

If you use a device or a resource for a different amount of time than what you reserved it for, it is necessary for you to contact the Core Manager to let them know. It is up to the individual core to enforce any policies they have regarding billing for unused reservation time. If you fail to contact the Core Manager to request changes to your reservation, you may be billed at the end of the month for the time as originally reserved.