iLab

We use iLab from Agilent as our booking and billing system

• If you are not registered with us yet, do so here.

• Once registered with our iLab find updates on our Schedules page.

• Instructions for iLab are on their support site.

• Direct support requests regarding the iLab interface to their customer team – our staff do not run it. You can see system status at https://status.agilent.com/

Why it is important to have the correct lab on iLab...

When you sign up with iLab you will be asked "What lab or research group are you associated with?" The PI you select here is very important! The correct PI is the one who is authorised to sign off on the exact grant code used for your booking - i.e. not necessarily the person who supervises your research!

The correct affiliation is important because if you use a grant code that does not belong to the named PI in iLab, the payment will fail and KCL P2P cannot correct it. You will be liable for the cost of rectifying errors at £50 per hour.

Each user has either a single or multiple lab affiliation in iLab. Those with more than one select the correct one at time of booking, and everyone must ensure they have the correct lab. The user then enters one grant code for each and every booking (as a lab may have multiple grant codes in use).

So the rule is: for a PI to pay the bill, they must be your designated PI in iLab and have permission to sign off on that grant code (and must be monitoring the correct email account for those bills). So you must change your PI if you change lab, or work on someone else's grant code.

Changing PI/ funding source?

If you need either to change PI or add an additional PI (to choose from at time of booking), you must contact iLab support via the help option (top right in iLab), tell them your core and that you need to be added or changed to another lab. This must be done before creating any bookings under that new PI (and using their grant code). The core team cannot help make changes to iLab - your account is with them and not us. Please contact iLab if you need to make changes to your account.

What about invoicing?

While iLab is used to generate bills, the invoices will be sent out by GSTT Accounts Receivable department (using the iLab "invoice" for information only). Charges are invoiced in arrears from payment details extracted from iLab every 1-2 months and sent to GSTT to generate and issue invoices (e.g. to KCL), who forward these to the appropriate PI for payment. The iLab document itself is not the invoice, nor do you pay iLab - transactions must be made to GSTT.

As bills often arrive over 2 months after work is performed, please ensure you:

• Complete the necessary work well in advance of any funding expiry.

• Inform KCL Finance (P2P) if you need to reserve funds beyond the expiry date (e.g. for outstanding work close to the deadline).

Do not ask for work to be billed in advance, our system does not facilitate this and we are only permitted to bill in arrears.

Please, always type your grant code correctly

For KCL this is two UPPERCASE letters and five digits (no extra spaces or lowercase characters please) e.g. XX12345. Every error has to be corrected manually and invoicing for all users is paused!