Basically, the policies and procedures will tell you that you need a justification for why this activity is needed, how the activity contributes to the University’s mission, a detailed rate calculation, and approval from your department and approval from your VP or Provost using Form 15-70.
If you are a School of Medicine department, send the completed form to who will review and forward the form to Andrew McGehee. If you are a School of Engineering department, send the completed form to Mary Smith who will review and forward to Andrew McGehee. All other departments send the form directly to Andrew McGehee.
You will be contacted upon approval or rejection. If approved you then need to set up a revenue/expenditure project and request an SS award from the Budget Office. The date of approval of your RGA must be included on the Project Create Form.
The approved 15-70 form must be retained in your files forever.
It is the responsibility of the isp (internal service provider) to comply with FIN-021 - Internal Controls and FIN-016: Receiving and Depositing Cash & Other Monetary Instruments as well as FIN-005: Extension and Collection of Credit.
The process for billing your customers is contained in Procedure 15-71 - Recharge Centers: Accounting and Billing, summarized as follows:
- Customers will request services from an isp and will provide the PTAO values for billing purposes.
- The isp will provide the services ordered and will calculate the charges due and the correct Expenditure Types to use for billing and receiving (debiting and crediting) purposes. Use Recov, isp (Non-Aux) for the credit to your PTAO.
- The isp will prepare bills for all customers and will provide customers with this information for their review. The customer has five days to review the bill.
- Once the 5-day review period has elapsed, the isp will complete a cost transfer to charge the customer’s PTAEO and credit the isp’s PTAEO. For large volume isp’s ISDS has a process for uploading a file containing the billing data. Contact ISDS for information on the process and to see if your isp qualifies to use it.