Recharge Activities and Rates

Development of Activities and Rates

  • Proposal forms for establishing or modifying a recharge activity
    The documents below should be completed and submitted to the office of the dean, vice chancellor or vice provost (D/VC/VP) for approval. If necessary, the D/VC/VP will forward to BIA.

    NOTE: For rates that involve the care of animals, refer to the Animal Care Rate Template (.xls).

  • Detailed Guidelines for Recharge Activities and Rates (.pdf)
    This document provides details on the following topics: major aspects of rate development, non-university clients, recharge activity approval process, managing a recharge activity and recharge activity review.
  • Training and training materials
    There are two training classes related to recharge activities (also called self-supporting activities). This page provides information about the courses and the presentation slides that are used.
  • Assessment Documentation
    This document expains the account coding needed for the campus assessment and the Non-University Differential.

Approval and Documentation

  • Office with final approval (.pdf)
    This table illustrates which office has final approval authority for establishing a new activity and for modifying an existing activity. The red squares represent instances when BIA approval is required. The blue squares are when BIA approval is not required (i.e., the office of the D/VC/VP has final approval authority).
  • Sample approval letters for the dean, vice chancellor and vice provost (.docx)
    If approval by BIA is not required, then the office of the D/VC/VP is responsible for communicating the establishment of a new activity or the modification of an existing activity. For examples, refer to Appendices I and II of the Detailed Guidelines.
  • Documentation
    The office of the D/VC/VP is the office of record for recharge activities and is responsible for maintaining documents related to the establishment, modification and termination of a recharge activity. For additional information, refer to section on Documentation (see IV.F.) in the Detailed Guidelines (.pdf).

Review

  • Recharge Group Schedule, 2011-12 to 2013-14 (.pdf)
    The Service Activities Recharge Advisory Group (Recharge Group) consists of a representative from each D/VC/VP office. The Recharge Group routinely reviews activities that represent a higher level of risk to the campus and advises BIA on the extent to which the activities comply with relevant policies and procedures. This document is the schedule of activities that will be reviewed by the Recharge Group during the next three years.
  • Federal Costing Advisory Group Schedule, 2011-12 to 2013-14 (.pdf)
    The Federal Costing Advisory Group is a subset of the Recharge Group and is responsible for routinely reviewing recharge activities that generate significant revenue from federal contracts and grants. The Group consists, primarily, of representatives from BIA and Accounting & Financial Services. This document lists the activities that will be reviewed during the next three years.
  • Recharge Activity Risk Matrix (.pdf)
    The approval and review of recharge activities varies by risk category. The categories are based on total recharge revenue, recharge revenue from federal contracts and grants, and whether or not an activity is mandated or voluntary.

Policies and Procedures

  • Policy and Procedure Manual (PPM) 340-25, Recharge Activities
    Chapter 340, Section 25 of the PPM applies to the overall establishment, approval, operation and review of recharge activities. This document summarizes the overall policies, responsibilities and procedures associated with recharge activities. For a more detailed explanation of recharge rates and rate development, see the Detailed Guidelines for Recharge Activities and Rates.
  • Charging Practices for Federal Funds (.pdf)
    This guide provides an overview of the costing policies for federally funded grants and contracts. It provides examples of allowable and unallowable costs and helps you determine if allowable costs can be charged directly or included in indirect costs.
  • Title 2, Part 220 of the Code of Federal Regulations (2 CFR 220), commonly known as Office of Management and Budget (OMB) Circular A-21 (.pdf)
    OMB Circular A-21 sets forth the principles for determining costs applicable to federally sponsored projects and acceptable allocation methodologies.
  • Non-University Differential (NUD)
    The Non-University Differential is an assessment on goods or services provided to non-university customers in order to recoup indirect costs associated with providing the goods or services. This page contains information on the calculation and application of the NUD.
  • Budget Planning Parameters
    Each year, BIA provides planning information relevant to recharge activities and recharge rates. In prior years, the planning parameters have included information regarding the Non-University Differential, the self-supporting assessment and restrictions on rate increases.