University of Texas at Austin Office of Accounting Service Center Request
CHECKLIST Forms included in this package: Checklist Rate Approval Form Description Form Salary & Wage Schedule Equipment Depreciation Schedule Other Expenses Schedule Rate Calculation Income by Customer Rate-Cost Subsidy Form (if applicable) To print the entire package, select File- Print-Entire Workbook (under Print what section)
For questions or to request assistance in preparing the service center proposal, contact Virginia Oviedo, Indirect Cost Analyst at 232-5580 or by email at voviedo@austin.utexas.edu. Provide a complete and signed (hard copy) service center package to Virginia Oviedo, Indirect Cost Analyst, Office of Accounting, MAI 132, K5300. For the review process, send an Excel (soft copy) version of the service center package by email.
University of Texas at Austin Office of Accounting Service Center Request
All rate proposals must be submitted to the Indirect Cost Analyst at least 1 month in advance of the requested effective date for rates for existing service centers and 2 months in advance for new service center rate proposals. (√ one)
NEW RATES CHANGES TO EXISTING
(Unit name) NAME OF RATE: EFFECTIVE DATE REQUESTED:
(Date)
(Unit Number)
SERVICE CENTER MANAGER:
(Name) (Phone #) (Fax #) (E-Mail address)
MUST BE SIGNED BY DEAN/VP, DEPARTMENT CHAIR/DIRECTOR, SERVICE CENTER MANAGER All the service center proposal forms have been thoroughly reviewed and certify due prudence was taken in preparing this proposal. All cost pool expenses included in the rate(s) are reasonable and necessary to operate the service center. This proposal is recommended for approval by: Dean/VP
Name (Please print or type)
Signature
Date
Department Chair/Director
Name (Please print or type)
Signature
Date
Service Center Manager
Name (Please print or type)
Signature
Date
Office of Accounting, Indirect Cost Unit
University of Texas at Austin Office of Accounting Service Center Request
0 (Unit name)
0
(Unit Number)
Provide a descrtiption of the goods/services to be provided:
(breakdown by rate type for multiple rates)
List each rate name(s) and proposed rate(s):
(insert additional rows if needed)
Rate Name
Current Rate
Date of Last Approval
Proposed Rate
Delta
0 0 0 0 0 0 0
Distribution Base (Unit of Measure)
Describe the distribution base or unit of measure for each rate:
Explain any proposed rate change(s) and why they are necessary:
Describe any efforts to streamline or reduce expenses in order to avoid rate increases:
Answer the following: 1. What is the benefit to the University in providing the proposed services/goods?
2. Why is establishing this service center or continuing to provide the services more cost effective than current/other methods?
3. What are the alternative methods that were evaluated before proposing a service center and why they were rejected?
Office of Accounting, Indirect Cost Unit
University of Texas at Austin Office of Accounting Service Center Request
Answer the following (continued): 4. Why are the services necessary and what factors ensure demand will be (or continue to remain) sustainable?
5. Will this service be offered to the campus at large or restricted? Describe the restrictions.
6. Are these services offered by an existing service center or by an external vendor/entity at a lower cost?
Will this service center provide services/goods to off-campus entities? (√ one) If Yes, please provide a narrative that explains how the service meets all the following criteria: 1. Describe how the service is unique and furthers the mission of The University of Texas at Austin:
Yes
No
2. Describe how the service is not readily available by an outside entity/vendor:
3. Describe how the service is not readily available by another university or state agency:
4. Describe how the service relates to a research purpose/project and/or helps students further their education:
5. For an existing service center, if prior approval has been obtained, provide the date and copy of the approval memo for documentation purposes. If approval to provide service to off-campus entities is obtained, external user rates must include the 26.5% Institutional Surcharge. Income derived from this surcharge is transferred to the Instiutional Portion of Service Center Income (19-0220-0696) account on a monthly basis. Services/goods provided to external corporate entities must exclude any University or departmental subsidies. Account Number Information
(Provide current account or note if new account is requested)
Guarantee Account · In order to establish an academic service center, a guarantee account must be designated in the service center's initial proposal by the unit responsible for the
service center. · This account is a "guarantee" for the payment of unrecovered service center expense or uncollectible revenue. The guarantee account cannot be a 26-Sponsored Research account.
Office of Accounting, Indirect Cost Unit
University of Texas at Austin Office of Accounting Service Center Request
Rate/Cost Subsidies
· The University, school, or department may elect to subsidize a service center either by charging billing rates lower than actual costs or by not making adjustments to future billing rates at year end for deficits. · If staff salaries or materials are only partially recovered through the rate(s), indicate the source of the funds for the costs of the salaries and materials/consumables subsidized. · For example, Barry Guy provides 100% support to the service center and his department proposes to subsidize his salary by appointing Barry 80% on 18-xxxxxxxx and 20% on a departmental account (cannot be a 26-Sponsored Research account). · By signing the service center rate approval form, the department is certifying that all subsidized costs associated with providing services are clearly shown along with a justification. · If services will be provided to external corporate entities, the proposed rates must exclude all subsidies. · Subsidized costs are subject to approval by the IDC Analyst.
Are subsidies included in the proposed rates?
No
Yes, complete the Rate/Cost Subsidy Form
Provide monthly income, expenses, and approved budget for the prior, current, and upcoming fiscal year
Dollars shown in $K
Previous Fiscal Year Fiscal Year: 05/06 Budget: $4,500 FYE Balance (Income less Expenses): $50 Current Fiscal Year Fiscal Year: 06/07 Budget: $5,000 Fiscal Months Passed: 8 YTD Balance (Income less Expenses): ($411) Proposed Fiscal Year Fiscal Year: 07/08
$800
YTD Income: $4,400
YTD Expenses: $4,350
YTD Income: $2,129 20% of Expenses: $508
YTD Expenses: $2,540 60 days of Expenses: $635
Allowable Working Capital is the lessor of 20% or 60 days of expenses. This balance must to utilized by fiscal year end.
Budget: $5,200
Est. Income: $5,200
Est. Expenses: $5,200
$600
($K)
$400
$200
$0 January October August February November September December March May June April July
CFY Expenses Prior FY Avg Budget
CFY Income Proposed Avg Budget
CFY Monthly Budget
Surplus/Deficits Service centers must operate as a break-even operation. 1. Describe why a surplus or deficit currently exists.
2. Describe how the sevice center will close the gap between its expenses and income by fiscal year end?
Office of Accounting, Indirect Cost Unit
University of Texas at Austin Office of Accounting Service Center Request
SALARY & WAGE (S&W) SCHEDULE % time to this service Total S&W 75% $ 48,000 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total Annual Salary/Wage Expense $ -
Employee Name
example:
Title Sr. Research Assistant
UT EID
Annual Salary $ 50,000
Annual Longevity $ 100
Fringe % 25%
Account
Comments:
Barry Guy
18-xxxx-xx Remainder of effort supports other departmental
functions/projects
University of Texas at Austin Office of Accounting Service Center Request
EQUIPMENT DEPRECIATION SCHEDULE Account Number Used to Purchase 19-7xxx-xxxx Account SPA Fund Account Fund Code Element Class Code Description Number Code 160 Designated 1 514
Equipment Description
example:
Inventory Number 6#####
Acquisition Date 12/1/1999
Acquisition Price $6,000
Useful Life 12
Annual Depreciation $500
Comments
Provide comments if necessary
Homogenizer
Total Annual Depreciation
$0
University of Texas at Austin Office of Accounting Service Center Request
OTHER EXPENSES SCHEDULE
Description of Service or Supply
example:
Amount (In annual Dollars) $ 1,000 to lubricate machines
Justification:
oil (50 cases a yr)
Total Annual Expenses: $
-
University of Texas at Austin Office of Accounting Service Center Request
RATE CALCULATION
Operating Expenses Salary and Wage Expense Depreciation Other Expenses Sub-Total Operating Expenses: Prior Year Carryover Adjustment (Plus prior year deficit OR Minus Prior Year Surplus) Total Operating Expenses: Distribution Base/Units of Measure Description of base: $ $ $ $ $ $ -
Base (unit of measure) Rate Calculated Rate (total Operating Expenses / Base) #DIV/0! Proposed Rate (can round to the nearest whole number; for example a calculated hourly rate of $22.19 can be rounded to $22.20 or $22.00)
0
University of Texas at Austin Office of Accounting Service Center Request
INCOME BY CUSTOMER TYPE General Information: Service center policies were established to provide consistent operational practices to ensure compliance with all applicable university, state, and federal regulations, and to provide equitable treatment of all users regardless of funding source. Service centers must operate as a break-even operation, therefore, a breakdown of the customer base must be provided to ensure the proposed rates will derive sufficient income to recover the estimated operating expenses. Proposed Internal Rate: Proposed External Rate: Total Estimated Income Institutional Surcharge Income 19-0220-0696 Estimated Operating Expenses
Estimated Usage Internal Users - UT Interdepartmental Transfers (IDTs): A. Federally Funded Contract and Grant Accounts B. Non-federal Accounts Subtotal Internal External Users: A. Students B. Faculty/Staff C. Off Campus Entities: 1 Other Universities 2 State Agencies 3 Other (Foundations, Corporations, etc.) Subtotal External Totals by Customer Type
Remaining Income
-
-
#REF!
-
University of Texas at Austin Office of Accounting Service Center Request
RATE/COST SUBSIDIES · The University, school, or department may elect to subsidize a service center either by charging billing rates lower than actual costs or by not making adjustments to future billing rates at year end for deficits. · If staff salaries or materials are only partially recovered through the rate(s), indicate the source of the funds for the costs of the salaries and materials/consumables subsidized. · For example, Barry Guy provides 100% support to the service center and his department proposes to subsidize his salary by appointing Barry 80% on 18-xxxx-xxxx and 20% on a departmental account (cannot be a 26-Sponsored Research account). · By signing the service center rate approval form, the department is certifying that all subsidized costs associated with providing services are clearly shown along with a justification. · If services will be provided to external corporate entities, the proposed rates must exclude all subsidies. · Subsidized costs are subject to approval by the IDC Analyst. Instructions: 1. For each rate, list each indiviudal salaries or materials/consumables other expenses. 2. Provide the total cost. 3. Split total cost by the portion that will be included in the service center rate and the subsidized amount. 4. Provide the account providing the subsidy. 5. Provide an adequate and thorough justification for each subsidized cost pool (salaries/materials/consumables) expense. 6. Insert additional rows if necessary. Amount Subsidy Description (Individual Included in Amount Rate Name Name/Materials/Consumables) Total Cost Rate Subsidized
10-digit Subsidy Account
Total Subsidy Provide a detailed explanation on why the subsidy is necessary for the service:
$0
$0
$0