Review & Approval

The Controller’s office will review all service center activity and deficit/surplus balances and re- calculation of all rates annually. The Sr. Business Analyst is responsible for coordinating the rate review/approval process.

Process and timelines for the annual review are in the Business Charges Policy – Category D Charges.

Type 1- Institutional Service Centers

These rates are for campus departmental services and must be approved by the Associate Vice President of Finance (AVPF), with additional approval needed by the Business Charges Committee if a requested rate exceeds a 5% change.

• Departments should begin the rate calculation process no later than February 1. Rate estimates are to be prepared based on historical calculations. Draft rates are to be submitted to the Sr. Business Analyst no later than March 1. The Sr. Business Analyst will review the draft rate calculations and may request adjustments based on compliance or other concerns. The final requested rate should be approved by a director, dean, VP, or other department head with knowledge of the service center.
• The Sr. Business Analyst must submit the recommended rates to the AVPF no later than March 10. The AVPF will review rates and address questions with individual departments (via the Sr. Business Analyst). Final Type 1 rates must be set and approved by the AVPF no later than March 15 so that departments may plan accordingly for the new budget year.
• Upon approval, the Sr. Business Analyst will notify the requesting department and Resource Planning & Allocation of finalized rates.  The charging department should then communicate that rate change to impacted departments, Principal Investigators (PIs), and external entities.
• New Type 1 rates become effective July 1. Rate sheets and online rate information should be updated by the department at least two weeks prior to the effective date.

Type 2 Rates- Rechage Centers/Core Facilities

These rates are for services or lab equipment/space utilized for research or are internal to the department and must be approved by the AVPF no later than June 1.

• Departments should begin the rate calculation process no later than April 15. Rate estimates are to be prepared based on historical calculations. Draft rates are to be submitted to the Sr. Business Analyst no later than May 15. The Sr. Business Analyst will review the draft rate calculations and may request adjustments based on compliance or other concerns. The final requested rate should be approved by a director, dean, VP, or other department head with knowledge of the service center.
• The Sr. Business Analyst must submit the recommended rates to the AVPF no later than May 25. The AVPF will review rates and address questions with individual departments (via the Sr. Business Analyst). Upon approval, the Sr. Business Analyst will notify the requesting department of finalized rates.  The department should then communicate that rate change to impacted departments, PIs, and external entities.
• New Type 2 rates become effective July 1, except those impacting grant funds, which will be effective January 1 to allow PIs time to budget into their grant requests. Rate sheets and online rate information should be updated by the department at least two weeks prior to the effective date.l

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