OIT Recharge Tutorial Presented by:  IT Business Office (ITBO) April 20, 2007
What is a recharge? <ul><li>A unit or activity which provides goods/services using approved rates </li></ul><ul><li>“Break...
You MAY BE a recharge if… <ul><li>Your unit generates more than $5,000 in distributed charges in one fiscal year </li></ul...
Why recharge? <ul><li>Offers alternative funding method/options for providing services that are not funded centrally </li>...
Who is responsible for recharge? <ul><li>Shared between ITBO and OIT Manager(s)/sponsoring department </li></ul><ul><li>IT...
Recharge Do’s <ul><li>Consult with the ITBO for all unplanned events – we can note it so we can put it in the rates for ne...
Recharge Don’ts <ul><li>Invoice consumers for any services – this should be done centrally via “JV” through the ITBO </li>...
Administrative Overhead <ul><li>Only allowed if built into the recharge  </li></ul><ul><ul><li>Telephone Services vs. Meet...
Recharge Preparation <ul><li>Meetings will be scheduled with the appropriate managers to review the FY07 rates and formula...
Contacts for current recharges <ul><li>Wendy Rupe x6908 </li></ul><ul><ul><li>Telephone Services (Hill) </li></ul></ul><ul...
Timesheet accounting <ul><li>Telephone Services  </li></ul><ul><ul><li>173003-50256 (Technicians/Projects) </li></ul></ul>...
Questions? <ul><li>Please do not hesitate to contact the ITBO with any questions you may have  </li></ul><ul><li>When in d...
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OIT Recharge Tutorial Presented by:

  1. 1. OIT Recharge Tutorial Presented by: IT Business Office (ITBO) April 20, 2007
  2. 2. What is a recharge? <ul><li>A unit or activity which provides goods/services using approved rates </li></ul><ul><li>“Break-even” at end of fiscal year </li></ul><ul><li>Identified as Fund 17XXXX </li></ul><ul><li>NOT an Auxiliary </li></ul><ul><ul><li>Auxiliary Enterprises furnish goods/services that may not be equal to the costs of the goods/services </li></ul></ul>
  3. 3. You MAY BE a recharge if… <ul><li>Your unit generates more than $5,000 in distributed charges in one fiscal year </li></ul><ul><li>Your unit brings in more than $100,000/yr. in revenues; or, </li></ul><ul><li>Sales to external parties equal more than 5% of annual revenues </li></ul>
  4. 4. Why recharge? <ul><li>Offers alternative funding method/options for providing services that are not funded centrally </li></ul><ul><li>Consumers are typically UA/UAF Departments, but are not limited to UA/UAF activities, groups, or projects </li></ul><ul><ul><li>External agencies </li></ul></ul>
  5. 5. Who is responsible for recharge? <ul><li>Shared between ITBO and OIT Manager(s)/sponsoring department </li></ul><ul><li>ITBO provides all central coordination </li></ul><ul><ul><li>Submits annual proposals </li></ul></ul><ul><ul><li>Coordinates billing </li></ul></ul><ul><li>Manager oversees recharge services </li></ul><ul><ul><li>Discusses business plan with ITBO </li></ul></ul><ul><ul><li>Estimates labor/staffing needs </li></ul></ul><ul><ul><li>Coordinates hardware/software upgrades and planned recharge maintenance events </li></ul></ul>
  6. 6. Recharge Do’s <ul><li>Consult with the ITBO for all unplanned events – we can note it so we can put it in the rates for next year </li></ul><ul><li>Unplanned events may include: </li></ul><ul><ul><li>Staffing needs (mid year) </li></ul></ul><ul><ul><li>Hardware/Software upgrades </li></ul></ul><ul><ul><li>Additional maintenance </li></ul></ul><ul><li>Spend as needed – even BEFORE you have revenue showing in the accounts </li></ul><ul><ul><li>Recharge revenues will come in throughout the year based on the billing cycle </li></ul></ul><ul><ul><li>Any shortfall can be addressed in future years rates </li></ul></ul><ul><li>Encourage your staff to bill to recharge units on timesheets – contact information to follow </li></ul>
  7. 7. Recharge Don’ts <ul><li>Invoice consumers for any services – this should be done centrally via “JV” through the ITBO </li></ul><ul><li>Purchase capital equipment without contacting an ITBO fiscal officer </li></ul><ul><ul><li>Capital equipment should be charged to Fund 1 and requires ITBO to generate a “JV” </li></ul></ul><ul><ul><li>ITBO will help you contact the Purchasing Officer ( [email_address] ) with all necessary information </li></ul></ul>
  8. 8. Administrative Overhead <ul><li>Only allowed if built into the recharge </li></ul><ul><ul><li>Telephone Services vs. Meeting Maker, etc. </li></ul></ul><ul><li>“ Departmental Administration” must directly benefit multiple users across the recharge </li></ul><ul><li>Management overhead is classified as an indirect cost – cannot be built into the annual rates </li></ul><ul><li>Administrative Overhead differs from F&A Overhead </li></ul><ul><ul><li>Required by the federal government to collect F&A on revenue received from external agencies </li></ul></ul><ul><ul><ul><li>(OMB Circular A-21) </li></ul></ul></ul>
  9. 9. Recharge Preparation <ul><li>Meetings will be scheduled with the appropriate managers to review the FY07 rates and formulate FY08 rates for proposal submission </li></ul><ul><li>Initial information due to IT Business Office Friday, May 18 </li></ul><ul><li>Proposal submission to UAF Financial Services on Friday, June 1 </li></ul>
  10. 10. Contacts for current recharges <ul><li>Wendy Rupe x6908 </li></ul><ul><ul><li>Telephone Services (Hill) </li></ul></ul><ul><ul><li>Software Applications (Wakefield) </li></ul></ul><ul><li>Gail Wheeler-Hannis x6288 </li></ul><ul><ul><li>Meeting Maker (Wakefield) </li></ul></ul><ul><ul><li>Servers/Shared Storage (King) </li></ul></ul><ul><li>Laura Morisky x8384 </li></ul><ul><ul><li>Video Conferencing Services (Rohwer) </li></ul></ul>
  11. 11. Timesheet accounting <ul><li>Telephone Services </li></ul><ul><ul><li>173003-50256 (Technicians/Projects) </li></ul></ul><ul><ul><li>173003-50257 (Manager, fiscal technician) </li></ul></ul><ul><li>Software Applications </li></ul><ul><ul><li>173074-60420 </li></ul></ul><ul><li>Video Conferencing </li></ul><ul><ul><li>171002-80168 </li></ul></ul><ul><li>Meeting Maker </li></ul><ul><ul><li>173071-60409 </li></ul></ul><ul><li>Servers/Shared Storage </li></ul><ul><ul><li>173047-60408 </li></ul></ul>
  12. 12. Questions? <ul><li>Please do not hesitate to contact the ITBO with any questions you may have </li></ul><ul><li>When in doubt, ASK </li></ul><ul><li>You can also find more information on the Financial Services website: </li></ul><ul><li>www.uaf.edu/finsvcs/recharge/index.html </li></ul>

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