List of General Rules and Specific Charge-backs Authorized at CSU Sacramento
General Rules for All Charge-back Programs
1. Estimates of cost should be published or offered before the service is provided.
2. Independent Operations Accounts should be used for receipts and disbursements in all cost recovery programs, unless exception is granted by the Vice President for Administration.
3.In the event that a portion of the charge is based on the costs of equipment depreciation/replacement, a schedule for equipment replacement shall be adopted by the Unit which imposes the charge. This schedule shall list (a) the piece of equipment, (b) its life expectancy, (c) the anticipated cost of replacement. If more than 10% of the total charge is based on equipment depreciation/replacement, an account shall be established to receive funds for the replacement of the equipment, according to the schedule.
Program Center Specific Chargebacks
The School of Arts and Sciences
Student Assistance for Theater Operation
Approved. Monopoly status granted.
Lamp Life Reimbursement Charge
Approved. Monopoly service not requested.
Equipment Support Center (Science 44)
Approved, with condition. Monopoly service not requested.
Condition: The current procedure is to handle charge-back transfers via the Center's instructional accounts. This should be replaced with a procedure that involves an independent operations account.
Electronic Support Center
Approved, with condition. Monopoly service not requested.
Condition: The current procedure is to handle charge-back transfers via the Center's instructional accounts. This should be replaced
with a procedure that involves an independent operations
account.
The University Library
Campus Service Cards
Approved. Monopoly status granted.
On-line Data Base Searches -- University Library
Approved. Monopoly status granted.
Public Safety
Police Service/Event Security
Approved, with conditions. Monopoly status granted.
Condition 1: Public Safety should publish a handbook to assist those who are planning special events which might need security. The handbook should contain specific schedule of hourly charges for security personnel which details the different rates charged for the different classifications of officers. The handbook should provide guidelines which will allow potential users to better estimate the number and level of security officers required for an event.
Condition 2: Public Safety's charge-back policy should include the provision of advanced estimates in the case of requests for service.
Business Affairs
Accounting Services--Trust Accounts
Approved, with Conditions. Monopoly status granted.
Condition 1: Cost recovery policy requires a 10% charge per year on
expenditures or revenue on all Trust accounts except those expressly
prohibited by Chancellor's Office policy or the University Policy on Trust Funds. Some accounts, for which a lower or zero rate has been
negotiated in the past, should be informed immediately that they will be assessed the 10% rate in the 1992/93 fiscal year.
Condition 2: The holders of such accounts should be notified of an intent to change the assessed rate e until the 1992-93 fiscal year. Additionally, any account containing revenues from a source which has an established policy limit of less than 10% on indirect expense charges, should be assessed at a rate which is consistent with that limit. The Vice President for Administration can waive any or all indirect charges on an account in special cases where the Vice President determines that such an action will be in the best
interests of the institution.
Campus Stores -- Support Services
Approved. Modified monopoly status granted, with conditions.
Condition 1: Purchasers shall have the right to buy products from any vendor, in accordance with State law if the purchase represents a savings of at least 5% over the purchase of comparable items from campus stores. The Purchasing Department should insure that the purchaser has demonstrated that the purchase order represents savings of at least 5% over the purchase of comparable items from Campus Stores and that the purchase is consistent with applicable campus safety standards for the product. The appropriate Stores personnel should be informed by the Purchasing division about all requests for purchases outside Stores.
Condition 2: The Cost Recovery Committee shall review the operation of this policy after one year, to determine whether it has achieved the goals intended or caused unrealistic disruptions to Campus Stores.
Reprographics -- Support Services
Approved. Modified monopoly status granted, with certain conditions.
Condition 1: If Reprographics is able to provide the type of reproduction services required by the user but the user can document a 5% or greater savings on the order through an outside vendor, an exception to the monopoly status requirement is granted.
Condition 2: The Purchasing department should assume responsibility for ensuring that the appropriate justifications for exception to the monopoly service requirement are submitted with the purchase request and that the Reprographics personnel are informed about all such purchases.
Mail Center -- Support Services
Approved. Monopoly status granted.
Copier Program -- Support Services
Approved. Monopoly status granted, with conditions.
Condition 1: Support Services should provide the Cost Recovery Committee with data regarding the cost of comparable photocopy service from outside vendors and show why a maximum charge of $0.04 per page should not be set for the Campus Program at the start of the Spring 1993 semester.
Condition 2: Support Services should present a plan to the Cost Recovery Committee for including both desktop copiers and automated mimeograph machines as part of their Copier Program or show why program centers should not be allowed to purchase such equipment and/or contract for such services, at the start of the Spring 1993 semester.
Condition 3: Support Services is urged to take a proactive role in informing program center administrators and the Space Planning and Allocation Group (SPAG) about the costs and savings associated with the establishment of high-volume copy centers modeled after the one in the School of Education.
University Computer and Communications Services
Counter Support Services
Approved. Monopoly service not requested.
CSUS Compatible PC Services
Approved, with a condition. Monopoly service not requested.
Condition 1: If UCCS decides to proceed with the charge-back for workstation maintenance, then the cost of supporting maintenance shall not be included in the pricing of CSUS compatible PC's.
ISN Connectivity
Approved, at a lower rate. Monopoly service not requested.
UCCS should lower the price for the ISN connection to encourage more use of the
hardware purchased several years ago, but not to the extent that UCCS incurs a
substantial amount of additional expense. UCCS shall report to the Cost Recovery
Committee by November 1, 1992 concerning its revised charges for the ISN
Connectivity.
Software Distribution
Approved. Monopoly service not requested.
Workstation Maintenance
Approved, in concept and with conditions. Pending receipt of a proposal which defines charges. Monopoly service not requested.
Condition 1: Workstations purchased prior to imposition of this charge-back should continue to be maintained without charge, unless the cost of repair exceeds the value of the item being repaired and the item is older than 4 years.
Condition 2: For workstations purchased after the institution of this charge-back, maintenance for the first 4 years will be provided on an annual fee basis, with annual adjustments not to exceed 20%. Service beyond that time will be provided on a time and materials basis.
Condition 3: Purchasers of the maintenance agreement should have an option to pay the entire four year service fee when the workstation is first obtained, with the approval of UCCS.
University Media Services
A/V Facility, PA, Audio Recording/Duplication
Approved. Monopoly service not requested.
A/V, Video Production & Distance Education
Approved. Monopoly service not requested.
A/V & Video Maintenance
Approved. Monopoly service not requested.
Graphic Services
Approved. Monopoly service not requested.
Photographic Services
Approved. Monopoly service not requested.
Single or Multi-Camera Video & Duplication
Approved. Monopoly service not requested.
Condition concerning UMS Charge-backs as a whole
UMS tries to balance deadlines in all its charge-back programs so as to minimize the need for overtime charges and the inconvenience to departments. These goals are appropriate and in the institution's best interest.
UMS also approaches jobs on a first come/first serve basis and then informally negotiates how to accommodate requests which exceed resources available. Again, this approach is appropriate in most cases, but is certain to be controversial at some time.
Condition 1: UMS shall consider some elaboration of the "first come/first served" policy, based on institutional priorities cited in Presidential Memorandum 91-12, "Instructional Program Priorities," and with due regard for the University's mission when these might be jeopardized by the "first come/first served" policy.
University Telecommunication Services
Inside Building Wiring
Approved. Monopoly service not requested
Telephone Services
Approved. Monopoly service not requested
Telephone Commissioning
Approved. Monopoly service not requested
Telephone Sets and Accessories
Approved. Monopoly service not requested
Audix Voice Mail Services
Approved. Monopoly service not requested
Facilities Management
Motor Pool
Approved. Monopoly service not requested
Grounds Maintenance
Approved. This does not involve State General Funds.
Utilities
Approved. This does not involve State General Funds.
Charge-back on Non-maintenance/Improvement Work
Approved, with conditions. Monopoly service not requested, though important factors must be considered in awarding work outside (MOU provisions, safety standards, code requirements, etc).
Condition 1: A potential user of services from Facilities Management should be able to identify from the Facilities Management User's Guide the kind of service needed, the per hour charge and overhead, and procedures for obtaining the services.
Condition 2: As an up-date for its User's Guide, Facilities Management should annually publish a list of standard labor charges for different kinds of non-maintenance jobs. This publication should also include standard administrative and equipment costs for any associated projections associated with chargebacks in BA 83-30 or BA 84-25.
Use of Facilities (Special Events)
Approved, with a condition. Monopoly service not requested, though important factors must be considered in awarding work outside (MOU provisions, safety standards, etc)
Condition 1: Facilities Management should annually publish a list of standard labor charges for different kinds of special events services. This would include standard costs for items such as custodial services following events, use of athletics facilities, etc. This list should indicate when extra services are required, such as those based upon the number of people expected at an event, or the extent to which a facility is used, or whether an additional charge for weekend services is necessary.
