Administrative Guidelines

Semiannual Reports

Service centers must prepare and submit semiannual financial reports to MAA and to the Dean or Vice President. Recharge centers must prepare and submit semiannual financial statements to the Dean or Vice President.  Semiannual reports are due within 6 weeks after the quarter closes.

Billing Customers

Service centers must consistently and accurately bill all customers. Advanced billing for services or products is not allowed. Non-federal external or outside users may be billed at a higher rate than cost (internal users).

Responsibility Matrix

The Service/Recharge Center process includes various units across campus. The matrix is a general guide to help navigate the process.

Working Capital

Service centers can retain on an ongoing basis a maximum of 60 days of current expenditures as working capital in their operating account with MAA approval. The Dean or VP can approve the retention of a maximum of 60 days of current expenditures as working capital for recharge centers. Funds or transfers from non-Federal sources or an existing fund balance can be used to acquire the working capital amount. Costs to accumulate working capital cannot be included in internal user rates.

Variance Analysis

Service centers must prepare and submit an annual variance report to MAA and to their Dean or Vice President.  Recharge centers must prepare and submit an annual variance report to their Dean or Vice President.  Variance reports are due within 6 weeks after the rate cycle end date.

 

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