September 2025
- S&R Rate Renewals (09/23/25)
Hello Service and Recharge Operators-
MAA would like to notify you all that we have established a schedule for the cadence with which we will be sending email reminders to provide us with your annual rate proposals for our review. If rate proposals are not provided to MAA in a timely manner before the MAA submission for review deadline, we will be notifying the center's corresponding dean's office.
Service centers - the deadline by which rate proposals must be submitted to MAA with dean's office approval is 6 weeks before the current rate's expiration date. If you are creating a new service center or creating new rates in an existing service center, the deadline is 8 weeks before the new rate's implementation.
Recharge centers - MAA only reviews the initial rate proposal or when adding a new rate(s) to an existing recharge center in which case the rate proposal would be due to MAA with dean's office approval 8 weeks before the rate's implementation. For existing recharge centers with no new rates, no MAA review is required however we still require recharge centers to send MAA their updated rate with dean's office approval every year before implementation of the rates for our records.
The cadence for which we will send these emails along with escalation steps are as follows (in the context of a service center rate renewal).
- 8 weeks before the deadline- friendly reminder that rate proposals are due 6 weeks prior to expiration
- 6 weeks before the deadline- friendly reminder and notification that MAA will reach out to Dean’s office if the rate proposal is not received in a timely manner
- 3 weeks before the deadline- notify Dean’s office that rate is outstanding
- Day of the deadline- notify the Dean’s office that rate proposal is noncompliant
This can also be found on our website at: https://finance.uw.edu/maa/recharge/admin-guidelines
Best,
- Quarterly Depreciation Expense Transfer Option (09/10/2025)
Hello Service and Recharge Center Operators-
MAA recommends the monthly transfer of depreciation expense from the Center Operations Resource (RS100073) to the Equipment Reserve Resource (RS100076) via Fund Transfer Journal at the Shared Environment in the process described here.
However, MAA recognizes the administrative burden this may present for Centers with a lot of assets. Centers with a lot of assets can perform the Fund Transfer Journal as little as quarterly (4 times per year), if that lifts some of the burden. Please have the transfer done in the months leading up to the rate proposal due date.
Thank you
July 2025
- Service and Recharge Center Due Date Reminder (07/10/25)
Hello- MAA would like to remind Service and Recharge Center administrators that rate proposals and Dean’s office approvals are due to be submitted to MAA 6 weeks prior to the rate expiration. Review dates for new rates are 8 weeks prior to the rate implementation. For example:
The same due dates apply to Recharge Dean’s office approvals.
Please feel free to contact MAA Recharge (recharge@uw.edu), if you have any questions.
2024
- Update for Program Income Centers (08/01/24)
Hello Program Income Centers- In keeping with the requirements outlined in the UW policy to Determine Valuation of Program Income on Award, MAA will be conducting annual reviews of Program Income rate proposals. You can expect to receive reminder emails when your annual proposal is coming due as well as dialog regarding the contents of your rate proposal. Upon approval of the rate proposal, MAA will send you a confirmation email.
Please reach out to Recharge@uw.edu with any questions.
Thank you
- Service and Recharge Asset Depreciation Follow Up (04/12/24)
Hello!
There is a Service and Recharge asset depreciation clean-up effort underway institution-wide and MAA would like to provide you with resources for the short-term process. This effort coincides with the Service and Recharge Depreciation Expense Flow we have already communicated. If you are part of the Shared Environments weekly sync (SES), this material will look familiar to you.
Situation: There are Service and Recharge Center Assets that are not configured with the RS1000073 Center Operations Resource Worktag.
Why Does This Matter: This Resource Worktag is needed to facilitate the process and enable the portion of the S/R centers’ rate associated with equipment depreciation to be accounted for outside of the operation account.
Uniform Guidance (UG) requires surplus/deficit to be built into the next year’s rates – not transferring will impact next year’s rates.
Action Required: SE will need to add the RS1000073 Resource Worktag to each asset using the ‘Asset Transfer’ process.
DataGroup has built a dashboard: S/R Asset Transfer dashboard (VPN login required)
EIO Created a job aid for this process: Asset Transfer job aid
Due Date: April 30, 2024 This enables depreciation to be recorded to the correct resource in April’s month end close. SE will have May and June to complete the funding transfer prior to end of FY24.
It is recommended by MAA that each center review the monthly transaction moving the asset depreciation to RS100073 Center Operations Resource for accuracy. Upon review, the center should then request their Shared Environment accountant perform a Fund Transfer Journal to transfer funding equal to the appropriate amount of depreciation expense incurred on RS100073 from RS100073 to RS100076 Equipment Reserve Resource. This journal will accurately build up funds for future equipment purchases and keep the surplus/deficit & 60 day working capital reporting accurate.
S/R Asset Transfer Dashboard (VPN login required)
Service and Recharge Center Depreciation Expense Flow (flow chart)
Service and Recharge Center Depreciation Expense Flow (written instructions)
Thank you,
- Updated Rate Proposal Templates (02/21/24)
Hello Service and Recharge Centers- MAA has updated the rate proposal templates for 5, 10, 25 and 100 rates.
The templates can be found here on the UW Connect website: Finance Reporting - Service and Recharge Rate Proposal Templates (service-now.com)
Here is the link unformatted: https://uw.service-now.com/finance?id=kb_article_view&sysparm_article=KB0032957 (please note: you may need to copy and paste the link into your browser).
The Recharge team will resume sending out reminder emails for rate proposals in the normal cadence according to the rate proposal due date. Please email Recharge@uw.edu with any questions.
Thank you
- Service and Recharge Center Depreciation Expense Flow Chart (01/29/24)
Hello Service and Recharge Centers!
Due to the Workday implementation, the process for recording depreciation expense has changed however the requirement remains the same. Please see Section V.b. of the University of Washington Service & Recharge Center Guidelines found here: https://finance.uw.edu/maa/sites/default/files/recharge/Service-Recharge%20Center%20Guidelines%20-%206-22-2017%20-%20FINAL.pdf (note: you may need to copy and paste the hyperlink to your browser).
MAA has been working with FinOps, the Controller’s office and the Equipment Inventory Office to bring you a best practice recommendation for the treatment of depreciation expense. Please find a flow chart here: https://finance.uw.edu/maa/sites/default/files/recharge/Service%20and%20Recharge%20Depreciation%20Treatment%20Chart.pdf (note: you may need to copy and paste the hyperlink to your browser).
This chart illustrates how to request the appropriate depreciation expense be moved from the Center Operations Resource (RS100073), to the Equipment Reserve Resource (RS100076).
Thank you for your patience and please reply to this email or Recharge@uw.edu with any questions.