Administrative Guidelines

Quarterly Reports

The quarterly financial report requirement is on hold until an equivalent report is developed in Workday. Please work with your Shared Environment to ensure the financial health of your center.

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).

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.

Rate Renewal Timeline

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 due 8 weeks prior to the rate implementation. For example:

  • Rate expires on November 30, 2025.
    • The rate proposal with Dean's approval is due to MAA on October 19, 2025
  • Rate proposal with new rates to be implemented on November 30, 2025
    • The rate proposal with Dean's approval is due to MAA on October 5, 2025

The same due dates apply to Recharge Dean’s office approvals.

The Recharge Team will be sending reminder emails in the following cadence (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 the Dean's office if the rate proposal is not received in a timely manner
  • 3 Weeks before the deadline- notify the Dean's office that the rate is outstanding
  • Day of the deadline- notify the Dean's office that the rate proposal is now non-compliant