Physics Department Recharge Account Request
Procedures
Background
Services Available
The Physics Department provides a
variety of services to researchers and departments across campus. The services are provided on a recharge basis
at the currently published recharge rates. Currently, the Physics Storeroom,
Physics Machine Shop, Physics Electronics Shop and Physics Computer Services
provide
Accessing Physics Services
In order to provide services, the recharge units establish a Physics Department internal account number that represents the full U.C. account (account-fund-sub) number for recharge purposes. The account can only be created after valid authorization has been obtained from the external department's accounting controller.
Periodic Charges
At the end of each recharge period (monthly), the Physics recharge units generate billing information for each internal account number to which they provided service. Because of the monthly nature of the U.C. accounting system, charges accrued during a given month may not be presented to the U.C. General Ledger until the following month.
Recharge Accounting Troubles
In many instances, the Physics Department has not been notified when grants end and accounts are closed. Principal Investigators, Post-Docs and Graduate Students continue to use the Physics internal account number after funds have been depleted. In addition, even if Physics has been notified of an account closure, there may be outstanding charges against the now closed account. These charges must be recharged, and are done on a monthly basis. It then becomes a labor-intensive search by the Physics Department staff to find the non-Physics faculty or accounting person to authorize the shifting of charges from one U.C. account to another.
Departmental Authorization Role
To remedy this situation, promote a better understanding of the process and shift the burden of moving funds back to the home department of the researchers, we are implementing a new procedure whereby the external (sponsoring) department effectively guarantees the "credit" of the researcher by providing an alternate charge number, should their original account be closed or run out of funds.
Procedures
The application for an internal
Physics account should be by e-mail (mailto:recharge@physics.ucsb.edu).
The request must contain the following information:
1) The
primary U.C. account-fund-sub number to recharge for services. Note that a sub-4 account requires a UFIN-116
form signed by the department account controller. This form can only be submitted on paper. If you are requesting a a fabrication from the Machine Shop, please get an
estimate first, include the name of the fabrication and the name of the person
requesting the fabrication.
2) Account/fund
end date.
3) The
name of the Principal Investigator.
4) The
name of the department and the 4 character department code of the department.
5) A
description of the account.
6) The
e-mail address, name and telephone number of the departmental account
controller.
7) The
secondary U.C. account-fund-sub number of a departmental account to use only
should the primary account above (#1) become invalid.
8) The
following statement:
"We, <fill in
department name here>, request that the Physics Department create an
internal Physics Department recharge account for the purposes of billing
materials and services to the above U.C. account numbers. We understand that secondary number will only
be used if the primary is found to be invalid.
We will be notified that the charges were redirected, and will
redistribute the charges to the appropriate account within our department using
our own recharge or UFIN-120 mechanism.
We understand that we must request
an internal Physics Department account be closed before the U.C. account is
closed, and that any charges already accrued on the internal Physics Department
account will still be applied to the U.C. account(s) at the end of the recharge
cycle, and may take an extra month to clear the U.C. General Ledger system."
Example
To:
From: department_mso@chemistry.ucsb.edu
Subject: New Account for Atomizer parts
Please create an internal Physics Department Recharge
Account for Dr. Cis Trans. The information required is below:
- Primary U.C. Account number 8-444555-66666-3
- End date: 02/06/05
- Principal Investigator: Dr. Cis Trans
- Chemistry department code CHEM
- Account description: NSF Octane Research
- Account controller: department_mso@chemistry.ucsb.edu. Ms. Ester Alcohol, ext 9999
- Secondary U.C. Account number: 8-444555-19900-3
-
We,
the Chemistry Department, request that the Physics Department create an
internal Physics Department recharge account for the purposes of billing
materials and services to the above U.C. account numbers.
We understand that secondary number will only be used if the primary is found to be invalid. We will be notified that the charges were redirected, and will redistribute the charges to the appropriate account within our department using our own recharge or UFIN-120 mechanism.
We understand that we must request an internal Physics Department account be closed before the U.C. account is closed, and that any charges already accrued on the internal Physics Department account will still be applied to the U.C. account(s) at the end of the recharge cycle, and may take an extra month to clear the U.C. General Ledger system.
Physics Department Forms Physics
Department UCSB
Last modified: