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Service Level Agreement

Agreement between UCSD BFS and campus departments is to provide a clear and concise understanding of the service procedures and responsibilities that contribute towards the management of the SSA rate review and approval process.

Effective Dates

Effective date of this Service Level Agreement is July 1, 2019.

Overview and Objectives

The purpose of this Service Level Agreement (SLA) between UCSD BFS and campus departments is to:

  • Provide a clear and concise understanding of the service procedures and responsibilities that contribute towards the management of the SSA rate review and approval process
  • Document the review and approval process for SSA rate proposals in accordance with federal, UC-wide and UCSD policies. This ensures:
    • BFS' ability to maintain service level requirements
    • Originating department compliance with UCSD and federal regulations
    • Risk minimization of disallowed charges on federal awards

Business & Financial Services Recharge Contacts

The successful operation of recharges is the responsibility of numerous individuals and organizations within UCSD. However, the ultimate accountability is on the institution. When compliance requirements and cost analysis require input from all parties, coordination, communication and partnership is essential for successful oversight of SSAs.

Business & Financial Services (BFS) is continuously striving to provide high quality support and services to campus departments related to direct cost analysis and management of Recharges while also strengthening partnership and collaboration.

Please contact us freely with any Recharge related questions.

For general inquiries and  proposal submissions, please  email us.


Recharge@ucsd.edu

BFS - Financial Analysis Office

Executive Director

Nilo Mia

(858) 246-2704

nmi@ucsd.edu

BFS - Financial Analysis Office

Senior Manager

Danielle Powers

(858) 246-2714

depowers@ucsd.edu

 BFS - General Accounting

 Associate Director Central   Accounting


Melissa Navarro

(858) 534-4565

m7navarro@ucsd.edu

BFS - General Accounting

Senior Accountant

Lizette Ou

(858) 534-4995

lmou@ucsd.edu

 Website

https://blink.ucsd.edu/finance

/accounting/SSA/

Description of Services

  • Rate Proposal Review
    • Review and approve Recharge and External Sales and Service Activities (SSAs) rate proposals: new, renewal, rate change, discontinuation and transfer of ownership requests submitted by campus departments
    • Ensure that UCSD complies with federal regulations governing allowable costs charged to federal sponsored agreements
    • Assist departments in succeeding their business needs and meeting compliance requirements
  • Recharge Policy and Guidance Manual
    • Maintain and update Campus Recharge Policy and Policy Guidance and Procedures Manual in order to adhere to university and federal policies and minimize the risk of disallowed charges on federal awards
    • Acts as the institutional reviewer and approver of any exceptions to policy
  • Recharge Rate Development and Submission
    • Provide assistance to originating departments during rate proposal development
    • Establish submission guidelines in the annual Recharge Call Letter
  • Annual SSA Monitoring Report
    • Prepare and distribute an annual monitoring report summary to department managers and VC Office's comparing existing SSA with approval status and various transactions recorded in the General Ledger (e.g., Depreciation transfers, surplus/deficit balances, unallowable expenses, percent of federal funds recharged, etc.)
    • Analyze financial data to determine if departments are operating SSAs without a formal approval and notify department managers and VC Offices
  • Training and Job Aids
    • Offer online Recharge Basics e-Course
    • Provide job aids and FAQs on the Self-Supporting Activities website
    • Provide in-person or phone consultations, as requested
    • Facilitate Brown Bag lunch discussions
    • Conduct classroom trainings

Partnerships/Service Level Expectations

BFS provides review and final approval to all UCSD SSAs and rates prior to charging out for the services provided. Some approvals are delegated to the establishing originating department's Vice Chancellor's Office.

BFS works closely with originating departments to assist in complete submission of SSA proposals  in a timely manner. Incomplete proposals or requests can cause delays in the review process. In order to meet originating department's business needs, the BFS - Financial Analysis Office (BFS-FAO) manager and/or executive director may contact management service officers of the originating department and if needed, designated VC office reviewer for assistance in resolving outstanding issues.

Originating departments depend on BFS to review and approve rates prior to recharging. If service commitments such as response time are not met by BFS, originating departments may contact the BFS manager or executive director for assistance in resolving outstanding issues.

 BFS - Financial Analysis Office

 Executive Director

 Nilo Mia

 (858) 246-2704

 nmi@ucsd.edu

 BFS - Financial Analysis Office

 Senior Manager

 Danielle Powers

 (858) 246-2714

 depowers@ucsd.edu

 

Incomplete SSEA proposals may be returned to originating departments or Control Points for completion.

Benefit of Service Level Agreement:

  • Improve compliance by reducing number of activities with expired or unapproved rates
  • Establish clearly defined roles and responsibilities to improve understanding of the services provided and the interdependencies between BFS, originating departments and VC offices involved in the Recharge review process
  • Facilitate improved service delivery with more timely SSEA proposal submission, review and approval
  • Strengthen partnership between originating department and BFS
  • Provide a clear framework to monitor performance and service quality to support continuous improvement

Submission Guidelines

A Recharge is an internal charging mechanism used to redistribute expenses for products or services provided by organizational units within the University. The type of SSA being conducted will determine the action (i.e., establishment, modification, discontinuation, and approval) process.

  • Recharge Review Process

A risk level will be assigned based on the level of institutional risk for all Recharges except for Common Cost Allocations (CCAs).  Institutional risk will be determined based on the total annual plan and anticipated percentage of federal participation (i.e. – anticipated revenue from federal fund sources) as shown in the table below:

 review-matrix.png

review-requirements.jpg

* This category includes rate modifications within budget planning guidelines for activities in compliance.

  • Recharge Review and Approval Process consists of 3 types of reviews:
review-types.jpg
maximum-approval-periods.png

* 2 year approvals may be granted to high risk activities that meet compliance standards

  • Multi-Year Approval Duration

The duration of rate approval is tied directly to the Recharge’s risk level as shown in the table below.  These approval periods assume there has been no change in rate calculation methodology.

  • SSA Proposal Submission Dates and Procedures

Type of Proposal

Submission Due Date

What to Submit

  Category

Submit to

Establishing or modifying a SSAs to begin at the beginning of the fiscal year

Two months prior to start date if submitted between July-March *

 

Three months prior to start date if submitted between April-June

SSA Proposal Form

Low Risk

Submit directly to VC Office for functional and Compliance Review, copy BFS once approved by VC Office.

 

 

 

Medium or High Risk

Submit to VC Office for Functional Review. Then VC Office will forward proposal to BFS for a financial, and possible Compliance Review and final action.

Requests to discontinue Recharges

One month after all revenues and expenses have posted, and BFS has been notified

Discontinuation Request Form

 

Submit to VC Office for review and action on activity net position (surplus/deficit), then VC Office will forward proposal to BFS for final action.

Exception to Policy Request

Two months prior to start date if submitted between July-March *

Three months prior to start date if submitted between April-June

Equipment Depreciation Exception to Policy Request, or Differential Income Exception to Policy Request

 

Submit to VC Office for review and approval. Then VC Office will forward proposal to BFS for review, final approval, and any final action.

 

Requests to transfer ownership of Recharges

One month prior to transferring ownership

 

 

Contact BFS to discuss options.

 

 

Note:

* This does not include proposals with effective dates starting at the beginning of the fiscal year. A call is sent out in early January requiring any proposal with an effective date on or after the fiscal year to be submitted no later than the end of February. BFS will not guarantee final approval by the request date for any proposal submitted after the end of February.

Early submission of proposals are accepted before the submission due date.

Rate Development, Submission, and Proposal Review Process Matrix

Rate Development and Submission Process
Primary Responsibility
Completion Time Guidelines
  • Issue annual Recharge call letter

BFS - FAO

Annually – January

  • Develop and submit rate proposal

Originating Department

As specified in the SSA proposal submission guidelines

  • Functional Review of proposals
  • Proposal approval *
  • Forward approval and/or completed Functional Review, and entire proposal electronically to BFS

Cognizant Vice Chancellor's Office

As specified in the SSA proposal submission guidelines

*Only low risk activities as defined by the Review Matrix

 

Rate Proposal Review Process*

Primary Responsibility

Completion Time Guidelines

BFS logs proposal and provides acknowledgment memo to department via email

BFS-GA

Within 1-2 days of receipt of electronic proposal submission

BFS-GA conducts Financial Review of SSEA proposal and contacts originating department with all outstanding issues and provides department with 1-2 week deadline for their response

BFS-GA

Within 2 weeks from date received by BFS

Originating department responds to Recharge review analyst and resolves outstanding issues

Originating Department

Deadline provided by the BFS-GA

BFS-GA forwards proposal to BFS-FAO

BFS-FAO

Within 1-2 days of completing Financial Review

BFS-FAO conducts Compliance Review of SSA proposal and contacts Originating Department with all outstanding issues and provides department with 1-2 week deadline for their response

BFS-FAO

Within 2 weeks from date received by BFS-GA

Originating Department responds to Recharge review analyst and resolves outstanding issues

Originating Department

Deadline provided by the BFS-FAO

If no additional questions need to be addressed by department, BFS-FAO provides approval letter within 2-3 weeks of Originating Department addressing all outstanding items from BFS

BFS-FAO

Within 2 weeks of final review a signed approval letter will be sent to VC Office with a copy to Originating Department

BFS-GA establishes or updates any accounting elements and notifies VC Office with a copy to Originating Department

BFS-GA

Within one week of final review

*Applicable to establishing and modifying SSAs

 

 

Recharge Rate Review - Roles and Responsibilities

Click here for details about the responsibilities of the Business and Financial Services, Originating Department, Vice Chancellor's Office, and the Recharge Advisory Committee.