Recharge proposals are generally due in advance of the fiscal year in which the rates will apply. Refer to the current recharge proposal call on the Recharge Call page for specific deadlines and submission instructions.

The Control Point reviewer is the designated reviewer in the appropriate Dean’s or Vice Chancellor’s office that has oversight responsibility for your organizational unit.

A list of current Control Point reviewers can be found in the Control Point Reviewers list (PDF).

Allowable costs typically include salaries and fringe benefits, supplies, contract services, equipment depreciation, other directly assigned costs associated with providing the service or product, and directly assigned or allocated expenses of recharge administration. For additional detail, see the Allowable and Unallowable Costs for Recharge Activities guidance.

Unallowable costs include, but are not limited to, alcoholic beverages, entertainment, charitable contributions, fundraising and lobbying expenses, most advertising, and bad debts. More detail is provided on the Allowable and Unallowable Costs for Recharge Activities page.

Equipment depreciation may be included when the equipment is used to provide the recharge service and meets the criteria established in the recharge policy and rate development guidance. Depreciation schedules must be documented and approved as part of the recharge proposal.

To transfer planned depreciation from your recharge operating fund to a renewal and replacement reserve fund, submit an SC 535 Financial Journal. The journal should move the appropriate amount of depreciation (e.g., using Account 59025) from the recharge fund to the designated reserve fund.

For reference, see the SC 535 Financial Journal depreciation transfer example (PDF).

Recharge activities should bill on a regular schedule (for example, monthly) to ensure that costs are recovered in a timely and consistent manner. The billing frequency should be documented in the recharge proposal and communicated to users.

Invoices should clearly identify the recharge activity, the service or product provided, the rate charged, the quantity or units, the billing period, and the chartstring being charged. Clear documentation supports auditability and transparency.

If you plan to discontinue a recharge activity, notify your Control Point and Recharge Review as early as possible. A formal request for discontinuation should address how any remaining balances (surplus or deficit) will be resolved and when billing for services will end.

Work with your departmental finance team to ensure that all outstanding charges are billed, any remaining balances are addressed in accordance with policy, and the appropriate funds and accounts are closed or repurposed. Contact Recharge Review if you have questions about closing balances or required documentation.