Each recharge proposal has a recharge classification consisting of three components: activity type, institutional risk category, and review and approval type. The classification determines the documentation and approval requirements.

1. Activity type

Activity type is the first component of a recharge proposal’s classification. The activity types are:

a. Identifiable Goods or Services – goods or services provided at the request of the user;

b. Central Campus Administration – services provided by central campus administration units to self-supporting activities or beyond-normal services;

c. Common Cost Allocations – reallocation of shared costs across activities;

d. Conferences/retreats/education courses – learning opportunities sponsored by UCSF (see Section XI);

e. Auxiliary Enterprises – self-supporting operations serving students, faculty, and staff;

f. Reapportionments and funding adjustments under specified circumstances, University policy authorizes the use of the contra-expense mechanism, which is not considered a direct cost transaction within the context of this policy guidance and procedures manual. These types of transactions are limited to the following (See UC Business and Finance Bulletins, BFB-A-47: Direct Costing Procedures III.5):

1. recharges assessing University Opportunity funds for replacement of medical tuition initially charged to General Funds budgets;
2. recharges assessing Educational Fee funds for institutional support and operation and maintenance of plant services to student service activities;
3. recharges assessing construction projects for costs initially charged to Building Program Clearing accounts;
4. recharges for station land and labor of Agriculture Field Stations as reviewed annually by the Field Station Research Advisory Committee;
5. recharges of administrative and supervisory costs of University Extension, Residence Halls, and the Physical Plant Department to the benefiting units within the function; and
6. recharges (Clinical Teaching Support) assessing General Funds for teaching patient care initially charged to hospital or clinic funds. Any other use of the recharge transaction mechanism must have the approval of the Associate Vice President – Budget Analysis and Planning.

Reapportionments, funding adjustments, revenue transfers, and similar transactions not specified above are not recharges and should not use any accounts specifically designated for recharge transactions.
When the same unit provides recharged products or services to users under different activity types, separate projects may be required. Budget and Resource Management is authorized to establish requirements for such separate accounting.

2 CFR Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards defines direct and F&A costs for the purpose of accounting for federal funds. Under 2 CFR Chapter II, Part 200, recharges are considered direct costs to users. As such, no recharge activity will be approved that shifts F&A costs to direct costs in violation of Uniform Guidance. All recharge activities must ensure that if a federal funding source is charged, the charge complies with 2 CFR Chapter II, Part 200 standards.

2. Institutional Risk Categorization

Institutional risk categorization is the second component of a recharge proposal's classification. Except for common cost allocations, new and renewal proposals will be evaluated based on the following risk assessment criteria:

a. Annual recharge activity planned expenses. The dollar volume is defined as the total annual planned costs (excluding any adjustments such as working capital, prior year net position, subsidies, and other transfers or changes) for producing the recharge activity's products or services. The dollar volume ranges are:
• $100,000 or less
• greater than $100,000 but less than $500,000
• $500,000 or greater (recharge activities in this range are required to have a user committee that includes representatives of the largest users of the recharge activity, plus the recharge activity's manager. The user committee shall review and endorse the approval of recharge rates and rate development methodologies for new recharge activities, as well as at the time of each renewal of previously approved recharge activities. Budget and Resource Management is authorized to establish additional requirements for user committees.)

b. Percent of federal participation is based on anticipated revenue from federal fund sources. The percentage of federal participation ranges:
• 0% federal participation
• greater than 0% but less than 50% participation
• 50% or greater participation

3. Review and Approval Type

Review and approval type is the third component of a recharge proposal's classification. It refers to the type of proposal review and the duration of the rate approval. The review and approval types are:
a. new recharge activity: establishes a recharge activity that did not exist before, or re-establishes one that was previously discontinued;
b. renewal: used for any subsequent year of an existing recharge activity that previously received approval;
c. rate change: a request to adjust the rates of an approved recharge activity based on changes in the operational cost with no change in the rate methodology;
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d. discontinuation or the termination and closing out of a recharge activity: Budget and Resource Management is authorized to establish appropriate forms, documentation, and procedures for discontinuing recharges;
e. transfer of ownership: the ownership of an approved recharge activity is transferred from one department to another department;
f. annual approval: covers one fiscal year;
g. multi-year approval: covers more than one fiscal year; and
h. permanent approval: recharge activity is permanently approved.
Budget and Resource Management is authorized to establish additional requirements for review types.

Recharge proposals are required for all recharge classifications listed in Section III.A. However, the timing, documentation requirements, and review and approval processes vary depending on the classification.

1. The responsible unit initiates proposals for review of new and renewal recharge activities, rate changes, discontinuations, and transfer of ownership of recharge activities. Proposals for any other review types are initiated through an annual call letter issued by the Chancellor or their designate to the campus.
2. Recharge proposals are required to contain the appropriate forms, plans, rate lists, exhibits, and other documentation as prescribed by the final approving authority for the proposal, as specified in Section X. Documentation submitted must be consistent with this policy guidance and procedures manual, and particularly with Section IV, which establishes rate development policy guidelines, with the exception of Conferences as defined in Section XI.

Recharge rates are the estimated costs of providing service items, divided by the estimated number of service items to be provided. Service items are defined in Section II of Policy 300-48. Generally, recharge rates are computed using estimated costs and the number of service items to be provided for a specified fiscal year.

1. A recharge activity provides one or more products or services to its customers. Each distinct good or service provided must have a unit of product or service, which becomes the basis for charging customers. This policy guidance and procedures manual refers to this unit of product or service as the "service item."

2. The ideal service item:

   a. is identifiable and measurable;

   b. accurately reflects the resources necessary to produce it, especially the costs;

   c. accurately reflects the extent of benefit received by the user.

   Examples of service items for products provided by a recharge activity are: each, per dozen, per gram, and per liter. Examples of service items for services provided by a recharge activity are: per hour of machine time, per hour of labor time, and per test.

3. Consideration will be given to approving an alternative service item that does not meet all the ideal properties when either:

   a. an ideal service item cannot be determined; or

   b. the cost or effort for the accounting or tracking of the ideal service item exceeds the benefit. However, the recharge activity must demonstrate that the benefit received by customers using the alternative service item is not significantly different from that of using the ideal service item and may be required to do testing from time to time to ensure that no significant difference develops.

1. General requirements

The following general requirements are applicable to all service items and all costs of the recharge activity:

a. all costs of providing the service items (as identified below) must be included in the recharge plan;

b. the same rate for identical service items must be applied to all users, except for “federal” and “non-federal” rates as described in Section IV.C.7.b below. Exceptions to this policy will be reviewed by Budget and Resource Management on a case-by-case basis;

c. all costs of the recharge activity must conform to generally accepted costing principles. Costs must be allowable, reasonable, identifiable, or reasonably allocable to providing the service items or the administering of the recharge activity, and consistently treated in like circumstances; and

d. the recharge activity must actually "pay" the costs of providing service items (i.e., the costs incurred must be charged to the appropriate chartstring of the recharge activity).

2. Salaries, wages, and fringe benefits

Salaries and wages of personnel associated with providing the service items, maintenance of equipment used in the recharge activity, or directly administering the recharge activity (see Section IV.C.6 below) should be included. Associated fringe benefit costs should also be included.

3. Supplies and services

Supplies and services costs in circumstances like those noted in Section IV.C.1 above should be included. The following are examples of such costs:

a. contracts or agreements with non-University vendors, including consultants to provide any portion of the service items, and for maintenance of equipment;

b. chemicals, glassware, photocopies, data processing charges, professional certifications, etc.; and

c. janitorial, building maintenance, or other operations and maintenance costs, provided such costs meet the general requirements.

4. Lease costs

a. Space Lease costs

If the recharge activity uses non-University-owned space, lease costs should be included. If only a portion of the leased space is used for the recharge activity, only the proportionate cost, as determined by the percentage of usable square feet, should be included. Any costs for janitorial services, building maintenance, and other operations and maintenance expenses not covered by the lease should be included. In certain instances, auxiliary enterprise activities may be required to charge for a "lease equivalent" cost because the space they occupy has been debt-financed, and this "lease equivalent" must be recovered. These instances will be approved on an exception basis only.

b. Equipment Lease costs

1. Finance Purchase Capital Leases – A Finance Purchase Capital Lease is a lease or installment purchase that meets the following criteria:

   1. the asset has an initial value of $100,000 or more, and
   2. the lease is longer than 12 months, and
   3. asset ownership transfers to UC at the end of the lease.

   Finance Purchase Capital Leases must be treated as though the University purchased the equipment with debt financing. As such, Finance Purchase Capital Lease payments are debt service payments, which must be appropriately split between principal and interest. Only the interest component of the capital lease payment can be directly charged to the assigned operating chartstring of the recharge activity. The principal component cannot be charged to the recharge activity’s operating fund; it must be charged to the recharge activity’s renewal and replacement reserve or another fund. The Capital Accounting unit within the Controller’s Office is responsible for making the lease payments. Therefore, the recharge activity should work with Capital Accounting to ensure the capital lease is correctly set up, so the lease payments are properly allocated.

2. Capital Lease – Equipment lease meets the following criteria:
   1. equipment has an initial value of $100,000 or more, and
   2. the lease is longer than 12 months, and
   3. ownership retained by vendor at the end of the lease.
3. Operating Lease – Equipment lease meets the following criteria:
   1. equipment has an initial value of less than $100,000 and/or
   2. the lease is less than 12 months, and
   3. ownership retained by vendor at the end of the lease.

Equipment Capital Lease and Operating Lease costs should be included. If only a portion of the equipment is used for the recharge activity, only the proportionate cost should be included. The recharge activity should work with the Controller’s Office to ensure the lease payments are properly set up and allocated.

5. Inventorial equipment depreciation

Equipment with an acquisition cost of $5,000 or more per unit is considered inventoried or capital equipment. Campus guidelines are available on the UCSF Controller’s Office website. The purchase of inventoried (or capital) equipment is unallowable on a recharge. However, depreciation of inventorial equipment used in a recharge activity should be included where allowed. Generally, depreciation will be allowed for equipment meeting the following criteria:

a. The equipment's depreciation is not already included in the campus F&A cost rate. This typically means that equipment depreciation must begin in the fiscal year it was purchased, and the UC property numbers of the equipment must be supplied expeditiously to Budget and Resource Management so that the equipment can be identified for exclusion from the F&A rate calculation. In no instance shall a recharge activity be allowed to start depreciating equipment if the costs were already included in the latest UCSF Facilities and Administrative (F&A) rate proposal submitted to the federal government.

b. The portion of the equipment's purchase cost paid by federal funds is excluded from depreciation calculations.

To be consistent with the campus financial reports and F&A rate proposal, depreciation should be calculated on a straight-line basis, with no salvage value, and using the useful life in the equipment Useful Life Schedule as issued by the Office of the President. The schedule can be found on the Controller's Office website. Alternatives to this depreciation methodology may be approved where the recharge activity can clearly demonstrate that the alternative method more accurately represents the actual usage, consumption, or life of the equipment.

Planned depreciation costs must be charged, at a minimum, annually to the recharge activity’s assigned operating chartstring. In accordance with procedures established by the Controller’s Office, there should also be an offsetting credit to the recharge activity’s renewal and replacement reserve fund. The balance of the renewal and replacement reserve chartstring may only be used to purchase equipment for the recharge activity, to pay for the principal component of the recharge activity’s capital lease payments, or to repay the chartstring that initially funded the purchase of the equipment.

The equipment depreciation schedule is included with the recharge proposal forms and must be submitted electronically with all recharge proposals, as well as at any time there is a change in equipment or related depreciation costs. Recharge units must use the Budget and Resource Management format. Equipment with an acquisition cost of less than $5,000 is not considered inventoried (or capital) equipment and must be charged directly to recharge activity operating funds. Equipment previously depreciated on a recharge and with an acquisition cost of less than $5,000 should continue to be depreciated on the recharge until the equipment is: a) disposed of, b) fully depreciated, or c) no longer used by the recharge activity.

6. Administrative costs of the recharge activity

Costs associated with the direct administration of a recharge activity are allowable expenses on a recharge plan and should be included. Such costs include salaries and wages, benefits, supplies, services, depreciation, and other expenses associated with the accounting, billing, purchasing, personnel, supervision, and other general support functions of the recharge activity.

7. Unallowable costs

Certain costs are not allowed in recharge activities. There are two categories of unallowable costs:

a. Costs never allowed:

1. acquisition costs of inventorial equipment (however, depreciation of such equipment is allowed. See Section IV.C.5.);
2. total costs of capitalizable renovations or leasehold improvements (see Section IV.C.10.);
3. principal payments of capital leases (see Section IV.C.4.).

b. Costs not allowed when charging federal funds (including federal flow-through funds), unless specifically allowed in the awarding documents and/or specifically related to administering the recharge activity:

1. administrative costs (unless related to directly administering the recharge);
2. advertising for recharge products/services;
3. bad debts;
4. contingency or expansion reserves;
5. entertainment;
6. fines and penalties from violations of or non-compliance with any governmental laws or regulations;
7. interest expense, including Short Term Investment Pool (STIP). Interest paid to external parties related to capital leases and/or installment purchases of equipment is allowed if the criteria of Section IV.C.4.b.1) are met;
8. any cost already paid for by the federal government.

Different rates (a "federal" rate and a "non-federal" rate) for the same service can be calculated to accommodate recovery of unallowable costs from non-federal users. The federal rate must be the lowest rate charged.

8. Reserves

A recharge activity may establish and make provisions for certain types of reserves as defined in the University of California Accounting Manual or this policy guidance and procedures manual. Examples of some reserves that are allowed include a renewal and replacement reserve fund (see Section IV.C.5.) for reserving funds for equipment renewal and replacement, renovations or surplus external revenue (see Section VI.A.5.), and a working capital surplus (not to exceed two months of planned expenses for future operating costs).

Any reserves in a recharge activity must conform to applicable University policies and governmental regulations and be documented in the recharge proposal and accounted for according to procedures prescribed by the Controller’s Office or Budget and Resource Management. Any reserves or transfers not in accordance with policies and regulations (e.g., those for contingencies or expansion) are not allowed.

9. Surpluses and deficits

A surplus or deficit occurs in a recharge activity when the actual revenues received during the fiscal year for providing the service items exceed or fall short of, respectively, the actual costs incurred during the same fiscal year for providing the service items.

It is common for recharge activities to have a surplus or deficit at the end of any specific fiscal year. However, over a period of several fiscal years (not to exceed three years), it is expected that recharge activities will operate close to a break-even point. An exception is allowed for a working capital surplus as defined in Section IV.H.

The amount of “Surplus / (Deficit)” on the Recharge Plan Page in the actual base year column should exactly match the June 30 net position in the General Ledger (June 30 monthly report in MyReports). During the rate development process for a subsequent fiscal year, the projected deficit or surplus must be included as a reduction from or an addition to expenses in the subsequent fiscal year's plan and rate computation. In cases where inclusion of a surplus or deficit in the subsequent year would cause a severe fluctuation in the rates from one year to the next, approval may be granted to amortize the surplus or deficit over a period of up to three years. The surplus or deficit net position should be shown on a separate line in the plan.

In some instances, a recharge activity may provide its products or services through a structure consisting of multiple sub-activities within the overall recharge activity. Generally, each sub-activity will fully recover its own defined cost basis, except in such cases where the best interest of the institution is not served. In such cases, surpluses from one sub-activity may, based on an approved plan, offset deficits from another sub-activity within the overall recharge activity. These instances will require written approval of their formal plan.

Surpluses or other funds may not be transferred out of the recharge activity without authorization from the Chancellor or the Chancellor's designate. The Chancellor or the Chancellor’s designate may grant exceptions to this section in limited cases where it can be demonstrated that the exception is necessary.

10. Renovations and leasehold improvements

Depreciation of renovations and leasehold improvements used by a recharge activity shall be computed in accordance with this policy guidance and procedures manual and included where allowed.

a. Generally, depreciation will be allowed for renovations and leasehold improvements meeting the following criteria:

1. The renovation or leasehold improvement is not already included in the campus F&A rate, nor in the latest UCSF F&A rate proposal submitted to the federal government. This generally means that renovation or leasehold improvement depreciation must begin in the fiscal year it was completed, and the details of the renovation or leasehold improvement must be supplied expeditiously to Budget and Resource Management so that they are excluded from the F&A rate calculation.
2. The depreciated portion of the cost of the renovation or leasehold improvement was not paid from a federal fund source.

b. To be consistent with the F&A rate proposal, depreciation should be calculated as follows:

1. renovations: the maximum annual amount that can be depreciated is the allocable portion of the building depreciation as determined under 2 CFR Chapter II, Part 200, et al. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
2. leasehold improvements: depreciation should be calculated on a straight-line basis with no salvage value over the remaining term of the underlying lease.

Depreciation of renovation or leasehold improvement costs must be charged to the recharge activity’s assigned operating chartstring with an offsetting credit to the recharge activity’s renewal and replacement reserve chartstring in accordance with procedures established by the Controller’s Office. The balance of the renewal and replacement reserve fund may be used to repay the chartstring that initially funded the renovation or leasehold improvement, or for building maintenance or equipment replacement.

11. Subsidies

a. At the discretion of the department in which the recharge is based, and with the approval of the appropriate Control Point, recharge activities may be subsidized from other funding sources. Subsidies can be for either one or both of the following purposes:

1. a billing subsidy to reduce the charge price of certain service items produced by the recharge activity (charging a portion of the billing rate to a subsidy project); or
2. a general subsidy to the recharge activity to offset overall expenses (e.g.: transferring operating deficits at fiscal year’s end to a departmental discretionary chartstring).

Subsidies may not be used to reduce the prices charged to selected users of the recharge activity in a discriminatory manner.

b. The amount, funding source, and purpose of all subsidies must be disclosed in the recharge activity's rate proposal. Subsidies from multiple funding sources are allowed; however, each must be disclosed separately.

c. External users shall be billed for full direct and indirect costs. Unless the subsidy funding source (federal or non-federal) expressly specifies, external users shall not be subsidized. Application of subsidies to external users shall be reviewed on a case-by-case basis.

d. It is important for departmental, school, and campus-wide resource management to properly recognize subsidies when they occur. The following examples are some situations where subsidies must be disclosed:

1. The Dean or Vice Chancellor provides "core support" or "general funding" to the recharge activity;
2. The department "writes off" the recharge activity's deficit at the end of the year to another chartstring.

e. Recharge Activities and Program Income
UCSF should not use sponsored projects to directly subsidize a recharge activity. However, sponsored projects can provide a billing subsidy to eligible participants, allowing them to receive recharge services. The billing subsidy process results in no program income to the federal award, only direct costs. To facilitate this process, the full costs of operating the recharge are included in the recharge project, and an appropriate rate(s) is developed and approved for customer(s). Then, when services are provided to a customer, who is an eligible participant of a sponsored project, the sponsored project may pay a portion of the established recharge rate. The sponsored project needs to ensure that they are paying a consistent rate for all eligible participants.
Recharges receiving subvention from federal fund sources are considered program income activities. Recharges with program income must follow accounting procedures as outlined in the Accounting for Program Income (Job Aid).

12. Allocating joint costs to service items

A recharge activity that provides more than one service item may have costs that apply jointly to two or more of the service items. To compute a charge rate, joint costs must be allocated to the individual service items to which they apply. This allocation can be done on any basis that appropriately reflects the relative benefit of the joint costs to the individual service items. Some common bases for allocating joint costs are FTEs, chargeable labor hours, hours of machine usage, and assignable square footage.

A recharge activity with joint costs may have a single pool of joint costs or multiple pools of joint costs that are allocated on different bases. For each pool of joint costs, the recharge proposals should clearly indicate the basis used to allocate the joint cost pool and provide supporting computations for the allocation of the joint cost pool to the individual service items.

13. Model for calculating a rate based on per hour of labor

When the rate calculation is based on a per-hour labor service unit, the rate per hour should only reflect the employee’s billable time. A sample billable hour calculation follows:

Standard FTE annual working hours      2,088
Less vacation leave (15 days x 8 hours)  (120)
Less sick leave (12 days x 8 hours)      (96)
Less holiday leave (14 days x 8 hours)  (112)
Less administrative time (average)       (48)
Billable Hours                         1,712

Annual Salary + Benefits = $60,000
Billable Hours = 1,712 hours (see definition and example above)
Rate calculation: $60,000 / 1,712 hours = $35.05 per hour

Auxiliary enterprise units, as defined by the UC Business and Finance Bulletins, must also develop fully costed rates as part of their business practices. However, they are granted much more latitude than recharge activities in establishing their pricing lists. Generally, recharges to departments only constitute a small percentage of an auxiliary's business base, and they are not subject to the same detailed level of review and scrutiny as recharge activities. Auxiliaries collecting recharge revenue are required to submit business plans that detail the methodologies used in establishing rates and reflect the distribution of revenues between recharges and other revenue sources for each activity. The recharge proposal format may be used for the auxiliary business plan. The review of the business plan will focus on ensuring that they do not charge unallowable costs to state, federal, or other restricted fund sources, and that all costs included in rate development are allowable under applicable state or federal policies and regulations. Auxiliaries are required to submit business plans and rates for approval by the Chancellor or the Chancellor's designate annually. 

SECTION V: RECHARGE PROPOSAL SUBMISSION DATES AND PROCEDURES

SECTION V: RECHARGE PROPOSAL SUBMISSION DATES AND PROCEDURES

A. Recharge Review Process

A. 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 (e.g., anticipated revenue from federal fund sources) as shown in the table below:

• Category 1 proposals, which include CCAs, Low, Low-Medium, and Medium risk proposals, should be submitted directly to Recharge Review for review and approval, with a copy sent to the Control Point.
• Category 2 proposals, which include Medium-High and High-risk proposals, should be submitted to the Control Point for financial and functional review prior to forwarding to Recharge Review for a compliance review and final action. In addition, all projects with planned expenses of at least $500,000 need to obtain endorsement of approval from the user committee.
• The length of approval will be based on the assigned risk level.
• Related requirements and due dates are outlined in the Recharge Review Service Level Agreement.

B. Multi-Year Approval Duration

B. Multi-Year Approval Duration

The duration of rate approval is directly tied 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 or risk level:

Recharge Risk Level, Reviewer, and Approval Duration

Risk Level	Reviewer(s)	Approval Duration
Common Cost Allocations / Low	Recharge Review	Permanent
Low-Medium	Recharge Review	5 years
Medium	Recharge Review	3 years
Medium-High	Control Point and Recharge Review	2 years
High	Control Point and Recharge Review	1–2 years

C. Base-year Rate Calculation Model

C. Base-year Rate Calculation Model

In this model, actual financial data from the base year (the most recently completed fiscal year) are used to develop proposals and rates in the preparation year (the current fiscal year) for use by a recharge activity in the implementation year (the subsequent fiscal year). The implementation year is the year in which the new rates take effect at the start of the fiscal year (as of July 1st). The estimated preparation year net position must be included in the adjusted net position applied to the proposed plan.

D. Changes in Recharge Rate Calculation Methodology

D. Changes in Recharge Rate Calculation Methodology

A change in rate methodology occurs when either a unit of service used to calculate the rate is changed to a different unit of service (i.e., when the service unit was based on volume representing a per unit rate changed to a service unit based on labor, representing a per hour rate), or when there is a change in the way the joint or overhead costs are allocated amongst the various service items or products within a recharge (i.e., when the overhead cost allocation was distributed based on FTE counts changed to allocation based on assignable square footage).

E. Adjustments to Operational Costs and Approved Rates

E. Adjustments to Operational Costs and Approved Rates

Upon approval from Budget and Resource Management, recharge activities are authorized to adjust their rates based on changes in operational costs and to prevent substantial over- or under-recovery within a multi-year approval period, provided the rate calculation methodology remains unchanged. Examples of approved operational cost changes that can lead to an adjustment in rate include changes in salaries or wages, the addition of new equipment depreciation, a change in planned FTE, an adjustment to planned working capital, the addition or deletion of a capital lease, added building depreciation, the addition of a subsidy, and to account for net position. Rate or plan change requests for an upcoming fiscal year should be submitted to Recharge Review before July 1st.

Recharge activities with changes in equipment depreciation that do not result in significant or material changes to the operational costs or to the rate are not required to adjust their plan or rate. However, a revised equipment depreciation schedule must be submitted to Recharge Review prior to the commencement of depreciation.

Category 1 recharge activities that wish to change their rates should submit their request directly to Recharge Review and a copy to their Control Point.

Category 2 recharge activities that wish to change their rates must obtain User Committee endorsement of approval (for activities with planned expenses of at least $500,000) and Control Point approval before final approval from Recharge Review.

Recharge Proposal Submission Guidelines

Recharge Proposal Submission Guidelines

Recharge Proposal Submission Guidelines

Type of Proposal	Submission Due Date	What to Submit	Category	Submit to?
New recharge activities	Two months prior to the start date	NEW proposal form	Category 1	Submit directly to Recharge Review for functional, financial, and compliance review, and copy to Control Point.
			Category 2	Submit to Control Point for functional and financial review, receive user committee endorsement of approval if needed, then Control Point will forward the proposal to Recharge Review for a compliance review and final action.
Renewal of existing recharge activities (proposal submitted during the final year of approval. Once approved, rates will become effective July 1st of the next fiscal year.)	Between Nov 1st and Feb 24th of the final year of approval*	RENEWAL proposal form	Category 1	Submit directly to Recharge Review for functional, financial, and compliance review, and copy to Control Point.
			Category 2	Submit to Control Point for functional and financial review, receive user committee endorsement of approval if needed, then Control Point will forward the proposal to Recharge Review for a compliance review and final action.
Recharge activities that wish to change only their recharge plan or rates during a multi-year approval period (once approved, rates will become effective July 1 of the next fiscal year.)	Between Apr 15th and May 31st*	RATE CHANGE request form	Category 1	Submit directly to Recharge Review for functional, financial, and compliance review, and copy to Control Point.
			Category 2	Submit to Control Point for functional and financial review, receive user committee endorsement of approval if needed, then Control Point will forward the proposal to Recharge Review for a compliance review and final action.

Note: Proposals submitted after the established submission deadline are not guaranteed to have their rate(s) reviewed and approved in time to be effective at the start of the next fiscal year.

SECTION IX: FORMS AND TRAINING DOCUMENTS

A. Forms

Recharge proposal documents can be found on the Recharge Review website in the Rate Proposal Forms section.

B. Training Documents

Recharge training documents can be found on the Recharge Review website in the Training and FAQs section.

SECTION XI: CHARGING FOR UCSF SPONSORED CONFERENCES AND CONTINUING EDUCATION TYPE COURSES

UCSF sponsored conferences and continuing education type courses are not recharges. The guidelines to recover costs of a UCSF sponsored conferences and continuing education courses are outlined in this Section. This Section does not apply in instances where a conference is wholly supported from sources other than charges to participants, e.g., gifts, endowments, corporate support, etc.