Rate-Based Service Activities (RBSA) - Management

Service Activities

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What Are the Department's Responsibilities?

Once a Rate Based Service Activity ("RBSA") is set up, the department has on-going responsibilities to manage finances and ensure the RBSA remains in compliance. Failure to follow the necessary steps could not only jeopardize Å·ÃÀ¿Ú±¬ÊÓƵ's intellectual property, federal funding, and overall reputation, but also put the PI at risk for personal liability.

ÌýÌý Ensure proper contracting is completed for each customer.

A legally binding contract is required every time an RBSA offers services to an external customer. OCG Service Contracts ("OCG Services") is the only campus group authorized to enter into these contracts. Following the steps under What Do I Do When I Have a Customer? every time you have a customer.

Exceptions exist for quote authority. See our Service Quotation (Quote) Authority page for more information.

ÌýÌý Manage all RBSA-related finances, including invoicing and payment collection.

RBSAs are able to forego charging F&A because all financial administration is conducted in-house via fund 28/29s. This means that the department must manage invoicing, payment collection, tax payment, and all other financial matters related to the RBSA.

ÌýÌý Re-certify rates yearly with Budget and Fiscal Planning ("BFP").

The federal government prohibits Å·ÃÀ¿Ú±¬ÊÓƵ from subsidizing industry. This means that we must ensure all service activities are at minimum cost-covering. To do this, RBSAs must certify rates with BFP by the beginning of each fiscal year (July 1st). See BFP's Rate-Based Service Activities page for more information.

ÌýÌý Submit quarterly quote reports(quote authority delegates ONLY).

Quote authority delegates are required to submit quote reports to OCG Services every fiscal quarter and cooperate with regular spot audits. See our Service Quotation (Quote) Authority page for more information.

ÌýÌý Request determination for new services and equipment.

Determinations must be conducted by OCG Services for each service offered by and piece of capital equipment being used by an RBSA. Additional services and equipment can be added after the initial RBSA setup, but a new determination must be completed for each. when:

  • New services are added to the RBSA.
  • New equipment is being used for the RBSA.

ÌýÌý Email OCG Services when changes are made to the RBSA.

OCG Services must keep accurate records of current RBSA setups and conduct additional compliance checks when necessary. Email OCG Services when:

  • A new personnel holding a visa will be working on services.
  • The PI changes, leaves, or goes on extended leave.
  • A previously-determined service is no longer being offered.
  • You wish to close/deactivate the RBSA.

What Do I Do When I Have a Customer?

Å·ÃÀ¿Ú±¬ÊÓƵ policy requires a legally binding contract any time we provide services to external customers. Excepting individuals who have been delegated quote authority, OCG Service Contracts ("OCG Services") is the only campus group authorized to enter into service contracts on behalf of Å·ÃÀ¿Ú±¬ÊÓƵ.

How to Initiate a Service Quote/Agreement
  • If you have been delegated quote authority, follow the steps on our Service Quote Authority page.
  • If the customer sends you contract documents, email OCG Services.
  • If Å·ÃÀ¿Ú±¬ÊÓƵ will be drafting the agreement, fill out the .

For Service Contracts Help or Questions

Email:

Office of Contracts and Grants, Service Contracts
ÌýÌý ocgservicecontracts@colorado.edu