University Animal Care Users' Handbook

2.1.5.1.  Billing Information

2.1.5.1.1.   Billing Period

The University Animal Care billing period is from the 21st of each month to the 20th of the following month, with the exception of the period from June 21 to June 30, which currently is included with the May 21 through June 30 bills.  Any animal purchases, per diem and special services charges are billed to your account for the current billing period.  In some instances, prior billing period charges can be included in the current billing period.

2.1.5.1.2.   Billing Methodology

Investigators are billed from vendor invoices for animal purchases.  University Animal Care, therefore, cannot bill investigators until the invoice from the vendor is received.

Charges to investigators are equal to vendor charges for the animals and any carton charges, water kits, shipping, freight or handling charges.  In addition, University Animal Care adds any applicable sales taxes and 10% handling fee.  Due to revisions in federal guidelines for billing for animal facility services, the handling fee will be eliminated as of July 1, 2002.

Per diem charges are calculated from the data on animal census sheets kept for each animal room.  Each day when the animal care technicians service the rooms, they record the number of animals in the room for each investigator for that day, and indicate the reason for any changes in balance from the previous day.  Changes could be brought about by receiving or using animals, termination of animals, or transferring animals to another room or another account.  If the technician servicing the room does not know why the number of animals has decreased or increased, it is recorded as an adjustment. UAC is currently installing a bar-coded cage card system, which will allow animal census to be recorded electronically.  Implementation is scheduled on or after July 1, 2002.

The total number of care days by species and type of housing, as well as corresponding per diem calculations are summarized at the bottom of the monthly invoice for each FRS account.

2.1.5.1.3.   Posting to F.R.S.

The information presented on the bill is posted in summarized form to the FRS account specified on the invoices.  The total charge for animal purchases is posted to object code, 5120.  Total per diem charges, are posted to object code, 4130.  Special service total charges, are posted to object code, 4290. If you have a credit on your invoice, it will be posted to FRS separately.  This means that instead of seeing the total charge from Item #18 or Item #29 on your invoice, you will see the total expenses on one line in F.R.S., and the total credits on another line. If you add the expense and the credit together, it will equal the total on your UAC invoice.

Also referenced on the FRS report are the UAC invoice number and the billing date, to help you tie your FRS reports to the UAC invoice you receive in Campus mail.

You can quickly identify charges from our department on your FRS report by the batch reference code "UAC" which has been assigned to our department.

2.1.5.2.   Changing Your Account Number

If you should need to change account numbers due to funding changes or expiring accounts, it is necessary to submit an Interdepartmental Billing Form (IBF), or a memo with the proper signatures.  On the IBF, or memo, specify the old account number, the new account number, the effective date of the change and any specific animal orders or species that are to be switched.  If per diem charges are to be transferred to a new account, include the room numbers and species that are to be changed.  Be sure that the IBF or memo is signed by an authorized account representative for the new account.  Send the IBF, or memo, to UAC, College of Medicine, Rm. 1126, attention: Business Office.

Please be aware that UAC will gladly make corrections for any errors that we may have inadvertently made.

2.1.5.3.   Animal Inventory Procedures

Inventories of animals currently in-house are maintained on a daily basis by use of a standard count sheet. One count sheet is prepared for each investigator account for each animal room.  Therefore, if an investigator has animals being charged to more than one account in any given room, there will be a separate count sheet for each account and type of cage.

The inventory count sheet is updated each day for all activity on each account, recording receipts, deaths, room transfers, usage by investigators, and other necessary adjustments.  For purposes of calculating per diem charges, if an animal leaves the facility before the inventory count is updated for the day (usually in the morning), the investigator is not charged per diem for the animal for that day.  Similarly, if the animal is not removed until after the inventory is taken for that day, per diem will be charged for that animal.

When an animal is removed from the facility, its cage card can be kept by the investigator, or turned in to the UAC main office (AHSC, room 1126; CAF room 114).  The cage card is then kept for one month.  After the month elapses, the cage card is thrown away.

Investigators need to carefully review their animal inventories each month to assure that UAC inventories match their records.  One problem we often encounter is animals remaining in the facility after a study is complete.  These unneeded animals take up valuable space and investigator accounts continue to be billed. It is the investigator's responsibility to see that unneeded animals are euthanatized or otherwise disposed of.  UAC staff may be requested to perform euthanasia and are happy to assist in finding homes or other uses for unneeded animals.  Please contact a supervisor for assistance.

2.1.5.4.  Per Diem Rate Policies

The rates are based on an extensive cost study performed by University Animal Care.  The rate calculations comply with federal costing guidelines, and are subject to audit by the Department of Health and Human Services, the U of A's cognizant federal agency.  The U of A Controller's Office is responsible for ensuring that the rates are in compliance with all pertinent regulations.  University Animal Care and the Financial Services Office are jointly responsible for defending the rates, if audited.

The rates reflect compliance with both the Federal Animal Welfare Act and Public Health Service Policy, relating to the care and maintenance of animals, which have often resulted in higher per diems.  For example, the regulations stipulate housing sizes and limit the number of animals allowed for the various types of housing.

It is important to remember that our per diem rates reflect a 41.0% "subsidy" from institutional state funds and indirect cost reallocations.

UAC provides a number of services free to customers, including research planning and veterinary consultations.

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Revised 05/07/2008