CHARGE BACKS LARRY WAXLER 31 Jan 1995 13:05 EST
We also have changed how we charge computer time over the years. Several years ago we had a Wang VS mini-system. Time was charged to specific users based on connect time. We used a program called Tracker (I can't remember the vendor) that gave us monthly summaries of use to which we applied our rate. This allowed us to cover the cost of annual maintenance, equipment depreciation/replacement and part of the system administrator's time. This usage charge was the only cost charged to both grants and any other departmental users. More recently, we also have moved to a PC-based network system. Due to the limitations on equipment purchases in most grants, and because our indirect cost rate includes a component for the use/depreciation of equipment, it is extremely rare that we would direct charge a piece of equipment to a grant. We do have a charge back system in place that works for us. A combination of revenues from charge backs and indirect costs is used to support the system. While the components of our system may not be unique, how we (or you) choose to combine them probably are based on our cost structure, policies and procedures, or grantor guidelines. There are some basic components that you can consider in assembling a system. Among them are: Flat Connect Fee - This is for the privilege of being connected to a network and having access to shared software, documents, printers, etc. Generally, this would be assessed on a monthly basis. Connect Time - Users are given an access/login code. Actual connect time is recorded for access to network software. Storage Costs - Based on the amount of disk space used, users are assessed. This has the benefit of encouraging users to remove old or unneeded documents from the system to minimize their costs. Can have a significant impact on the overall disk capacity that a system requires. Print Charge - Users could be charged a page print fee for the use of network printers. Undoubtedly, there are other components that could be used as a basis for spreading the cost of the system over the users. You could choose to use just one component exclusively to measure/assess cost or use a mix of several. Lastly, in addition to recovering cost, various components can be used to ration system resources or shape user behavior. For example, if users become lax about leaving old documents on the network disk, the storage fee could be increased as an alternative to purchasing a larger disk; if system printers are being overused due to what is viewed as wasteful printing, the page print fee could be increased. You may need to start with one charge back configuration and modify it based on some period of testing/experience. Ultimately, you need to develop a system that is fair and consistent and works for your unique set of circumstances and objectives. >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>|<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<< Larry Waxler, Associate Director | Office of Sponsored Programs | INTERNET: xxxxxx@Maine.Maine.EDU University of Southern Maine | TELEPHONE: 207-780-4411 96 Falmouth Street | TELEFAX: 207-780-4417 Portland, Maine 04103 | >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>|<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<