RIT Chargeback Process

Transcription

1 R I T Rochester Institute of Technology From the Controller s Office RIT Process The information in this document defines the terminology used in the chargeback process, explains the process used to bill RIT departments (including NTID) and projects for goods and service through the chargeback process, and provides information about accounts used to record chargeback recoveries. Definitions an expense for goods or services charged to one RIT department (or project) by another RIT department. Credit recovery for charges billed by an RIT department to another RIT department or project for goods or services. Non-standard all miscellaneous chargebacks (internal charges) fall into this category. Examples of non-standard chargebacks include ITS and Telecommunications charges, FMS Work Orders, Dining Service Hospitality and Catering Sales, HUB, CET, CPD, and other miscellaneous internal charges. Standard Monthly (SM) an internal charge processed each month by the Budget Office. Standard monthly chargebacks include expenses for utilities, FMS maintenance services, insurance, overhead, space rentals, Public Safety, etc. Revenue actual cash or expected cash inflow from external (non-rit) sources. Recovery the amount a billing department receives when charging another RIT department for goods or services. Process for Billing Internal Charges to Departments/Projects To ensure the accuracy of our external financial reporting, for internal billings, departments use a series of general ledger expense object codes established specifically for all chargebacks, both non-standard and standard. These object codes allow us to differentiate between those expenses that are paid to off campus (non-rit) providers and those that are charged to your department by another RIT department. For example: When an RIT employee orders food for a reception from Brick City Catering Sales, the expense is charged to a non-standard chargeback called "Brick City Catering Sales Chgbk", object code (not hospitality object code this object code is reserved for use for off-campus vendors). Processing Credits When a department processes a charge to an RIT department or project, the billing department receives a corresponding chargeback credit. This recovery is credited to a chargeback credit object code. Credits for internal chargebacks are not revenue (see definition above) and cannot be credited to revenue object codes ( ). credit object codes are indicated below: RIT Process 1 of 5 Rev: November 21, 2007

2 90020 used for credit to billing department when a non-standard chargeback is billed (charged) to an RIT or NTID department used for credit to billing department when a standard monthly chargeback is billed (charged) to an RIT or NTID department. Revenue (income from external sources) and Recovery (chargebacks credits for services provided to other RIT departments) are grouped together on the RIT Dept Statement and the credits are netted against total departmental expenditures (Total Expenditures + Revenue & Recovery Credits = Net Expenditures). As with the RIT Department Statement, Revenue and Recovery lines are grouped together on the RIT Aux Statement and the credits are netted against total departmental expenditures. A current list of non-standard and standard chargeback object codes is attached. You may also utilize the Chart of Accounts function on the Controller s Office web page to search for a particular chargeback object code: To view all chargeback object codes, enter in the From Object box and in the to Object box (see below) and click Submit: Object Account Structure You can either enter the Object Number in the To From fields or you can search for an Object by typing the Object Name in the Object Name field. Wildcards are accepted in the Object Name field. The wildcard is the standard Oracle wildcard '%'. Filter From Object To Object Object Name Submit If you have any questions about this information, please call one of the individuals listed below: Non-Standard s: Lorraine McEvoy, Sr. Staff Accountant, ext ; Gary Maccarone, Sr. Staff Accountant/Training Specialist, ext Standard Monthly s: Kerry Phillips, Associate Budget Director, ext RIT Process 2 of 5 Rev: November 21, 2007

3 Off-Campus Non-Standard Description RIT Internal Use Only Various Campus Connections - Grp A Chgbk Campus Connections - CAPITAL EQUIPMENT > $1500 CHGBK CET Training Rm Rental Chgbk CET Training Hosp Chgbk CET Contract Credit Chgbk CET Instruction Chgbk CPD Prof Development Chgbk FAST MIS Services Chgbk FAST Computer Set Up Fee Chgbk PS Special Events Chgbk PS Misc Chgbk EHS Computer Recycling Fee EHS Misc Chgbk Trans Svcs Misc Chgbk Parking Misc Chgbk University Publications Chgbk ETC Mis Services Chgbk ETC Captioning Svces Chgbk ETC Graphics Svces Chgbk ETC Media Svces Chgbk ETC Photo Svces Chgbk ETC TV Prod Svces Chgbk FMS Work Order Chgbk FMS Work Order Capitalized Chgbk FMS Shipping DS Hospitality Chgbk DS Outside Groups Chgbk DS Food/Flex Chgbk Brick City Catering Sales Chgbk Brick City Catering Flowers Chgbk Ben & Jerry's Scoop Shop Chgbk Gordon Field House Activities HUB Copy Chrgs Chgbk HUB Postage Chgbk HUB Printing Chgbk HUB Proprietary Chgbk HUB Work Orders Chgbk HUB Mis Chgbk ITS Computer Services Chgbk ITS Ser Req Chgbk ITS Apps Hosting Chgbk CCL Tech Crew Chgbk NTID Dormitory Exchange Chgbk NTID Interpreters Hotline Chgbk NTID Tech Svcs Chgbk NTID Copy Chgs Chgbk NTID UG Cross Reg Tuition Chgbk Exp RIT Process 3 of 5 Rev: November 21, 2007

4 Off-Campus Non-Standard Description RIT Internal Use Only NTID GRAD Cross Reg Tuition Chgbk Exp PAL Web Press Training Chgbk PAL Digital Lab Training Chgbk PAL Web Press Prod Chgbk PAL Sheetfed Press Production Chgbk PAL Flexo Press Production Chgbk PAL Digital Lab Prod Chgbk Margaret's House Tuition Scholarship Chgbk RIT Gov't Unallowable Chgbk RIT Inn-Grp A Chgbk RIT Inn-Grp B Chgbk RIT Inn-Grp C Chgbk RIT Inn-Grp D Chgbk RIT Inn Room Charge Chgbk RIT Inn Hospitality Chgbk RIT Inn Conferences Chgbk Oper RIT Internal Donations Chgbk Oper RIT Internal Donations Recovery RIT Misc Interdept Chgbk RIT Misc Interdept Chgbk - Grp A Non-Op Perm Rest Endow Additions RIT Reallocated Labor - Grp A RIT Reallocated Labor - Grp B RIT Reallocated Benefits Student Life Center Labor Chgbk RIT Special Events Chgbk RIT Summer Conf Housing Chgbk RFA Int Cost Share F&A Chgbk RFA Ext Cost Share F&A Chgbk Facilities & Admin Chgbk Space Rental Chgbk Lab Usage Chgbk FWS Student Aid Chgbk Lab Supplies Rate Chgbk Telecomm Telephone Chgbk Telecomm Telephone Grp A Chgbk Telecomm Telephone Grp B Chgbk Telecomm Telephone Grp C Chgbk Telecomm Metered Bus Chgbk Telecomm Ser Req Chgbk ELC Employee Tuition Waiver Chgbk ELC Dependent Tuition Chgbk ASC Employee Tuition Waiver Chgbk ASC Dependent Tuition Chgbk ASC Non-employee Tuition Scholarship Chgbk Prior Yr Adj Exp RIT Process 4 of 5 Rev: November 21, 2007

5 Off-Campus Standard Description Contract Mail Station SM Chgbk PS Patrol Svcs SM Chgbk Bus Trans SM Chgbk Departmental Admin SM Chgbk DS Laundry Rm SM Chgbk ITS Indirect SM Chgbk Misc SM Chgbk - Grp A Misc SM Chgbk - Grp B Off Campus & Apt Life SM Chgbk Other Reallocated Labor SM Chgbk Overhead RIT SM Chgbk Overhead Aux SM Chgbk Overhead NTID SM Chgbk Overhead Prior Year NTID True Up Res life Stud Dev, Ed & Adm SM Chgbk Space Rental SM Chgbk NTID Stage III Admin SM Chgbk NTID Stage III Room SM Chgbk (86950) FMS Utilities Mtce SM Chgbk FMS Planning SM Chgbk FMS Shipping/Receiving SM Chgbk FMS RH Mtce Services SM Chgbk FMS RH Bldg Services SM Chgbk FMS Mtce Services SM Chgbk FMS Planned Mtce Svcs SM Chgbk FMS Non-Routine Mtce Svcs SM Chgbk FMS Building Services SM Chgbk FMS Operating Engineers SM Chgbk FMS HVAC Control Systems SM Chgbk FMS Waste Collection SM Chgbk FMS Grounds Svcs SM Chgbk FMS Fuel SM Chgbk FMS Electric SM Chgbk FMS Water SM Chgbk FMS Taxes/Assess SM Chgbk FMS Insurance SM Chgbk Recovery s Credit Grp A Credit Grp B NTID SM Credit RIT SM Credit Reallocated Labor Chgbk Credit Various Parts Chgbk Credit Various Contract Labor Chgbk Credit Various RIT Process 5 of 5 Rev: November 21, 2007