UBS Rate Review

UBS Rate Review Process

Procedures

Service Centers at The University of Texas at Austin work with the Federal Costing Office within Accounting and Financial Management to determine appropriate rates. This ensures that proper guidelines are followed when billing federal agencies. Historically, many units within the University Business Services (UBS) have used this process when engaging in revenue-generating activities and have therefore used 18- accounts.

Effective September 1, 2019, only units that charge federal grants may go through the Federal Costing process. All units will submit proposed new revenue-generating activities and/or updated rates to existing activities to the Office of the Interim Vice President and Chief Financial Officer (VP/CFO) for review and approval. Units will either coordinate with University Business Services to create appropriate accounts or with the Federal Costing Office to complete a more thorough review of their plan. All new concepts or changes should be discussed with the VP/CFO before units collaborate with other offices or develop a plan.

UBS Rate Review Procedures

The following procedures should be followed to propose new services or updated rates to existing services.

1. Meet with the VP/CFO to discuss any new venture or change to existing activities before creating a formal proposal or engaging other offices in conversations.
2. Email ubsadmin@austin.utexas.edu to request that the DocuSign routing be set up. This email should include who will fill out the form and a brief (1-2 sentences) explanation of the services.
3. Coordinate with Business and Financial Services to develop rates. The senior leader will meet with the Assistant Vice President for University Business Services and/or the VP/CFO to review.
4. The DocuSign form will route through the Assistant Vice President for University Business Services and the VP/CFO.
5. If the unit is directed to coordinate with the Federal Costing Office, the forms should be routed through DocuSign and provided to the Federal Costing Office.
6. Final rates will be reviewed and approved by the VP/CFO.