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UC SANTA BARBARA INCOME & RECHARGE PROPOSAL
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2026-2027
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CONTENT CHECKLIST
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The information included is accurate and has been prepared in compliance with current University and Federal policies
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Goods and/or service(s) are fully identified and described
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Confirm amounts under "Last Completed FY" on Financial Statement (section E) of proposal match actual costs on Online GL or explain reason for discrepancy in "Notes" section of the Financial Statement (section E)
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Confirm "Proposed # of units provided in 2026-27" noted on Rate List (section D) of proposal match the billing units used in rate calculations (only exception is for space rental rates)
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Confirm "Total Recharge Income" and "External Income subtotal" amounts determined on Rate List (section D) of proposal match the "Total Recharge" and "Total Revenue" amounts entered under "Next FY (Proposed)" on the Financial Statement (section E) of proposal or explain reason for discrepancy
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Confirm expenditure amounts listed under "Next FY (Proposed)" on the Financial Statement (section E) of the proposal match the total expenses included within the cost pools for the proposed rates
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Confirm Percent Revenue from Recharges, Percent Revenue from Subsidies, and Percent Revenue from External Income total 100%. This information can be found on the Financial Statement (section E) under Policy Compliance Indicators
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Rate Setting
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Detailed mathematical steps for rate calculations are provided
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Rate methodology appropriately distributes costs to benefiting customers
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Identical goods/services must carry identical prices for all internal clients
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Rate(s) have been developed to ensure full cost recovery and only include costs that are necessary to provide goods/services
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Personnel Costs
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Are personnel costs documented by name, title, % effort and annual salary?
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Confirm salary rates match UCPath plus any projected increases
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Confirm "Position FTE" matches FTE UCPath
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Confirm "% Effort Devoted to Recharge Activity" that is included in rates equates to the percent effort that will be dedicated to support the I&R operations and will be charged to recharge fund via UCPath
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Verify the "% Effort Devoted to Recharge Activity" included in previous years rates was charged to recharge fund
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Confirm current CBR, VLA, and UCRP Supplemental Interest rates are applied as appropriate. If the center receives revenue from federal fund sources, VLA and UCRP may not to be included in the rate calculation. See B&P website for current rates: https://bap.ucsb.edu/budget/composite-benefit-rates/rate-tables
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Confirm 100% of billable hours are allocated across rates and are not over/under allocated
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Expenses
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Expenses are allowable under University policy/guidance. Federally unallowable costs are excluded from recharge activities charged to federal contracts and grants.
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Expenditures are listed in sufficient detail
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Liens are included in the carryforward balance or in the current cost pool rate for calculation
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If a Provision for Equipment Reserve is planned:
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All equipment items are identified on the Equipment Reserves (section F) of proposal with asset numbers
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Does the Useful Life used in the Provision for Equipment Reserve match the Useful life listed in the Equipment Inventory information in DataWarehouse? If not, a request to use a different useful life has been submitted as part of response to question # 8 in Questionnaire (section A) of proposal. Justification must clearly demonstrate that the alternative method more accurately represents the actual usage, consumption or life of the equipment.
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If a subsidy is planned:
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Detail amount, LAFS, and how it is applied
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If the center receives revenue from federal fund sources, a general subsidy has been provided to cover the General, Automobile, Employment Liability (GAEL) and UCRP Supplemental Interest Assessment expenses in the recharge fund
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If external revenue is planned:
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An external rate including appropriate NUD has been calculated. If exception is requested, department has consulted with the Budget Office.
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Confirm subsidies are not applied to external rates
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Verify rate(s) are set to market and are not in competition with commercial services. If applicable, submit comparision rates from other vendors.
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Is sales tax accounted for if a tangible product is being sold or if taxable equipment is rented for more than one day at a time?
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Is closing balance greater than 3 months of average operating expenditure?
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If so, department must submit a surplus/deficit reduction plan that outlines the reasons and measures that will be taken to achieve policy compliance in their response to questions # 12 & # 13 of Questionnaire (section A)
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Proposal form is complete and has not been modified to alter rate calculation(s) – all services and goods are included
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All sections of proposal are completed (as applicable)
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If any formulas need to be adjusted, please contact Income & Recharge Analysts for assistance
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Rate assumptions are noted and are clear
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Rate calculation sheet for each proposed rate is provided
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Non-billable hour backup documentation is included (if applicable)
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Overhead backup documentation is included (if applicable)
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Sample billing sheet included
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After department/division endorsement, the proposal with all supplements is to be submitted electronically to irproposals@bap.ucsb.edu. Submission must include:
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PDF of full proposal and rate calculations signed by department/division
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Excel version of proposal and rate calculations
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