Number: 
03-150-110
Type: 
Rule
Policy Steward: 
Manager of Analytical Ops
Format Updated: 
University Policy & Standards Converted: 
Status: 
Current
Revision Date: 
Tuesday, December 30, 2014

* This information replaces FIS 503 Department of Administrative Services (DAS) Assessments & FIS 504 OSU Assessments

 

503: Department of Administrative Services (DAS) Assessments

Fiscal Operations Manual
Section 500: Financial Accounting and Analysis 
Effective: 01/01/2003
Revised: 08/26/2010

The State Department of Administrative Services (DAS) assesses fees to the University for the following:

  • DAS Central Government Services - Based on total payroll (including OPE) for the first year of the prior biennium for Service Departments and Auxiliary Enterprises.
  • DAS Purchasing - Based on prior year expenses in 2xxxx, 40101, 40111, and 6xxxx account codes.
  • DAS Tort Liability - Based on prior year total payroll (not including OPE) & Claim history at DAS.
  • DAS Property Insurance - Based on prior year insured values of Buildings, Fixed Assets, and Improvements Other than Buildings.
  • Secretary of State’s Audit Division – Based on the percentage of expenses for each auxiliary or service center fund in relation to the total amount of auxiliary or service center expenditures..
  • State Treasury Banking - Monthly charge based on prior month banking transactions.
  • State Geographical Information System - Assessed by DAS, redistributed by OUS based on enrollment numbers.
  • Central Government Services Assessment - Assessed at .22% of actual revenue in auxiliaries and statewides.

Fees are assessed to Statewides, Service Centers, Auxiliaries, and the General Fund. The General Fund picks up the assessment for Continuing Education (eCampus and Summer Session) and Designated Operations.

 

504: OSU Assessments

Fiscal Operations Manual
Section 500: Financial Accounting and Analysis 
Effective: 01/01/2003
Revised: 12/30/2014

An administrative assessment is made to recover overhead costs incurred by the institution central services on behalf of funds which are not directly supported by either State of Oregon Educational and General appropriation or sponsored grants and contracts. Central administrative services benefit the entire institution and are not easily assignable to any one unit. Examples include, but are not limited to,

  1. efforts of the President, Provost, and other administrative staff
  2. budget reviews reporting to the Board of Trustees and any other applicable state organizations
  3. processing payroll, purchase orders, and vendor invoices
  4. collection of receivables, depositing/recording income
  5. administering the general safety and welfare of OSU’s physical space
  • OSU requires auxiliary enterprise activities to be self-supporting, generating sufficient revenues to cover operating expenses including the allocable portion of administrative overhead. The assessment is based on direct expenditures of the prior fiscal year. It is calculated and posted by Business Affairs at least quarterly. Depreciation expense, OSU assessments, and transfers are not included in the calculation.


Reference:  OSU Standard 580-11-0045

  • An administrative assessment is charged to State-wide Public Service(SWPS) operations. SWPS includes Agricultural Experiment Station (AES) operations, Forest Research Lab (FRL) operations, and Extension operations (exclusive of Extension County pass-through funds). The assessment is based on direct expenditures and is negotiated with the Associate Vice President of Finance and Administration. The Assessment is posted by Business Affairs.

An administrative assessment is charged to Designated Operation fund direct expenditures. Banner charges the assessment as each transaction occurs. There is no assessment on transfers. See FIS 515 Designated Operations for additional information.

  • An administrative fee is assessed on cash gifts or donations made directly to the University. This fee is consistent with those made by OSU’s affiliated foundations: OSU Foundation (OSUF) and Agricultural Research Foundation (ARF). The fee is calculated and posted by the Office of Post Award Administration (OPAA) quarterly.

Specialized Service Facility (SSF) cost shall consist of both direct costs and allocable share of overhead costs, per OMB Uniform Guidance section 200.468 Specialized Service Facilities.   This is considered full-costing.  Overhead cost includes use of the building and general operations & maintenance cost associated with the space occupied by the SSF.  The charges are posted by Business Affairs monthly.  The current SSF at OSU are:  Printing/Mailing, Telecommunications, Motor Pool, and Laboratory Animal Resource Center.

  1. Building Use Overhead is based on building depreciation for the space the SSF occupies. This assessment credit is placed in an 8xxxxx plant reserve fund to be used for building-related renovations. Request for use of the reserve funds is submitted to the Vice President for Finance and Administration.
  2. Operation and Maintenance assessment is based on the most current Facilities & Administrative Rate (F&A Rate) calculations for the specialized service facilities. The calculation takes into consideration any utility cost or other O&M directly charged to the SSF and reduces the O&M assessment accordingly so there is no duplication of those costs in the fees charged to users. This assessment credit is posted to the E&G fund and is distributed as part of the budgeting process.