504: OSU Assessments
Fiscal Operations Manual
Section 500: Financial Accounting and Analysis
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,
- efforts of the President, Provost, and other administrative staff
- budget reviews, reporting to the Oregon State Board of Higher Education (OSBHE) and OUS Chancellor’s Office
- processing payroll, purchase orders, and vendor invoices
- collection of receivables, depositing/recording income
- administering the general safety and welfare of OSU’s physical space
- OSBHE 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.
- 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 referenced policies for exceptions.
- 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 and Agricultural Research Foundation. The fee is calculated and posted by Business Affairs/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 Circular A-21 section J47. 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.
- 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.
- Operation and Maintenance assessment is based on the most current Facilities & Administrative 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.