Recharge Finance Team Presentation Tom McElderry Mabel Zelaya Christine Chan Iola Aksamit Department of Radiology & Biomedical Imaging September 02, 2015 September 02, 2015

Susan O’Hara Tom McElderry Mabel Zelaya Ialanta Aksamit Christine Chan (Chief Financial Officer) Tom McElderry (Principal Financial Analyst) Mabel Zelaya (Senior Recharge Analyst) Ialanta Aksamit (Recharge Analyst) Christine Chan

Tom McElderry Clinical Recharge Finance Team Profit & Loss (P&L) Statements Joint Ventures Medical Center Strategic Support Recharge Finance Team Strategic Oversight and Communication PeopleSoft Journal Approver Ad-hoc approver for purchases > $5K Finance Continuous Improvement Training and guidance to department staff Formulating policies and procedures Developing implementation strategies for campus initiatives

What is a recharge? A financial mechanism to recover the cost of a product or service that is shared by multiple users.   Rates subject to the review and approval of the UCSF Office of Budget & Resource Management. http://policies.ucsf.edu/policy/250-11  Rates reflect actual costs that are allowable on federal projects.

Radiology Recharges – cont’d

Mabel Zelaya – Sr. Recharge Analyst Team Lead for Recharges: Team Leadership Prepare Budgets Coordinate MyCores Implementation Act as Finance Liaison for Core Directors Coordinate Workflow of Team Prepare Financial Reporting Submit Recharge Renewals Proposal

Radiology Recharges Animal Imaging (Pre-clinical) Core Facilities Biomedical NMR Lab (Nuclear Magnetic Resonance) 7T Animal at CB Micro PET-CT Micro SPECT-CT Nuclear-Optical Imaging Quantitative Micro-Imaging (Extreme CT and Micro CT) Micro PET-CT & Micro SPECT-CT Quantitative Micro-Imaging

Radiology Recharges – cont’d Human Imaging Core Facilities Biomagnetic Imaging Laboratory (BIL) Interventional Magnetic Resonance (IMR) 1.5T MRI at Mount Zion 3T MRI at China Basin (includes HIFU and PET-MR) 3T and 7T MRI at Mission Bay 1.5T MRI at Mt. Zion

Radiology Recharges – cont’d Other Recharges China Basin Facilities (Rent) Quantitative Image Processing Center (Quip-C) Radiopharmaceutical Facility (Cyclotron) Scientific Computing Services (previously RRCS Data Management) RF Coil Development RF Coil Development China Basin Facilities

Renewal Recharge Proposal Submission Process Required every two to three years Review requires Proposal page (% federal usage; % external usage) Plan page (Budget Page) Rate calculation Volume projection Rate list Depreciation schedule

Renewal Recharge Proposal Submission Process Determine which recharges are due for the year Divide renewals between Christine and myself Talk to core director: New personnel or decrease in personnel Volume/revenue projections Major expenses/capital equipment Review with Tom and Susan O’Hara Submit recharge approval form to Budget Office (approval by July 1st)

Deans office forwards to Budget Office Recharge Proposal/Renewal is assigned to a Budget Analyst Questions from Budget analyst: Expense are reasonable and allowable Justification of FTEs (they should align with #of hours that are worked) Budget Office expectations: If current year has a deficit balance= in Rates If current year has a surplus balance= in Rates After careful review by the budget office renewal is approved typically for between 1-3 years unless there are justified future expenses to benefit the recharge that will deplete the surplus

Christine Chan – Recharge Analyst Main responsibilities China Basin Rent Recharge Monthly Update of the Budget Reports Recharge Renewals Reconciliations

China Basin Rent Recharge Adjusted square feet (ASF) Occupied area plus percentage share of the common areas Charged for the use of space based on adjusted square feet (ASF) Costs include space occupied and share of common spaces Multiply the ASF by a monthly rate of $6.68 (may increase next year) e.g. 84 ASF x $6.68 = $561.12 Recharged following the distribution of payroll expense.

Monthly Update of the Budget Reports Use MyReports (Financial and Operational Reporting Solution) Monthly report to generate updated financial information Monthly actual revenue and expenses Projections Projected year-end balance Provide written financial analysis and send to core directors Reconciliations Ensure expenses that posted to the Recharges are appropriate and allowed per UCSF policy

Ialanta Aksamit – Recharge Analyst Main responsibilities Billing Manual Billing MyCores Billing (external) BearBuy Purchasing & Match Exceptions ART System Application, Review & Tracking Reconciliation for CB Admin Deposits/Cash Handler

Billing Manual for the following cores: 3T/7T MRI at Mission Bay 1.5T MRI at Mt. Zion Cyclotron QUIP-C Scientific Computing Services (SCS)

7T Animal at China Basin Micro PET/CT SPECT/CT OPTIC QMIF (Micro CT/Extreme CT) NMR 3T MRI/ PETMR at China Basin

ART system (Application, Review and Tracking) Review of a proposed study that needs to use the recharge equipment ART (Application, Review and Tracking) Intramural investigators Full study application Extramural investigators External customer request External Customer Agreement is created by B&C Office

Full-Study Imaging Application The Full-Study Imaging Application is required for (intramural investigators) accessing imaging equipment and resources. Provide funding information Provide study protocol The expected turnaround time for review and response is approximately 72 hours http://www.formstack.com/forms/?1430990-Afj5UvEyUm

Resources Radiology Recharge FAQ List of Cores Cores Rate List Website: https://radiology.ucsf.edu/internal/research-internal/recharge List of Cores Website: https://radiology.ucsf.edu/research/core-services/img-srvs-pipeline Cores Rate List Website: https://radiology.ucsf.edu/research/core-services/img-srvs-pipeline/rates Budget Office Website: http://brm.ucsf.edu/policies-procedures-and-forms

Contact Information Mabel Zelaya, Senior Recharge Analyst Email: Mabel.Zelaya@ucsf.edu Tel: 353-9444 Christine Chan, Recharge Analyst Email: Christine.Chan@ucsf.edu Tel: 353-9424 Ialanta Aksamit, Recharge Analyst Email: Ialanta.Aksamit@ucsf.edu Tel: 514-8267 Tom McElderry, Principal Financial Analyst Email: Thomas.McElderry@ucsf.edu Tel: 514-0364