REQUEST FOR APPROVAL OF SERVICE CENTER USER RATES
Last Revision: 10/17/2023

REQUEST FOR APPROVAL OF SERVICE CENTER USER RATES

Table of Contents:

Use of Google Chrome Requires:

NOTE: Google Chome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approval University official form (created using a different broswer or scanned copies) will be returned with the request to use the Chrome version of the form.

Purpose:

The Request for Approval of Service Center User Rates form is used to request approval to establish a new Service Center User Rate or to request revisions of an existing Service Center User Rate in accordance with Policy FN27 Establishing and Billing Service Center User Rates.

General Information:

This form can be used to submit multiple rates. If the schedule mixes new and existing rates, or audiences, the distinction as to new or existing rates and what audiences will be charged the rates should be detailed on the form.

New Rate Requests:

Internal Customers:

  1. Define the customers who will be charged the rate (University Departments, Students, Faculty/Staff)
  2. Provide a detailed explanation why a new rate is required
  3. Provide a detailed explanation of how the rate was derived
  4. If different customers will be charged different rates, clearly delineate on the form what rate will be charged to each customer. If an existing rate will be charged to a new type of customer (i.e., external), this should be clearly outlined on the form.

External Customers:

  1. Define the customers who will be charged the rate (Not-for-Profit Organization, For-Profit Organizations, General Public, or Government Entities (including charges to governmental grants or contracts)
  2. Provide an explanation as to why Penn State should provide this service to external customers
  3. Provide a detailed explanation of how the rate was derived
  4. Attach a schedule that shows a comparison of the proposed rate(s) with other similar entities providing the same service. Include detail on what type of benchmarking was done with other entities to derive the rate(s)
  5. Is the fee for external customers based on full costing?

Existing Rate Revision Requests:

Internal Customers:

  1. Define the customers who will be charged the rate (University Departments, Students, Faculty/Staff)
  2. Provide a detailed explanation for why the rate is changing
  3. Provide a detailed explanation as to if this rate revision request is an increase, a decrease, or to be deleted
  4. Provide a detailed explanation of how the rate was derived
  5. If different customers will be charged different rates, clearly delineate on the form what rate will be charged to each customer. If an existing rate will be charged to a new type of customer (i.e., external), this should be clearly outlined on the form

External Customers:

  1. Define the customers who will be charged the rate (Not-for-Profit Organization, For-Profit Organizations, General Public, or Government Entities (including charges to governmental grants or contracts)
  2. Provide detailed explanation for why the rate is changing
  3. Provide a detailed explanation as to if this rate revision request is an increase, a decrease, or to be deleted
  4. Provide a detailed explanation of how the rate was derived
  5. Is the fee for external customers based on full costing?
  6. If different customers will be charged different fees, clearly delineate in the schedule what fee will be charged each customer. If an existing fee will be charged to a new type of customer (i.e., external), this should be clearly outlined in the schedule

Exhibits and Instructions:

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs when Document Contains Multiple Signatures for instruction on adding signatures.

For step-by-step instructions for completing the Request for Approval of Service Center User Rates, click on link below:

Request for Approval of Service Center User Rates Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document (and only this document):

  • Click the download icon located in the upper right-hand corner of the web-page
  • Select a location to save the document where you will be able to locate the document
  • Click Save
  • Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

  • Click the download icon located in the upper right-hand corner of the web-page
  • Select a location to save the document where you will be able to locate the document
  • Click Save
  • The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
  • Click the "Always open with system viewer" option
  • The form now opens as a PDF and can be completed
  • All PDF files will now open in a separate window in Adobe

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

  • Click on the appropriate form in GURU
  • Complete the fill-and-print boxes on the web-based form
  • Click the printer icon located in the upper right-hand corner of the screen
  • Change Destination to Microsoft Print to PDF using the drop-down arrow
  • Click Print at the bottom of that panel
  • Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
  • Click Save

Repeat this process for each document that will be combined (each file name must be different from the previous)

  • Now, open one of the completed PDF documents and on the far right select combine files
  • Click Add Files and select the files to be combined
  • Click Combine

Applying Digital IDs on PDFs (general instructions):

NOTE: Once a digital ID has been applied to a document, it is considered an "approved" document and it is not possible to make any revisions to the form. DO NOT apply any digital IDs until the document has been completed and is ready to be approved.

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signatures.

Complete all fill-and-print form fields before completing the signature process:

Appplying Digitial IDs When Document Contains Multiple Signatures:

Complete all fill-and-print form fields before completing the signature process:

  1. Open the Request for Approval of Service Center User Rates form
  2. Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
  3. Complete all fill-and-print fields
  4. Once the form is complete, click in the signature form field and either:
    • Select your digital ID and click continue, or
    • Create your digital ID, select your digital ID, and click continue
  5. Review the information in the appearance box and click sign
  6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
    • The file name will contain the name "request-for-approval-of-service-center-user-rates-form" in the file name field, add a dash and the name of the service center (no spaces and all lower case to the end of the file name (i.e., request-for-approval-of-service-center-user-rates-form-service-center-name)
    • Choose a location to save the file where you will be able to locate/retrieve this saved version
    • Click save
  7. Close the form version appearing on your screen
  8. Open the version containing your last and first names saved in the previous steps
  9. Verify that the digital ID appears on the document
  10. Close the document
  11. Submit the document for approval following the step below

The Request for Approval of Service Center User Rate Form requires multiple signatures. Please complete the following process for obtaining those signatures:

  • The initiator completes and saves the form using the naming convention defined above
  • The initiator sends an email, with the above referenced document as an attachment, to the Budget Administrator for initial approval
  • The Budget Administrator opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and the saves the document (do not change the file name)
  • The Budget Administrator sends an email, with the above referenced document as an attachment, to the Budget Executive
  • The Budget Executive opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and the saves the document (do not change the file name)
  • The Budget Executive sends an email, with the above referenced document as an attachment, to the Business Area Financial Officer
  • The Business Area Financial Officer opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document (do not change the file name)
  • The Business Area Financial Officer sends an email, with the above referenced document as an attachment, to Cost Analysis

Clearing Fill-and-Print Form Field Entries:

This form has the "Clear Form" Bookmark enabled. To clear ALL form field entries:

  • If left-hand column is not displayed when the document is opene, click the small arrow located at about the mid-point of the left-hand side of scren to reveal the column
  • Click "Bookmarks" (looks like a ribbon)
  • Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Request for Approval of Service Center User Rates form
Document: Ultimate Distribution: Retention Periods: Disposition Method:
Original Cost Analysis End of fiscal year +3 prior years of rate history. See the Financial Records Retention Schedule regarding any Audit Holds. Paper document = Secure Bin disposal or shred

Electronic document and data = delete and empty recycle bin
Transitory Copy* Created during the signature process Upon approval of service center rate - dispose Paper document = Secure Bin disposal or shred

Electronic document and data = delete and empty recycle bin

* Transitory Copies are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

Where to Send Completed Forms:

Completed forms are to be emailed to costanalysis@psu.edu

Contact Information:

For questions or additional details pertaining to the Request for Approval of Service Center User Rates Form, please contact Cost Analysis.

To request changes to the Request for Approval of Service Center User Rates Form, contact the Office of Systems & Procedures by submitting a GURU Technical Support Request Form.

Cross References: