REQUEST FOR APPROVAL OF SERVICE CENTER USER RATES
Systems and Procedures
A Division of The Corporate Controller's Office
IN

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.

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.

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:

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 (see Converting Web-based Documents to PDF Documents section).

Converting Web-based Documents to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the Fill & Sign in Acrobat icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. Clicking this icon opens an actual PDF version of the document. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

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:

Repeat this process for each document that will be combined:

Applying Digital IDs on PDFs (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension:

Image of Adobe Acrobat Fill-and-Sign bar

Enable Adobe Acrobat extension for Google Chrome

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:

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 Current 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

Where to Send Completed Forms:

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

Contact Information:

For questions, additional details, or to request changes to this form, please contact Cost Analysis, a division of the Office of the Corporate Controller.

Cross References:


(9/21/2021)