Service activities are other sponsored activities performed by university personnel and utilize university facilities and/or equipment with excess capacity to perform work similar to tasks done on sponsored research projects, but without the scientific investigation and conclusions.
Service activities are a valuable approach to enhance relationships with external partners, increase research funding and utilize facilities or equipment that have additional capacity. Often these projects lead into larger research opportunities.
Service activities are initiated as either rate based or scope based service activities. All service activities with external customers have a legally binding quote or contract that include standard university requirements and terms and conditions relevant to the work.
What are rate and scope based service activities?
Scope Based Service Activities (SB-ESA)
- Activity based on a specific scope of work
- A budget is built to the scope of work
- Scope based service activities are only with external customers
- Work for Hire or Consulting
- Analysis and Interpretation
- Training for External Entities (outside of academic program)
- 33 (CCO Managed)
Where do I start?
The Office of Contracts and Grants (OCG) is your first stop for Scope Based Service Activities. Scope-Based Service Activities follow a process very similar to sponsored research and creative works to prepare:
Follow the Prepare & Submit Proposals requirements to begin the process if the project is in the beginning stages.
Submit questions to:
Project Manager, Service & Research Agreements
Office of Contracts and Grants
Submit financial management or allowability questions to your CCO assigned Area Accountant.
Rate Based Service Activities (RB-ESA)
- Bundled expenses distributed across multiple projects
- Average rate / pre-pricing / catalog pricing
- Rate based service activities can occur between external customers (External Rate Based Service Activities) and within the university system between departments and across campuses (Internal Rate Based Service Activities)
- Testing (usually standard, repetitive tests)
- Equipment Use
- Quotes within the department/campus unit
- infoED if agreements required
- 28/29 (Department Managed)
Where do I start?
Budget & Fiscal Planning (BFP) is your first stop with Rate Based Service Activities. BFP works with you to set rates, assess risk levels and guide you to the next steps depending on whether the customer is internal or external to the university.
Rate Based Service Activities typically follow an annual cycle with current year detailed information found on the BFP website.
Active / Setup Complete Reference Information
Approved quote templates may be used for most circumstances with the exception of noted criteria. If your transaction meets one or more of these exceptions, please email email@example.com to initiate review of customer issued agreement. If a new university agreement is need, please submit a request through the online form.
Submit Fund 28/29 financial questions to your CCO assigned Area Accountant.
Campus units that have completed the rate based service activities campus setup process are required to track issued quotes to external customers and report them quarterly using the Rate Based External Service Activities: Quote Report Form. If a campus unit uses Stratocore PPMS, it is currently exempt from this requirement.
Please complete the Quote Report form and attach the unit's quote log. Spot audits will be conducted by the Campus Controller's Office and the Office of Contracts and Grants. Each unit may be asked to provide the documentation associated with its quotes including, but not limited to, copies of the quotes, rate calculations, approved rate sheets, etc. Please retain the appropriate documentation in your files.
Quarter 1 (Q1): Due October 15th
Quarter 2 (Q2): Due January 15th
Quarter 3 (Q3): Due April 15th
Quarter 4 (Q4): Due July 15th
Email reminders with guidance for the quarterly submissions will be sent 14 days prior to the scheduled due date.
When submitting the quarterly report, campus units can either use the RBSA-E Quote Reporting Template to track its issued quotes to external customers or the template can be used as a reference for the information required from the unit’s existing quote tracking system.
If you have questions regarding the Quote Report form, please contact firstname.lastname@example.org.
Service Activity transactions with external customers are often handled through service agreements. To learn more about service agreements, request a new service agreement, or submit a no cost extension for an active service agreement, visit the Service Agreements page.