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Who is involved in the RBSA setup and process?

The RBSA setup is a collaborative and multi-step process that involves several key offices across campus. These include:

• Office of Contracts and Grants (OCG)
• Budget and Fiscal Planning (BFP)
• Campus Controller’s Office (CCO)

Each office plays a specific role in ensuring the RBSA is compliant, financially sound, and appropriately structured. In addition, the initiating campus unit plays a strategic role by proposing the services, coordinating the initial documentation, and managing the ongoing operations of the RBSA.

The process can be nuanced, but collective involvement ensures that RBSAs align with university policies. Additionally, federal guidelines require universities to use standardized rate-setting processes for any revenue-generating products or services. Any inconsistencies could jeopardize our federal funding.

How is OCG involved in the RBSA setup?

If you're offering services to external customers outside of the �鶹��Ѱ�����system, such as corporate, federal, non-profit, or startup entities, OCG Service Contracts is the initial point of contact �ڴǰ���setting up your RBSA. This ensures the services are allowable and that appropriate protections are in place for both the University and its researchers.

OCG Services does not need to be involved for services sold exclusively to internal �鶹��Ѱ�����System customers, instead, please reach out to the��rates team in Budget and Fiscal Planning.

How is BFP involved in the RBSA Setup?

Budget and Fiscal Planning (BFP) supports departments in ensuring their rates comply with university rate-setting policies, as outlined in the��Departmental Financial Management Guide – Ch. 13. BFP offers guidance through one-on-one working sessions, small group trainings, and general consultation to assist departments throughout the rate-setting process.

BFP also maintains the��RBSA Rate Sheet Template, which departments use during the annual rate-setting cycle. This template helps units document the RBSA’s prices for the goods and services they plan to offer.

How is CCO involved in the RBSA Setup?

�ճ����Campus Controller’s Office (CCO)��plays a key role once your rates are certified. CCO assists in creating your��SpeedType, which is essential for tracking financial activity related to your RBSA. They also help ensure that your RBSA complies with university standards for financial recording and reporting.

Like all financial activities on campus,��the Campus Controller’s Office (CCO)��ensures that an RBSA complies with university policies and state and federal regulations. This includes adherence to:

• U.S. GAAP��(Generally Accepted Accounting Principles)
• ��(Governmental Accounting Standards Board)
• �鶹��Ѱ�����Boulder Cost Principles Policy

If the university undergoes an audit and your RBSA is selected, whether by an external agency or the system office’s internal audit team, CCO will work with a unit/RBSA and provide guidance.

In addition, CCO is available to assist units with accounting-related questions, including but not limited to:

• Journal entries
• Revenue recognition for services
• Expense recording
• Account Code questions

For help, you can reach out to your��campus accountant��with any questions or concerns.

RBSA Setup Steps

Note: If the rates you’re providing are exclusively for internal customers, defined as any University of Colorado campus (Boulder, Denver, Anschutz, Colorado Springs, and System Office), OCG does not need to be involved. To initiate the rate-setting process, contact��rates@colorado.edu.

However, if you intend to sell services to external customers at any point,OCG must complete their set up process.

Step 1: Determination

To begin the RBSA setup, a unit should submit a�� to OCG. Once submitted, OCG will review the request and follow up with the department if there are any questions or concerns about the services being offered. After confirming that the proposed services comply with university policies, the unit can proceed to work with BFP to initiate the rate-setting process.

Step 2: Rate Setting

After OCG completes the determination, the unit is ready to work with the BFP rates team (rates@colorado.edu) to set up their rates.

Step 3: Template Generation

Once the service determination is complete, OCG Services will draft contract templates for the RBSA. This step occurs concurrently with the rate-setting process. These templates are for OCG use but require input from the Unit. OCG Services will request information such as invoicing contacts and details about the nature of the services to ensure appropriate terms and conditions are applied.

The university does have��standard service quotation terms and conditions, included with every service contract template.

Step 4: Quote Authority (Optional)

Units may opt to be��set up for “Quote Authority” delegation for their RBSA. This authority allows units to issue quotes directly to customers without needing to go through OCG Services.

While optional, it is important to note that this delegation comes with��increased administrative responsibilities for the unit and PI.

Rates Setup

Once OCG has completed your service determination, or if you're selling exclusively to internal customers, you can begin establishing rates by contacting��rates@colorado.edu.

Step 1: Initiate Contact and Start Developing Your Rates

BFP will log your RBSA and collaborate with you to establish your rates.
Note:��While BFP is available to provide advice and best practices for rate setting, the PI and their unit are responsible for developing the RBSA rates, as they have key financial data and operational insights.

Step 2: Completing the Rate Sheet

PI’s must ensure the��RBSA Rate Sheet Template is submitted and certified by BFP every fiscal year. Important:��The RBSA template may change annually, so be sure to use the current version.

When developing your rates, consider the following:

• What goods and services am I providing?
• Are my rates aligned with OCG’s original determination?
• Is the unit of sale granular and specific and does it make sense with the rate name?
  • For example, if the rate name is��Consulting Services, using��per gallon��as the unit is not appropriate. A more appropriate unit would be per hour.
• Do my projected expenses and revenues make sense?
• Are my projected expenses allowable and reasonable?
  • For example, if you purchased a blender from Target, could you�� the purchase if asked?
• If profit is expected from external sales, is there a written agreement such as an MOU in place between the RBSA and the unit?
  • Clarify who receives the excess funds—your lab group, unit, etc.
• Are my rates compliant?
• Are my rates at or above the cost recovery rate?
  • If not, do you have a plan to backfill the shortfall?
  • If a negative balance is projected and rates can't be adjusted, who will cover the losses?

Step 3: Submitting your Rates

Once your rate proposal is complete, email it to��rates@colorado.edu.
If BFP has any questions or concerns, they will reach out for clarification.

Step 4: Complete DocuSign

Once BFP approves the rates, the unit (PI, Financial Manager or Department Head) will receive a DocuSign to sign the RBSA Rate Template. BFP will send a final certification email with a copy of the signed document and a copy of the complete RBSA Rate Sheet Template to the unit, CCO, and OCG (if external customers are involved).

How do I create my SpeedType for my RBSA?

Once you have received your final DocuSign-signed RBSA Rate Sheet, you can submit a�� to initiate SpeedType creation. A��walkthrough is available on CCO’s website as well.

Be sure to��attach the signed rate sheet��as a supporting document and include term RBSA in the SpeedType name. Including this ensures your SpeedType is set up correctly and aligned with your approved RBSA.

FAQ

What should the SpeedType name be?

You should name the SpeedType that was listed on your rate sheet template. The best practice is to keep your RBSA name and SpeedType name similar and easily identifiable, especially in case of staff turnover.

Good Practice Examples:

1. RBSA Name:��Laboratory of Awesome Findings Analysis (LOAF) and Consulting
   SpeedType Name:��LOAF Consulting RBSA
2. RBSA Name:��Cosmic Universe Research Lab
   SpeedType Name:��CUR Lab RBSA

Bad Practice Examples:

• RBSA Name:��Advanced Bio Lab for Molecular Testing and Research
  SpeedType Name:��ABMTR Project
• RBSA Name:��Quantum Computing Analysis Group
  SpeedType Name:��QCA Auxiliary

What Fund types do I need to create for my RBSA?

It depends on who you want to sell to. See the matrix table below for which fund type is appropriate to use.