Post in Booked time v. real time usage: Core Administrators Network Forum: ABRF Discussion Forums

Michael, You forgot more scenarios - user starts at 2pm and ends at 5pm (assuming there was no one else reserved 4-5) Bill them 2-5pm. Another is user shows up at 2.20 but uses it until 5 pm (assuming no one is reserved). Bill them 2-5pm? Given all those scenarios it is difficult to have software take care of it. - We use interlocks on our instruments so it is easy to use actual time. Do we have software use reserved time, actual time - do a calculation based on differences? Also there was mention of federal regulations that say you cannot bill for a service that was not provided unless there is a visible cost incurred. When I have looked into usage patterns I cannot pin "no shows" or shortfall of time on specific individuals. For all of the above I have found having a conversation with the users is most productive about curing behavior. Chris He/Him/His Christopher J. Gilpin Ph.D. Campus-wide Coordinator for Electron Microscopy Director, Life Science Microscopy Facility Purdue University Whistler Hall of Agriculture Research, Room S052 170 S. University St West Lafayette, IN 47907 765-494-7750 <email obscured> <email obscured> reaches everyone in the facility. http://ag.purdue.edu/arp/Microscopy/Pages/default.aspx skype cjgilpin

-----Original Message----- From: Core Administrators Network Forum <email obscured>> On Behalf Of Cammer, Michael Sent: Thursday, March 18, 2021 2:42 PM To: <email obscured> Subject: Re: [core administrators network forum] Booked time v. real time usage Direct quote from a finance person about 20 years ago: "If they breathe near the instrument, bill them." (This was very pre-covid, so breathing near instruments was allowed.) Joking aside, here are a few scenarios based on a scheduled time of 2:00 to 4:00. They show up at 2:20. Billing begins at 2:00. No exceptions. Make an exception and it will become a habit. They show up at 1:45. Billing begins at 1:45. They don’t show up. They tied up the instrument so no one else can use it. Bill them. (Exceptions can be made for extenuating circumstances, but you will find that some people will take advantage of your kindness.) They leave at 3:30. I usually advise billing until 4:00, but this is a policy decision you need to make. They work until 5:00. Bill them for the extra time. (Of course, if you have iLab, the system stops keeping track at 4:15, so you're out of luck.) Cheers- Michael Cammer, Sr Research Scientist, DART Microscopy Laboratory NYU Langone Health, 540 First Avenue, SK2 Microscopy Suite, New York, NY 10016 Office: 646-501-0567 Cell: 914-309-3270 <email obscured> http://nyulmc.org/micros http://microscopynotes.com/ -----Original Message----- From: Core Administrators Network Forum <email obscured>> On Behalf Of Julie A Auger Sent: Tuesday, March 16, 2021 9:41 PM To: <email obscured> Subject: Re: [core administrators network forum] Booked time v. real time usage [EXTERNAL] UC Davis is the same as Amy and Susan describe. We actually recommend charging the larger of the 2 - booked or actual. Sometimes a user goes over their scheduled time so we want to make sure capture all time actually used for billing. Best wishes, Julie On 3/16/21, 10:12 AM, "Core Administrators Network Forum on behalf of Meyn, Susan M" <email obscured> on behalf of <email obscured>> wrote: VUMC uses the same approach as described by Amy - Susan Susan Meyn Senior Director | Vanderbilt University Medical Center Office of Research Twitter: @VUMCResearch | <email obscured> | 615.322.0470 On 3/16/21, 11:41 AM, "Core Administrators Network Forum on behalf of Amy Wilkerson" <email obscured> on behalf of <email obscured>> wrote: We charge for the full time booked unless the user provides advance notice. The rationale is that the instrument is not available for use by others during the reserved time. Amy Wilkerson Associate Vice President Research Support <email obscured> -----Original Message----- From: Core Administrators Network Forum <email obscured>> On Behalf Of jphipps Sent: Tuesday, March 16, 2021 12:28 PM To: <email obscured> Subject: [core administrators network forum] Booked time v. real time usage Hi all, A question came up the other day regarding charges in core facilities. Namely, whether it is appropriate to charge users for time that they booked v. time actually using in instrument. So, for example, a user books 2 hours on a microscope, but logs into the system 15 minutes late (we are using Stratocore and have the real-time usage tracker active), the person left 8 minutes early. So, in that case would the user be charge for the full 2 hours, or would we need to bill for the 97 minutes actually used? I am a little unclear on this, as the scope is unavailable for the full time booked, and the user could have been prepping samples before logging into the system. Our sponsored projects person believes that we should only charge for the time that the microscope is active, but I see it as the user has the instrument for their allotted time and should be billed. Thus, I was hoping to see how others handle this situation. 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