Post in Booked time v. real time usage

Vidhu,

Like the other responses, we charge the longest between used and booked.

With regards to the no-show/late cancellation policy is. At URMC, what we have
done is reservations during normal business hours (09:00-18:00), must be
canceled 24 hours in advance, or they get charged for the time.

For after-hours bookings between 18:00-09:00, these can be canceled up till
just before the run with no penalty.

The idea was for those people depending on patient samples, if there are
concerns, they can book the after-hours time and cancel with no penalty.

We also are using the PPMS system so people can also sign up for notifications
of cancellations, and if cancellation within the 24-hour window is filled, the
original booker doesn't get charged.

Rest of post

Regards,
Tim

________________________________________
From: Core Administrators Network Forum <email obscured>> on behalf of
Vidhu Sharma <email obscured>>
Sent: Tuesday, March 16, 2021 9:55 PM
To: <email obscured>
Subject: [EXT] Re: [core administrators network forum] Booked time v. real time
usage

This is interesting and happy to share

At BC Children's Hospital Research cores (Vancouver, BC), for the Imaging
facility, we charge the larger of the two for billing (i.e. actual usage or
booked time). We also charge half of the booked amount if they cancel last
minute. Our booking system has an actual usage recorder so we can use that data
effectively for capturing the actual usage, but as Julie and others mentioned,
the larger one is used for billing to capture the time machine that was not
available to another user.

However, for our Flow core facility, we struggle to charge penalties even
though we have the same rule to charge half-booking time for last-minute
cancellations. The reason is that last-minute cancellations are common as their
work is dependent on donors, or cells being ready or not. We have a column in
our booking system to list the reason for last-minute changes and charge half
rate if the reason is not due to donor unavailable/cells not ready. But as we
can imagine, it is easy to use that as an excuse to skip the penalty (all
trust-based.)

Sorry for adding my question to your question, but would love to hear if flow
core facility folks have found a way to deal with last-minute
cancellations/penalty due to donor unavailability!

Vidhu
UBC-BC Children's Hospital Research, Vancouver, BC
________________________________________
From: Core Administrators Network Forum <email obscured>> on behalf of
Julie A Auger <email obscured>>
Sent: 16 March 2021 18:40
To: <email obscured>
Subject: Re: [core administrators network forum] Booked time v. real time usage

[CAUTION: Non-UBC Email]

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. Any advice would be greatly appreciated.
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