-----Original Message-----
From: Core Administrators Network Forum <email obscured>> On Behalf Of
Aaron J Rosen
Sent: Friday, March 19, 2021 12:20 PM
To: <email obscured>
Subject: Re: [core administrators network forum] Booked time v. real time usage
Hi All,
One model to consider is to bill for what might be termed "overage". In this
model, one would bill for the union of the reservation window and the actual
usage:
Reservation Window: 1:00 - 2:00; Actual Usage: 1:15 - 3:00; Bill: 1:00 - 3:00
Reservation Window: 1:00 - 2:00; Actual Usage: 1:15 - 1:45; Bill: 1:00 - 2:00
In this type of billing model, the unused portion of the reservation window is
billed, whether it is due to a late arrival or an early logoff (the instrument
was booked and otherwise unusable for these periods). Usage beyond the
reservation window is also billed. This model can be quite effective for
extremely heavily booked instruments, where maximizing usable time for all
users is the highest priority.
Aaron
Aaron Rosen
Senior Finance Lead
Northwestern University
Feinberg School of Medicine
Basic Science Administration
303 East Chicago Avenue
Ward Building, 8-296
Chicago, Illinois 60611
773-519-5977 cell
<email obscured>
feinberg.northwestern.edu/sites/bsa/
<http://feinberg.northwestern.edu/sites/bsa/>
On 3/19/21, 10:20 AM, "Core Administrators Network Forum on behalf of Gilpin,
Christopher J" <email obscured> on behalf of <email obscured>> wrote:
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.
https://urldefense.com/v3/__http://ag.purdue.edu/arp/Microscopy/Pages/default.aspx__;!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfCsxCPew$
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>
https://urldefense.com/v3/__http://nyulmc.org/micros__;!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfM3d68PP$
https://urldefense.com/v3/__http://microscopynotes.com/__;!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfKRAkwZg$
-----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. Any advice would be greatly
appreciated.
――
View topic
https://urldefense.com/v3/__https://nam12.safelinks.protection.outlook.com/?url=https*3A*2F*2Furldefense.proofpoint.com*2Fv2*2Furl*3Fu*3Dhttp-3A__list.abrf.org_r_topic_1IXEKkk6bmxoSuTDqSttj5*26d*3DDwIFaQ*26c*3DJeTkUgVztGMmhKYjxsy2rfoWYibK1YmxXez1G3oNStg*26r*3DpGr2uj4Tf53enqopgXzWO22Pusp4fN0IUoqy05DxNos*26m*3DEweOBmRpUsdV37XQmuW6Err56fXVePFbO97Y4BYrzcU*26s*3DBDu8-K6fcuu3kudqDbymI4ormmZjbi_BCvxnNt3xhmk*26e*3D&data=04*7C01*7Cs.meyn*40vumc.org*7C56598237d30a4567142608d8e89a6154*7Cef57503014244ed8b83c12c533d879ab*7C0*7C0*7C637515097061806032*7CUnknown*7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0*3D*7C1000&sdata=dTQIWEHlhGjXSwdJlqeJmETLjY5lKti7OQ4X6XRDgwQ*3D&reserved=0__;JSUlJSUlJSUlJSUlJSUlJSUlJSUlJSUlJSUlJSUlJSU!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfHg26wl4$
Leave group <email obscured>?Subject=Unsubscribe
――
View topic
https://urldefense.com/v3/__https://nam12.safelinks.protection.outlook.com/?url=http*3A*2F*2Flist.abrf.org*2Fr*2Ftopic*2Fw7wfQvbNRgZ8aEHPpPejq&data=04*7C01*7Cs.meyn*40vumc.org*7C56598237d30a4567142608d8e89a6154*7Cef57503014244ed8b83c12c533d879ab*7C0*7C0*7C637515097061806032*7CUnknown*7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0*3D*7C1000&sdata=9or1yS*2B8kNBik4vimorMrXQh30odsppxTnjRn*2B*2FyADs*3D&reserved=0__;JSUlJSUlJSUlJSUlJSUlJSUlJSUlJQ!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfHUkeVAR$
Leave group <email obscured>?Subject=Unsubscribe
[ WARNING : This email came from an external source. Please treat
this message with additional caution.]
――
View topic
https://urldefense.com/v3/__http://list.abrf.org/r/topic/30ECjy82sir85T0OWjxBIq__;!!MXfaZl3l!P0KdmKEAi8VjksfNzb-BcWItHMnzaXklo2EVmAfDa4tQ9F6pV5pt_PzOH5DKqcvg13X7xzI$
Leave group <email obscured>?Subject=Unsubscribe
――
View topic
https://urldefense.com/v3/__http://list.abrf.org/r/topic/2tF0F30aYFlfAtQMtxChXh__;!!MXfaZl3l!P0KdmKEAi8VjksfNzb-BcWItHMnzaXklo2EVmAfDa4tQ9F6pV5pt_PzOH5DKqcvg72CX-G8$
Leave group <email obscured>?Subject=Unsubscribe
------------------------------------------------------------
This email message, including any attachments, is for the sole use of the
intended recipient(s) and may contain information that is proprietary,
confidential, and exempt from disclosure under applicable law. Any unauthorized
review, use, disclosure, or distribution is prohibited. If you have received
this email in error please notify the sender by return email and delete the
original message. Please note, the recipient should check this email and any
attachments for the presence of viruses. The organization accepts no liability
for any damage caused by any virus transmitted by this email.
=================================
――
View topic
https://urldefense.com/v3/__http://list.abrf.org/r/topic/6FxxAvnb02NHzNDg8CVVmb__;!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfJ65ULXk$
Leave group <email obscured>?Subject=Unsubscribe
――
View topic
https://urldefense.com/v3/__http://list.abrf.org/r/topic/11TzbUqWVmtzm2qLTb6LKa__;!!Dq0X2DkFhyF93HkjWTBQKhk!Bm4ayx4n0OakPEraFRClIWnoeaMCKQvAx9lBMT2CzVtDopdW4TWBmgr649uzJwnPfHluOPL8$
Leave group <email obscured>?Subject=Unsubscribe
――
View topic http://list.abrf.org/r/topic/1T5zA06c8A1EEtsq0Z2yK6
Leave group <email obscured>?Subject=Unsubscribe
