1. Recharge Finance Team Presentation
Tom McElderry
Mabel Zelaya
Christine Chan
Iola Aksamit
Department of Radiology & Biomedical Imaging
September 02, 2015
September 02, 2015

2. Susan O’Hara Tom McElderry Mabel Zelaya Ialanta Aksamit Christine Chan
(Chief Financial Officer)
Tom McElderry
(Principal Financial Analyst)
Mabel Zelaya
(Senior Recharge Analyst)
Ialanta Aksamit
(Recharge Analyst)
Christine Chan

3. Tom McElderry Clinical Recharge Finance Team
Profit & Loss (P&L) Statements
Joint Ventures
Medical Center Strategic Support
Recharge Finance Team
Strategic Oversight and Communication
PeopleSoft Journal Approver
Ad-hoc approver for purchases > $5K
Finance Continuous Improvement
Training and guidance to department staff
Formulating policies and procedures
Developing implementation strategies for campus initiatives

4. What is a recharge?
A financial mechanism to recover the cost of a product or service that is shared by multiple users.  
Rates subject to the review and approval of the UCSF Office of Budget & Resource Management.
Rates reflect actual costs that are allowable on federal projects.

5. Radiology Recharges – cont’d

6. Mabel Zelaya – Sr. Recharge Analyst
Team Lead for Recharges:
Team Leadership
Prepare Budgets
Coordinate MyCores Implementation
Act as Finance Liaison for Core Directors
Coordinate Workflow of Team
Prepare Financial Reporting
Submit Recharge Renewals Proposal

7. Radiology Recharges Animal Imaging (Pre-clinical) Core Facilities
Biomedical NMR Lab (Nuclear Magnetic Resonance)
7T Animal at CB
Micro PET-CT
Micro SPECT-CT
Nuclear-Optical Imaging
Quantitative Micro-Imaging (Extreme CT and Micro CT)
Micro PET-CT & Micro SPECT-CT
Quantitative Micro-Imaging

8. Radiology Recharges – cont’d
Human Imaging Core Facilities
Biomagnetic Imaging Laboratory (BIL)
Interventional Magnetic Resonance (IMR)
1.5T MRI at Mount Zion
3T MRI at China Basin (includes HIFU and PET-MR)
3T and 7T MRI at Mission Bay
1.5T MRI at Mt. Zion

9. Radiology Recharges – cont’d
Other Recharges
China Basin Facilities (Rent)
Quantitative Image Processing Center (Quip-C)
Radiopharmaceutical Facility (Cyclotron)
Scientific Computing Services (previously RRCS Data Management)
RF Coil Development
RF Coil Development
China Basin Facilities

10. Renewal Recharge Proposal Submission Process
Required every two to three years
Review requires
Proposal page (% federal usage; % external usage)
Plan page (Budget Page)
Rate calculation
Volume projection
Rate list
Depreciation schedule

11. Renewal Recharge Proposal Submission Process
Determine which recharges are due for the year
Divide renewals between Christine and myself
Talk to core director:
New personnel or decrease in personnel
Volume/revenue projections
Major expenses/capital equipment
Review with Tom and Susan O’Hara
Submit recharge approval form to Budget Office (approval by July 1st)

12. Deans office forwards to Budget Office
Recharge Proposal/Renewal is assigned to a Budget Analyst
Questions from Budget analyst:
Expense are reasonable and allowable
Justification of FTEs (they should align with #of hours that are worked)
Budget Office expectations:
If current year has a deficit balance= in Rates
If current year has a surplus balance= in Rates
After careful review by the budget office renewal is approved typically for between 1-3 years
unless there are justified future expenses to benefit the recharge that will deplete the surplus

13. Christine Chan – Recharge Analyst
Main responsibilities
China Basin Rent Recharge
Monthly Update of the Budget Reports
Recharge Renewals
Reconciliations

14. China Basin Rent Recharge
Adjusted square feet (ASF)
Occupied area plus percentage share of the common areas
Charged for the use of space based on adjusted square feet (ASF)
Costs include space occupied and share of common spaces
Multiply the ASF by a monthly rate of $6.68 (may increase next year)
e.g. 84 ASF x $6.68 = $561.12
Recharged following the distribution of payroll expense.

15. Monthly Update of the Budget Reports
Use MyReports (Financial and Operational Reporting Solution) Monthly report to generate updated financial information
Monthly actual revenue and expenses
Projections
Projected year-end balance
Provide written financial analysis and send to core directors
Reconciliations
Ensure expenses that posted to the Recharges are appropriate and allowed per UCSF policy

16. Ialanta Aksamit – Recharge Analyst
Main responsibilities
Billing
Manual Billing
MyCores Billing (external)
BearBuy
Purchasing & Match Exceptions
ART System
Application, Review & Tracking
Reconciliation for CB Admin
Deposits/Cash Handler

17. Billing Manual for the following cores: 3T/7T MRI at Mission Bay
1.5T MRI at Mt. Zion
Cyclotron
QUIP-C
Scientific Computing Services (SCS)

18. 7T Animal at China Basin
Micro PET/CT
SPECT/CT
OPTIC
QMIF (Micro CT/Extreme CT)
NMR
3T MRI/ PETMR at China Basin

19. ART system (Application, Review and Tracking)
Review of a proposed study that needs to use the recharge equipment
ART
(Application, Review and Tracking)
Intramural investigators
Full study application
Extramural investigators
External customer request
External Customer Agreement is created by B&C Office

20. Full-Study Imaging Application
The Full-Study Imaging Application is required for (intramural investigators) accessing imaging equipment and resources.
Provide funding information
Provide study protocol
The expected turnaround time for review and response is approximately 72 hours

21. Resources Radiology Recharge FAQ List of Cores Cores Rate List
Website:
List of Cores
Website:
Cores Rate List
Website:
Budget Office
Website:

22. Contact Information
Mabel Zelaya, Senior Recharge Analyst
Tel:
Christine Chan, Recharge Analyst
Tel:
Ialanta Aksamit, Recharge Analyst
Tel:
Tom McElderry, Principal Financial Analyst
Tel: