Department of Comparative Medicine

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FAQ

1.	Who should I contact if the per diem / # of care days is wrong?
2.	Whose responsibility is it to fill out the per diem sheets?
3.	If I don’t see the per diem sheet in the room, who should I ask?
4.	How do I get a blank per diem sheet/census worksheet?
5.	How do I request a budget change for my per diems?
6.	Who should I contact if the per diem rate charged to my budget is wrong?
7.	What should I do if want to charge my per diems to multiple budgets?
8.	What do we use as a per diem sheet during the time of submission to billing until to the new per diem sheets are received?
9.	How do I update my split fund budget?
10.	Can I charge my per diems to other institutions, outside the UW account system?
11.	Who should be the “PI” on the per diem sheet or on the budget transfer?
12.	Who should be the”requestor” on the per diem sheet or on the budget transfer?
13.	How do I mark budget transfers on the per diem sheet?
14.	Why is the effective date for the budget transfer very important?
15.	Budget transfers are always submitted later than the effective date, should we mark the transfer on the day we received the budget transfer?
16.	When receiving animals, how would I know that I need to make a new per diem sheet?
17.	I need to know the current per diem rates, who should I contact?

Q.	Who should I contact if the per diem / # of care days is wrong?
A.	Please e-mail the facility supervisor with any concern and CC Animal Billing (billing@uw.edu). We need confirmation from our facility for any cage count discrepancy.

Whose responsibility is it to fill out the per diem sheets?

The PI or his lab staff must indicate the in and out of the animals on the per diem sheet on a daily basis. Animal technicians only verify the per diem count on a daily basis, they are not responsible for the per diem sheets. If the PI or his lab staff does not indicate the movement of the animals each day on the per diem sheet, your count will never match ours. Once the per diem sheet is submitted for billing, we only have the information on the per diem sheets to bill. The per diem sheets should be verified by the PI or lab staff before it is submitted for billing every 23rd of the month (or earlier if there are holidays).

Q.	If I don’t see the per diem sheet in the room, who should I ask?
A.	Please ask the facility staff, they should be available to the PI or lab staff at all times in the room. If you don’t see them please notify the facility staff and they will help you.

Q.	How do I get a blank per diem sheet/census worksheet?
A.	Please ask the facility supervisor/program coordinator/animal tech, they will provide one for you. You can also go to our website and download the form: http://depts.washington.edu/compmed/billing/forms.htm

Q.	How do I request a budget change for my per diems?
A.	For animals in centralized facilities (Foege, K-wing, T-wing, Brotman, HRT, 6th floor, CHDD and Roosevelt), please refer to our website. For animals in decentralized facilities, please e-mail the budget changes to billing@uw.edu . The lab staff is required to cross out the old budget # and write the new budget # on the current per diem sheet.

Q.	Who should I contact if the per diem rate charged to my budget is wrong?
A.	Please e-mail billing@uw.edu

What should I do if I want to charge my per diems to multiple budgets?

Please submit a “Request to set up a split fund account” which you can download from our website : http://depts.washington.edu/compmed/billing/forms.htm. After you complete the form, e-mail it to billing@uw.edu.

Split fund is also applicable for animal cost and other COMP MED services. Our billing system generates invoices for the split fund (showing the details of the charges) and also for the budgets under the split fund (showing only the amount and the percentage sharing, no details). It may look like double billing but it is not because the split fund account is not valid budget #, and it is not recognized in FIN, only in our billing system. If you want detail of the charges, you need to refer to the summary invoice under the split fund account number.

Q.	What do we use as a per diem sheet during the time of submission to billing until to the new per diem sheets are received?
A.	The facilities have interim forms that are used to keep track of the movement of animals in each room.

Q.	How do I update my split fund budget?
A.	E-mail the new split fund information to billing@uw.edu. The effective date for split funds is always the beginning of the current billing cycle. Our billing system can’t split it on any other date; the cycle runs from the 25th to the 24th of each month, example (03/25/09 to 04/24/09).

Can I charge my per diems to other institutions, outside the UW account system?

Yes. Please submit a “Request to set up a 22-XXXX budget” which you can download from our website :http://depts.washington.edu/compmed/billing/forms.htm. E-mail to Billing (billing@uw.edu) after providing all the required information on the form. The bill will be sent to the billing contact of the paying institution as provided on the request form. 22-XXXX budget is a dummy budget we use to bill outside institutions. It is also applicable for animal costs and other COMP MED services.

Q.	Who should be the “PI” on the per diem sheet or on the budget transfer?
A.	It is always the owner of the protocol number; the PI should also have authorization to use other PI’s budgets.

Q.	Who should be the”requestor” on the per diem sheet or on the budget transfer?
A.	The lab staff or CO-PI who is working on the research with the PI; if it is the PI just leave it blank.

How do I mark budget transfers on the per diem sheet?

On the per diem sheet for the old budget #, the PI or his lab staff should mark on the “out” column the number of cages transferred to the new budget, then write the Budget Transfer # in the “remarks” column that they are going to. It should be marked as “out” on the day before the effective date as indicated on the budget transfer to avoid double billing for 1 day on the last day.

On the per diem sheet for the new budget #, the PI or his lab staff should mark on the “in” column the number of cages transferred from the old budget #, then write the Budget Transfer # in the “remarks” column. It should be marked as “in” on the effective date as indicated on the budget transfer.

Q.	Why is the effective date for the budget transfer very important?
A.	Effective date is important because of the availability of the funds for an ending budget; also to avoid JV/RTE (adjustments) on the part of billing staff or fiscal person in the departments.

Q.	Budget transfers are always submitted later than the effective date, should we mark the transfer on the day we received the budget transfer?
A.	No, it should be marked on the effective date on the budget transfer. If the animal tech had already marked the weekly count, the count should be adjusted as requested by the transfer.

When receiving animals, how would I know that I need to make a new per diem sheet?

Please refer to the ”beginning of the month census report” then look for room #, PI, protocol # & budget #. If it is not on that report, then you need to make a new per diem sheet. Add this new per diem sheet to the beginning of the month census report, so you’ll know that you have prepared a new per diem. Supervisors use this report to check off & review per diems sent to the billing office.

Q.	I need to know the current per diem rates, who should I contact?
A.	Please visit our website : http://depts.washington.edu/compmed/billing/rates.htm