Rate-Based Service Activities (RBSA) Setup and Management
What Is an RBSA?
Service activities allow campus units to utilize excess research capacity to sell goods and services to internal and/or external customers. Rate-based service activities ("RBSAs") are repeatable between multiple customers and are charged using a menu of rates rather than a unique budget.
Invoicing and payment collection are managed directly by the department using a fund 28 or 29. GAIR is built into rates; no F&A is required
- Repeatable
- SOW does not change significantly between customers
- Priced as average rate / menu / catalog pricing
- Can be offered to internal and external customers
- Testing
- Analysis
- Equipment use
- Training / professional development
How Do I Set Up an RBSA?
OCG Services does not need to be involved for services sold exclusively to internal customers. Please reach out directly to Budget and Fiscal Planning (BFP).
For services sold to external customers (e.g., corporate, federal, non-profit, startup, etc.), OCG Service Contracts (“OCG Services”) mustcomplete a setup process to check allowability and ensure proper protections are in place for the University and researchers. A single RBSA can include multiple service activities, and setup only needs to be completed once for each service. Once setup is complete, OCG Services can generate and negotiate contracts for approved services without repeating setup steps.
There are four steps to setting up an RBSA for external customers. Completion time varies depending on the complexity of the activity.
Because service activities are subject to regulations and restrictions, all service activities must be determined eligible by OCG Services to ensure eligibility. A single RBSA can include multiple service activities, and each activity only needs to be determined once – the process does not need to be repeated for each customer/agreement.
- The department fills out a Service Determination form.
- OCG Services reviews the form and asks any necessary follow-up questions. Coordination with other teams (e.g., Office of Export Control, IP Counsel, EH&S, etc.) may be required.
- OCG Services emails determination results to the department. If determined eligible for services, we will copy BFP to initiate Step 2.
After the service determination is complete, the department works with BFP to ensure rates meet federal requirements.
- The department reaches out to BFP to initiate the rate-setting process. The department and BFP continue to coordinate until rates are complete.
- BFP certifies the rate sheet and emails a copy to the department and OCG Services.
NOTE: If a department has a customer waiting, Services can generate one (1) initial agreement before the RBSA rate sheet is complete. For all subsequent agreements, a certified rate sheet must be completed.
After the service determination is complete, OCG Services will generate contract templates for your RBSA. This typically happens simultaneously with rate setting. We will ask you for administrative information (e.g., invoicing contacts) and may have additional questions regarding the nature of your services to ensure proper terms and conditions are in place. This may require coordination with other teams (e.g., IP Counsel, Venture Partners, Risk Management, etc.).
If you do not want or are not eligible for quote authority delegation (Step 4), this is the final step. When you have a customer, follow the contract request steps.
"Quote authority" is the authority to issue quotes directly to customers without going through OCG Services. This is an optional delegation made by OCG Services, and not every RBSA is eligible. See our Service Quotation (Quote) Authority page for more information.
My RBSA Is Set Up – What Next?
Once your RBSA is set up, the department has on-going responsibilities to manage finances and ensure the RBSA remains in compliance.
Follow the contract request steps.
Invoice and collect payment for services.
Re-certify rates with BFP before the start of each fiscal year.
Submit quote reports every fiscal quarter (quote authority delegates ONLY). See our Service Quotation (Quote) Authority page for more information.
Submit a when:
- New services are added.
- New equipment is being used.
Email OCG Services when:
- New personnel holding a visa will be working on services.
- The PI changes, leaves, or goes on extended leave.
What Do I Do When I Have a Customer?
policy requires a legally binding contract any time we provide services to external customers. The contracting process will depend on 1) quote authority status, and 2) whether or the customer drafts the agreement.
- If you have been delegated quote authority, follow the quote generation steps.
- If the customer sends you contract documents, email OCG Services.
- If will be drafting the agreement, fill out the to initiate a request.
How Do I Close My RBSA?
Email OCG Services to inform us that your RBSA is inactive.