Policy & Procedure updates - March 23, 2022

March 23, 2022

The following updated policy documents are now published and effective.  Please discuss the documents with the appropriate people in your department and send any questions to controllers.office@yale.edu.

Policy 1410 University Service Providers

Related Documents:

  • Policy 1410 University Service ProvidersRevised
  • Procedure 1410 PR.03 University Service Providers: Accounting and BillingRevised

These updates come from the University Service Provider (USP) Operating Committee. They are the result of ongoing discussions within the USP Operating Committee and with individual USPs to mitigate hurdles to compliance, specific to billing timeliness, as well as a change in how the university categorizes certain USPs.  Representatives from the USP Operating Committee have begun working with individual USPs on these updates and will continue to do so. Please contact isp@yale.edu with any questions. The high-level summary of revisions, by document, is as follows:

Policy 1410 University Service Providers

The USP definitions of Specialized Service Facility (“SSF”), Recharge Center (“RC”), and Other Service Providing Unit (“OSPU”) have been updated:

  • Specifically, with work currently being done related to the University’s F&A rates, the USP Operating Committee had the opportunity to rethink how the University defines Specialized Service Facilities.  Consistent with many of our peers, Yale will no longer use a dollar threshold and instead focus on the “highly complex or specialized facilities” (2 CFR 200.468) that qualify for being an SSF as outlined in Uniform Guidance (e.g., computing facilities, wind tunnels, reactors, animal care operations);
  • The change to the SSF definition necessitated a minor change to the Recharge Center definition as well; and
  • USPs that charge for space require different treatment and, as such, the USP Operating Committee explicitly placed those USPs that only charge for space within the definition of OSPUs.  Appropriately, OSPUs are restricted from charging sponsored awards.

Procedure 1410 PR.03 University Service Providers: Accounting and Billing

In working with USPs on meeting billing requirements, the USP Operating Committee found that many USPs struggle to meet the existing requirement to have all USP activity reviewed, approved, and posted within the month services were provided, often for reasons outside of their control. The updated procedure allows a grace period of one additional month, requiring billing to be complete no later than the fiscal month-end close of the month following the provisions of goods/services. The USP Operating Committee anticipates this will be a welcome change to help relieve some of the timeliness burden.


Always check the Policies & Procedures website for the latest revisions of all documents. This will ensure you that are utilizing the most up-to-date version.

If you have any questions, please contact Policy & Compliance Services at controllers.office@yale.edu.