1410 PR.01 University Service Providers: Registration and Annual Renewal
This procedure supports Policy 1410 University Service Providers. It describes the process a University Service Provider (“USP”) is required to follow when initially registering as a USP and filing a subsequent annual renewal.
A. Completing the USP Registration Form
To register as a USP, the Unit is required to:
- Complete Form 1410 FR.01 University Service Providers: Registration Form and Form 1410 FR.03 University Service Providers: Accounting and Journal Source Control Information, in accordance with the forms’ instructions;
- Obtain approval from the Unit’s lead administrator (the lead administrator is responsible for reviewing the request to ensure compliance with Policy 1410 University Service Providers);
- Submit the completed forms, with any attachments, to email@example.com. The request will be forwarded to the following, as appropriate:
- For YSM units, the YSM Controller’s Office;
- For Central units on Science Hill, the Provost’s Office; or
- For all other Central units, the Controller’s Office.
For additional guidance on submitting a new USP registration, including the additional attachments that may need to be completed to support a registration request, refer to University Service Provider Resources.
B. Receipt and Review of the USP Registration Form
After receipt of and approval of (by appropriate office listed above) completed registration forms, the Controller’s Office (or YSM Controller’s Office, as appropriate) records the registration. The Controller’s Office coordinates reviews by the USP Operating Committee, as appropriate. The USP Operating Committee may raise any questions or concerns regarding registrations with the USP’s director and/or lead administrator.
Once review is complete and registration is recorded, the Controller’s Office (or YSM Controller’s Office, as appropriate) advises via email to the USP’s director and lead administrator that the USP may proceed in the registration process.
C. Establishing a Unique Account for USP Revenues and Expenses
Once the USP receives the above-mentioned email from the Controller’s Office (or YSM Controller’s Office, as appropriate), the USP must establish a unique account in the Chart of Accounts (“COA”), distinct from other departmental accounts, through which all revenues and expenses of the USP will be recorded. The University maintains specific guidelines for the structure of such accounts, located on the COA website under Accounting by and for University Service Providers. Any requests for new or modified COA segments should follow Procedure 1300 PR.01 Requesting, Modifying, and Closing Chart of Accounts Segments.
The USP should provide the COA combination (including Yale Designated, Cost Center, Program, and Project) that will be used for the USP’s local revenues and expenses to the Controller’s Office at firstname.lastname@example.org. The Controller’s Office will assign additional segments to facilitate billing, as described below.
D. Completing the Registration Process
The Controller’s Office will assign via email to the USP’s director and lead administrator additional segments for billing (Ledger Accounts, Spend Categories, Revenue Categories, and Journal Sources). Details and specific uses of the unique COA segments are discussed fully in Procedure 1410 PR.03 University Service Providers: Accounting and Billing.
Receipt of this email indicates completion of the registration process. The Controller’s Office (or YSM Controller’s Office, as appropriate) retains the completed registration form and updates the USP database.
On an annual basis, registered USPs must submit an updated renewal for the next fiscal year prior to June 30th. Each spring, the Controller’s Office notifies the USP director and lead administrator by e-mail, with instructions, that updated renewal information is due. USPs provide updates for all changed information and highlight significant changes in operation and/or volume of operation (e.g., change in customer base, addition or subtraction of service offerings, change in personnel, change in equipment used) in the annual renewal.
The Controller’s Office (or YSM Controller’s Office, as appropriate) notifies the USP Operating Committee if the USP communicates any significant changes in the USP’s operation. The appropriate subject matter experts on the USP Operating Committee review significant changes. The USP Operating Committee raises any questions or concerns regarding the changes with the USP’s director and/or lead administrator. The Controller’s Office (or YSM Controller’s Office, as appropriate) records the completed renewal and updates the USP database.