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Cost Allocation for On-Campus Services

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COST ALLOCATION

On-Campus Services

Contacts:

Jennifer Hoffman
jhoffman@winona.edu
507-457-2964

Charges for any services or supplies purchased from on-campus locations are charged to cost centers by a cost allocation process in the Business Office.  Below are listed all of the areas on campus that provide services, supplies, or products to the university community.

Alumni Affairs

Individuals can order labels for alumni from the Alumni Affairs Office.

Bookstore

Departments may purchase items at the WSU bookstore and charge them to a departmental/organizational WSU cost center.  At the end of each month the bookstore forwards the invoices for these items to the Cost Allocation Manager and the charges are applied to the cost centers.

Central Stores

Charge backs for items purchased from Central Stores, located in the Physical Plant, are charged via a consumable inventory program.  Please call Christine Hansen (ext. 5055) for any questions related to Central Stores.

Copy Cards--Personal

Cost for all student copies, and all faculty and staff personal copies, is $.10 per copy.

Public copy machines are located in the Krueger Library, Lourdes Hall, Prentiss/Lucas Hall, the Quad, and Sheehan Hall.  The card readers on these machines will accept any WSU ID Card that has money in the individual's Purple Pass debit account.  Contact Sue Groth @ 457-2480 for Purple Pass account information.  When a card is swiped in these readers, the Purple Pass account will be debited for the number of copies made.  There are also four coin op copy machines on campus.  Three are located in the Krueger Library and the fourth is in Lourdes Hall.

Copy Cards--WSU

Cost for all WSU Department or WSU organization copies is $.04 per copy.

Every copy machine on campus has a card reader attached to it.  When a copy card is swiped at the card reader, the Campus Card system tracks each transaction: the number of copies made, date, time, and location of the copy machine.

There are two ways to charge copies to a specific University cost center.

1. Department Copy Cards - by request, a department is issued a "Department Copy Card."
2. Faculty/Staff ID Cards - since faculty and staff already have their own WSU Warrior ID Cards, by request, an individuals can be issued "Copy Charge Privileges" within the Campus Card System.  This allows the individual to use his/her same WSU Warrior ID card with the capability of charging copies to a specific University cost center.

To request a new Department Copy Card or order duplicate cards, activate a current WSU Warrior ID with copy privileges, change a card, or delete a card, please complete a Copy Card Request Form and return it to the WSU Campus Card Office, ATTN: Sue Groth in Maxwell 227.  Once the request is approved by the Business Office, it is forwarded to the IT Service Center, Somsen 207, to create and distribute the new card to the correct department.  When an individual, who has obtained copy card privileges within a department, ends his/her employment at the university, the form must be completed with a Delete request in order to terminate the account in IT.

At the end of each month, the system creates a report totaling all copies made by a department/organization.  This report is sent to the Cost Allocation Manager to charge the appropriate departments/organizations for their monthly copy card usage.  Copies are managed and tracked by the Campus Card Office.

If anyone has questions regarding their monthly copy usage, please contact the Campus Card Office at:

Campus Card Office
Maxwell 227
507-457-2480
campuscard@winona.edu
www.winona.edu/campuscard

ITS and Media Services

The Media Services and ITS Departments are currently in the process of merging.  The color copier is now located in ITS, as well as the process for obtaining an ID card. Please visit the www.winona.edu/its/mediaservices website for the most recent updates regarding the merger.

Local, Long Distance, and Cell Phone

All long distance telephone calls, local line charges, and cell phone calls are charged back to departments after the calls have been verified by the user.  Detailed billings are routed to supervisors once per month. If no discrepancies are reported, the charges are applied to the cost centers.  Questions regarding general telephone information, system instructions, usage, installations, voice mail, or the telephone directory should be directed to Joanne Rosczyk at ext. 5053.

A reminder from the State of Minnesota Dept. of Administration:

"State telephones shall not be used for personal long distance calls.  Such calls constitute illegal avoidance of State and Federal taxes.  Further, personal calls, when charged to the State, are clearly contrary to the proper usage of these facilities for State business only.  Such calls must be charged on one's residential telephone, personal credit card, or made from a pay station.  Random audits will be made of telephone billings.  Individuals making personal long distance calls from state facilities will be subject to applicable legal actions."

Motor Pool

The car logs are pulled from university motor pool vehicles once per month and sent to the Cost Allocation Manager for processing.  It is imperative that individuals using motor pool vehicles complete all of the blank spaces on the car log when they travel.  For further information regarding using a WSU vehicle, please see Motor Pool Vehicle Reservations and Motor Pool Vehicle Regulations.

Postage, Mail Service, and Envelope

• Incoming mail is delivered to all departments before noon, Monday through Friday; and outgoing mail leaves the campus approximately 3:00 p.m. daily.
• Personal mail may not be metered with university postage and should be placed in US mail drop boxes, not campus mail.
• Foreign mail should be identified by placing a rubber band around the envelope(s).
• Mail that is pre-metered by a department must be mailed the same day as stamped or it will be denied by the US Post Office.

WSU has the following permits with the US Postal Office:

• First class permit #200
• Permit #232, used for business replies (envelopes available in Central Stores)
• Third class permit #192 (used for bulk mailings and require special handling by the mailroom--call extension 5055 for further information)

Because WSU maintains these permits, postage stamps are not a reimbursable item

Regarding envelopes:

When envelopes are purchased through Central Stores or printed through the Print Shop, all charges for the cost of each envelope AND the cost of 1st-class postage are processed at the time of purchase.

• Size #6 and #10 envelopes must have a printed WSU return address.  The mailroom will only meter mail if a WSU return address is on the envelope.
• Do not discard an envelope with an error--return to the mailroom for exchange or credit.

Publications and Print Shop

Contact the Publications Office regarding services provided by that office.  All copying done in the Print Shop is billed to departments via the Cost Allocation system.  Individuals are asked to complete an Invoice form at the time a job is submitted for printing. Invoices from the Print Shop are processed through cost allocation several times per month.

Winonan

If a department places an advertisement or announcement in the Winonan, the charge for the ad will be processed through cost allocation.

Last Modified: Monday, October 26, 2009 12:09 by Kathryn Mahlke