Authorization for Animal Housing and Special Services Process Guidelines
The guidelines outline the process for authorizing animal housing and special services at BUSM, CRC, and select BMC Companies through BU Works via Internal Service Requests (ISR). Investigators must submit ISR forms for animal housing at the Animal Science Center, monitor charges, and provide advance notice for funding source changes to avoid restricted access to animals. The guidelines also detail the procedures for submitting an ISR, including provider information for housing charges and special services. Contacts for assistance and additional information are provided for MED, BMC, and CRC. A thorough understanding of the source authorization procedures is crucial to ensure smooth processing of animal housing and special service requests.
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Authorization for Animal Housing and Special Services Authorization for Animal Housing and Special Services (source authorization forms) for BUSM, CRC, and select BMC Companies are placed through BU Works by submitting an Internal Service Request (ISR). The ISR form is located under the Procurement tab in BU Works. For questions about submitting source authorizations, please contact: MED and BMC: Ashlen Costley, 617-638-5280, acostley@bu.edu CRC: Sushma Hallock, 617-353-5415, hallock@bu.edu BMC PIs who do not have a BU I/O number and cannot use the ISR form should contact Ashlen Costley for assistance in using their activity number.
Source Authorization Guidelines and Deadlines Prior to submitting your first animal order, all Investigators who intend to house animals at the Animal Science Center (ASC) must submit ISR forms to authorize animal housing and special service costs The Investigator and grant administrator are responsible for monitoring the actual monthly housing and special services charges. Should you decide to change the funding source(s), Animal Science Center (ASC) must be provided with thirty (30) days advance notice and a new ISR submitted. An animal housing and special services invoice will be received each month. Investigators and grant administrators are given 5 business days to review and dispute their invoices prior to the charges being uploaded. After 5 business days, all charges will automatically be charged to source(s) designated on the ISR. Failure to provide the BUASC with an updated ISR could result in restricted access to animals until a funding source is provided to the BUASC.
Submitting an ISR: Provider Information For Housing charges Housing animals on the Med Campus use the Provider Animal Science Center-Per Diems (Med) Housing animals on the CRC use the Provider Animal Science Center-Per Diems- (CRC) For Special Services Special Services for animals housed on the Med Campus use the Provider Animal Science Center-Special Services (Med) Special Services for animals on the CRC use the Provider Animal Science Center- Special Services (CRC)
Source Authorization: Submitting an ISR The Contact Detail is the person submitting the ISR List both the PI and the Financial Contact Person s email in the PI/Requester Detail field Give the best telephone number and email address for ASC to contact if there are any questions Delivery Information Requested Delivery Date: Enter today s date. Deliver to Building/Room # is the billing address.
Source Authorization: Submitting an ISR The following information is needed in the Note Pad: Department (e.g. BUSM, CRC, SPH, SDM, BMC) Species Protocol(s) Effective Date and End Date for source(s)
Source Authorization: Submitting an ISR Charge Distribution Use only if you are splitting monthly charges between two or more cost objects *Go to the next slide if you are using one source* Enter cost object numbers and percent distribution (e.g. 50/50)
Source Authorization: Submitting an ISR Requested Items Section Enter the PI last name Per Diems or PI last name Special Services as the line item short text. Quantity (qty.) will always be 1. Order unit is each (ea.) Net Price is total cost of housing for the desired time period. (e.g. if you are submitting an ISR for a 1 year duration, then enter the projected annual housing cost). Enter cost object on the line (if using only one source) Notes Please contact the Animal Science Center for assistance in determining you PI s projected housing and special service costs (see page 1 for contacts).
Source Authorization: Submitting an ISR Select Validate Data Entries. The system will check for any errors (system check does not include the Note Pad, so be sure to input all necessary information) If ISR is complete, select SUBMIT. The ISR will be routed to the ASC Internal Service Provider queue.
