- 14 Feb 2008
Welcome to the home of TWiki.BELS
Table of Contents
BELS Forms & Procedures
This page provides the forms and procedures to do:
- Parts & service policy and charge procedures for faculty and campus accounts (recharge)
- Parts & service sales to students (Miscellanous Fees)
- Lab Fee Charges, Lab Kit Checkout and refunds for items not needed
- Equipment Inventory and Handling
- BSOE/BELS Receiving
- BSOE Surplus & Disposal Operations
Faculty & Staff Recharge for Parts & Services
Parts are sold to faculty and univeristy accounts with a 15% markup to cover BELS overhead costs associated with providing this service. This the rate approved by the Chancellor after review by the UCSC Recharge Committee and BSOE Dean. The 15% markup is uniformly applied to all parts run through BELS including special orders and fabrications made by outside vendors. Prior to selling or ordering the part(s), the requestor must provide a FOPAL and written authorization from the faculty/staff member who has approval on the FOPAL.
BELS Recharge Form
Student Parts/Service Sales (Miscellaneous Student Fees)
Parts are sold to individual students with a 15% markup to cover BELS overhead costs associated with providing this service. This the rate approved by the Chancellor after review by the UCSC Miscellaneous Student Fees Committee, BSOE Dean and Dept Chairs. The 15% markup is uniformly applied to all parts and services run through BELS including special orders and fabrications made by outside vendors. Generally these parts and services are optional to the student. If the part or service is mandated by the course, then it should be provided as part of the course materials supplied to the class or it should be purchased by the Department offering the class.
Parts and services are written up on the sales form listed below and turned into the BSOE business office at the end of each month.
Student Sales Form
Student Sales Procedure & Instructions
The above form is used one per student, per month. Student runs a tab for a month of buying parts and services from BELS. At end of month, BELS staff tallies sheet and forwards to SOE Business Office for billing of students via the AIS system.
Step 1. Start New BELS Monthly Sales Tab (Student Sales Form)
a. Student shows up at BELS, completes Name, AIS ID number, signs form, provides email address.
b. BELS staff verifies student with ID check. Good idea to copy ID and attach.
c. BELS staff member signs & dates top of form.
(note form is not complete until BELS staff member signs top of form)
Step 2. Fill out initial parts/service sales
a. Student makes request for parts/service. Student must show photo ID to verify identity.
b. BELS staff fill in the following and provide item/service.
Dates, BELS staff initial, AIS Item type, BELS part number, Description, Unit Cost, Quantity and Total Cost (quantity*Unit Cost). Note: If the item is a locker rental, under decription put the room, locker number and dates of use
c. Student initials line item verify receipt of item/service.
Step 3. Monthly Billing/Reconcilation of Student Sales Sheets
At end of month, BELS staff tallies each form.
Forward White Copy to SOE Business Office (Kimberly Goddard).
Keep Yellow copy for BELS record book.
Keep Pink copy on hard for student pickup.
AIS Item Codes for Student Sales through BELS
Below is a listing of AIS item codes for BELS charges. BELS staff must list the item code on the sales form.
| Item Type
|| CE/EE Lab Fees
|| Course Material Fee
|| varies by class
|| CE/EE Lab Fees
|| Lab Breakage
|| varies by class
|| Lost Key/Card replacment
|| Facilities Keys/Codes
|| see facilities
|| BELS Parts/Material Sales
|| BELS parts
|| 15% markup over per unit cost
|| BELS lab locker rental
|| BELS Locker
|| $5/quarter per locker
|| BELS HC11 Microkit rental
|| HC11 Microkit rental
|| $20/quarter per kit
|| BELS lab access w/o enroll
|| Lab Access no class
|| $25-50 quarter
|| Machine Shop Recharge
|| Machine shop
|| class costs, shop hrly charge
|| BELS Technical Services
|| BELS Support
Lab Fee Charges, Lab Kit Checkout and refunds for items not needed
Equipment Checkout Forms & Procedures
May require techstaff wiki access.
BSOE Surplus Operations
BELS handles surplus operations for BSOE with support from the BELS student employee staff. The student staff pickup surplus equipment and take it to our central holding area. There the staff make a record of it and arrange for campus surplus operations pickup. Equipment taken to BSOE surplus is assumed to no longer be of use to the owner and they have release it to BELS for use anywhere. BELS staff working with others in BSOE, may find another use for it locally or may turn the items over to UCSC surplus operations. At no time does this operation simply store equipment and material for a group. Storage of material should be arranged separately with BSOE facilities operations. Facilities operations may require payment for storage costs.
For surplus equipment, fill out and tape to equipment this form.
For a significant amount of stuff, please fill out to the best of your ability this form too.