BelsFormsProcedures

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Table of Contents

BELS Forms & Procedures

Scope

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

Policy

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)

Draft Policy

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

• StudentSales.xls: Student Parts/Service 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	Description	Use	Costs
503140000010	CE/EE Lab Fees	Course Material Fee	varies by class
503140000020	CE/EE Lab Fees	Lab Breakage	varies by class
503140000030	Lost Key/Card replacment	Facilities Keys/Codes	see facilities
503140000040	BELS Parts/Material Sales	BELS parts	15% markup over per unit cost
503140000050	BELS lab locker rental	BELS Locker	$5/quarter per locker
503140000060	BELS HC11 Microkit rental	HC11 Microkit rental	$20/quarter per kit
503140000070	BELS lab access w/o enroll	Lab Access no class	$25-50 quarter
503140000080	Machine Shop Recharge	Machine shop	class costs, shop hrly charge
503140000090	BELS Technical Services	BELS Support	$40/hr

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Lab Fee Charges, Lab Kit Checkout and refunds for items not needed

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Equipment Checkout Forms & Procedures

HC-11 Microkit

Tablet Computers

Purchasing Procedures

Procard Purchasing

http://wiki.soe.ucsc.edu/bin/viewauth/Techstaff/TechServProcardBuys
May require techstaff wiki access.

Non-Procard Purchases

See http://www.soe.ucsc.edu/administration/purchasing/

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.

Surplus Forms

For surplus equipment, fill out and tape to equipment this form.

• SOE-Discard_form.doc: SOE equipment discard sign (tape to equipment)

For a significant amount of stuff, please fill out to the best of your ability this form too.

• SurplusForm.doc: Campus Surplus Form