The University of Vermont

Office of Animal Care Management

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Reading your Animal Care Billing

Billing of per diem rates and animal orders, transfers, import/exports, shipping, health monitoring fees and all services is downloaded into PeopleSoft on a monthly basis. You can usually expect to see billing charges posted by the 15th of the month after the activity.

Click the Per Diem link below to check out the rates for this fiscal year:

To run a query of your billing charges:

  1. Open PeopleSoft and sign in under the Financial Log In.
  2. Scroll down to Reporting Tools and open the Query Viewer.
  3. In the Begins With box enter UV_GL_ANIMAL_CARE_BILLING and hit search.
  4. You will have the option to open this report as an html or excel spreadsheet. Select one and enter your relevant chart string information. Usually the project number and department number is sufficient when wishing to look up billing for one protocol.
  5. To look at the entire fiscal year, in the From Date enter 7/1/200x and then place today’s date in the Through Date.
  6. When finished entering the information select View Results.

Once the report is open you will be able to see an accurate explanation of the charges.  In Excel:

  • Column B will have the billing journal.
  • Column C is the post date of this journal.
  • Column H has the billing activity date.
  • Most important is Column J which includes a description of your charge. The first set of numbers is the identifier which was created when the item was entered into our data system. This number is mostly important to us and allows us to quickly research the billed item. The second number is the animal care days affiliated with the billing, or the quantity of items listed. The third identifies the type of animal and the type of caging. For most animals you recognize the species, however for mice and rats, there are some descriptive terms which are listed below for a more accurate explanation to the charge since charges are dependant on type of caging. The last item is the Investigator’s name. 
  • Column K identifies the IACUC protocol number.
  • Column L is the amount of the charge.
  • The remaining columns mostly identify the chart string affiliated with the protocol charges.

Account Numbers for Per Diem Charges

  • 80201 for Investigators
  • 80211 for college/departments
  • 80202 Animal Set-Up Fees

Billing Breakdown of Per Diem Charges for Single Housing:

  • Mouse, Barrier Mouse BAR
  • Mouse, Biohazard Mouse BHAZ
  • Mouse, Conventional Mouse CON
  • Mouse, Isolator Mouse ISO
  • Rat, Biohazard Rat BHAZ
  • Rat, Conventional Rat CON

Billing Breakdown of Per Diem Charges for 2-5 mice:

  • Mouse, Barrier, Breeding pair M, BAR, B PR
  • Mouse, Barrier, Cage rate M, BAR, CAGE
  • Mouse, Conventional, Breeding pair M, CON, B PR
  • Mouse, Conventional, Cage rate M, CON, CAGE
  • Rat, Conventional, Cage rate R, CON, CAGE

Import/Export Fees

Import Charges usually, but not always, include outside affiliated shipping cost and health monitoring fees which are passed along to the investigator during monthly billing.

Account 80208
  • Import or Export Domestic Fee for Tech Services $125.00
  • Import or Export International Fee for Tech Services $150.00
  • Column J identifies these as only four options:
    • TS-EXPORTI
    • TS-EXPORTD
    • TS-IMPORTI
    • TS-IMPORTD
Account 80204
  • Shipping Fees, if any, are passed to Investigator at the rate billed to us by the vendor. These fees can range from $300 to $600 per shipment.
Account 80206
  • Health monitoring of all Quarantined animals are processed through Taconic and the $366.50 cost is passed on to the Investigator after the health report is received.

Controlled Substance / Drug Charges

Account 80203

  • Animal drugs are purchased through the Animal Resource Center using the sign out log sheets which are then downloaded into our database triggering the billing at the rate charged to us by the Vendor plus a 25% markup.
  • Drugs are identified by name in Column J on the billing query.

Special Feed Billing

Account 80207

  • Special feeds requested by an Investigator are passed on at the rate billed to us by the vendor plus an additional 25% markup.
  • Feed is identified by name in the description Column J on the billing query.
  • Account number is 80207.

Fees for Vet and Tech Services

Please see the Per Diem Rate Chart for Rates affiliated with Vet and Technician Services.

  • Account 80208 for Vet Services
  • Account 80209 for Animal Tech Services

Last modified October 20 2009 01:06 PM

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