UNIVERSITY OF PITTSBURGH PROCEDURE 04-01-08

CATEGORY:               FACILITIES

SECTION:                   Control and Assignment

SUBJECT:                  University of Pittsburgh Applied Research Center (U-PARC)

                                       Facilities

EFFECTIVE DATE:   December 29, 1989

PAGE(S):                    3

I.    PURPOSE

      To define the process for renting space at the University of Pittsburgh Applied Research

      Center (U-PARC), including requesting approval, negotiating rental contracts and/or

      service agreements, and payment of rental costs.

II.   SCOPE

      This procedure applies to all programs, sponsored projects, department, and schools of

      the University of Pittsburgh.

III.  ADMINISTRATIVE RESPONSIBILITIES

      The Provost, the Senior Vice President for the Health Sciences, or the Executive Vice

      President are responsible for approving requests for rental space and reviewing the

      continued use of the space on an annual basis.

      Deans, directors, and department chairmen are responsible for 1) submitting adequate

      justification with requests for U-PARC rental space, and 2) funding or locating funding for

      rental costs.

      The Pittsburgh Applied Research Center (PARC) is responsible for submitting the

      necessary documentation to the Comptroller's Office for charging rental and/or service

      costs to the appropriate program, department, or other University accounts.

IV.  PROCEDURE

      Requesting Rental of U-PARC Space

      Dean, Director,

      Department Chairman                    1.    Determine the need for additional off- campus

                                                                     space.

                                                               2.    Contact the Office of Space Management to

                                                                      develop a space analysis and determine space

                                                                      requirements.

                                                               3.    Contact PARC to determine the availability and

                                                                      condition of the space at U-PARC, and the rental

                                                                      costs.

                                                               4.    Prepare a written request for the Provost, the

                                                                      Senior Vice President for the Health Sciences, or

                                                                      the Executive Vice President which includes:

                                                                      a.   Projected cost of space rental, renovations,

                                                                            equipment, and staff

                                                                      b.   Sources of funding

                                                                      c.   Explanation for using U-PARC space

                                                                      d.   Time period of rental and justification if

                                                                            request exceeds three years

                                                                      e.   Confirmation from PARC of availability of

                                                                            space and costs

                                                                      f.    Space Management analysis of space

                                                                            requirements

      Provost, Senior Vice

      President for the Health

      Sciences, or Executive

      Vice President                                  5.    Review written request for U-PARC space.

                                                                6.    Approve/disapprove the request.

                                                                7.    Notify the requestor of the decision.

                                                                8.    Notify the Comptroller's Office of any new space

                                                                       rental authorized to be charged to the general

                                                                       University account.

      Dean, Director,

      Department Chairman                      9.    Negotiate the formal rental and/or service

                                                                       agreements with PARC.

      PARC                                                10.  Forward signed copies of the formal rental and/or

                                                                       service agreements to the Comptroller's Office:

                                                                       a.   General Accounting for charges to be paid

                                                                             through the general University account or

                                                                             other revenues

                                                                       b.   Research Accounting for charges to be paid

                                                                             by sponsored program funds

      Processing Payment for Rental Costs

      PARC                                                1.    Prepare journal entries to debit appropriate

                                                                       accounts for rental and/or service costs and

                                                                       credit U- PARC account.

      General Accounting/

      Research Accounting                       2.    Verify that the amounts and accounts charged

                                                                       on the journal entries conform to the contracted

                                                                       amounts and accounts on the signed

                                                                       agreements.

                                                                3.    Process journal entries through the University

                                                                       financial system.

      Reviewing Continued Use of U-PARC Space

      Provost, Senior Vice

      President for the Health

      Sciences, or Executive

      Vice President                                   1.    Conduct an annual review of the continued use

                                                                        of the space.

                                                                 2.    Approve/disapprove any change in the initial

                                                                        intended use.

                                                                 3.    Approve/disapprove requests for extensions

                                                                        beyond three years.

V.   REFERENCE

      Policy 04-01-08, University of Pittsburgh Applied Research Center (U-PARC) Facilities