Instructions for completing the

Computing Access Fee Lab Facility Budget  & Carryforward Plan

Below are the line numbers and titles of each line in the Computing Access Fee Lab Facility Budget & Carryforward Plan spreadsheet.  You may copy the spreadsheet to your computer and fill it out.  Print a copy to include in your Course and Curriculum Binder along with your Request for Departmental Computing Access Fee form.  This spreadsheet is used during the fee approval process by the Student Fees Committee of the CAC and the Provost’s office.  You may direct questions about this spreadsheet to Dr. Patrick Joyce, Student Fees Committee Chair, or Helene Hiner in the Provost’s office.

1. Facility or Account identifies either the lab facility name or account number for the Computing Access Fees.

2. Contact person identifies the person who filled out the form and is able to answer any questions about it.

3. Phone of the contact person.

4. Account Index for Fees identifies the account number (i.e., A11111) where student access fees are deposited for the facility in item 1.

5. Course(s) Supported lists all courses supported by the Computing Access Fee.  Some departments will not have courses listed if course support is entirely through course fees.  These departments use the Access Fee to support general computing, such as, email, basic editing packages, equipment, and staff for the lab.

6. Revenue Sources is a title heading for items 8 through 32.  Leave blank.

7. For all accounts with a balance at previous year end: is a title heading for lines 8, 9, and 10.  Leave line 7. blank.

8. Lab Fee Account Balance current year (D account balance) Enter any account balance from last July 1^st (in your carryforward holding account (i.e., D11111); positive or negative.

9. Lab Fee Account Balance total (A account balance) is the amount currently held in your main account (i.e., A111111) + the amount from  line 8.

10. Year Balance will be expensed please give planned year to expense the account balance.  This would be the year you are saving up for a large  purchase of equipment, etc.

11. Computing/non-computing course fee revenue: is a title heading for any revenue from course fees that also support this facility. Leave blank.

12. Average academic year/summer enrollment is the number of students enrolled in fee paying course(s) which support this facility.

13. Course Fee is the individual fee charged to each student for any course(s) that support this facility.

14. Total Course Revenue is calculated and entered by the spreadsheet from lines 12 and 13.

15. Flat Fee Revenue (if applicable) this is a flat fee for useage that some facilities may receive.

16. Other Revenue is any other revenue for this facility that is not included in elsewhere in revenues on this form.

17. Basic Computing Access Fee Revenue: is a title heading for the Access Fee revenue on lines 18-22.  Leave  line 17 blank.

18. Avg. academic/summer term ugrad  enrollment is the average number of undergrad majors enrolled paying a Computing Access Fee for this facility. 

19. Ugrad Computing Access Fee is the individual fee paid by each undergraduate student in your major(s).

20. Avg. academic/summer term grad  enrollment is the average  number of graduate majors enrolled paying a Computing Access Fee for this facility.

21. Grad Computing Access Fee is the individual fee paid by each graduate student in your major(s).

22. Total Ugrad & Grad Access Fee Revenue is calculated and entered by the spreadsheet using lines 18-22.

23. Special Access Fee Revenue is a title heading for lines 24-27.  Leave blank.

24. Est. avg. academic term students w/special access Enter the average number of students paying a special access fee during the academic year.  (Some departments will have none.)

25. Est. avg. summer term students w/special access Enter the average number of students paying a special access fee during the summer term.  (Some departments will have none.)

26. Dept. Special Access Lab Fee is the individual special fee (some departments will have none) paid by students.

27. Total Special Access Fee Revenue is calculated and entered by the spreadsheet using lines 24-26.

28. Printing Revenue Enter any printing revenue generated by this facility.

29. Total Expected Revenue is calculated and entered by the spreadsheet using the lines in green text (if you have color), which =SUM(B8+B9+B14+B15+B16+B22+B27+B28).

30. Expected Expenses is a title heading for the expense portion of the spreadsheet that follows.  Leave blank.

31. Student Labor (assistants,etc.) is a heading for lines 32-33.  Leave blank.

32. Undergraduate $wage x hours Enter the $ wage per hour X the total number of hours estimated for undergraduate student labor.

33. Graduate $wage x hours Enter the $ wage per hour X the total number of hours estimated for graduate student labor.

34. Professional Staff Enter total dollar cost of all professional staff supporting this facility.

35. Equipment Purchases Enter cost of equipment purchases planned for this year.

36. Lab Furniture Enter cost of lab furniture purchases planned for this year.

37. Leases Enter lease expenses expected this year.

38. Networking/Phone Charges Enter this year’s expected charges.

39. Utilities Enter this year’s expected charges.

40. Contractual Services Enter this year’s planned contractual services costs.

41. Supplies Enter total cost of supplies for this facility.

42. Computer Hardware/Software Purchases Enter hardware and/or software purchase costs planned for this year.

43. Other Hardware Expenses Enter other hardware purchase costs planned for this year not already included above.

44. Miscellaneous Enter total of any miscellaneous planned expenses not included above.

45. Travel Enter total amount of expected travel expenses being aware that there are rules specific to allowed travel from accounts with student fees.

46. Maintenance: non-contractual Enter any planned non-contractual maintenance costs.

47. Total Expected Expenses is calculated and entered y the spreadsheet totaling the lines in blue text (if you have color), which =SUM(B32:B46)