Department of Comparative Medicine
Q.
Who should I contact if the per diem / # of care days is wrong?
A.
Please e-mail the facility supervisor with any concern and cc Animal Billing. We need confirmation from the facility supervisor for any cage count discrepancy.

 

Q.
Whose responsibility is it to fill out the per diem sheets?
A.
The PI or their lab staff must indicate the in and out of the animals on the per diem sheet on a daily basis. The per diem sheets should be verified by the PI or thier lab staff before it is submitted for billing on the 23rd of every moth (earlier if there are holidays).

 

Q.
If I don’t see the per diem sheet in the room, who should I ask?
A.
Please ask the facility staff.

 

Q.
How do I get a blank per diem sheet/census worksheet?
A.
Blank per diem sheets can now be requested in AOps.

 

Q.
How do I request a budget change for my per diems?
A.
Please see here.

 

Q.
Who should I contact if the per diem rate charged to my budget  is wrong?
A.
Please contact Animal Billing.

 

 

Q.
What do we use as a per diem sheet during the time of submission to billing until to the new per diem sheets are received?
A.
The facilities have interim forms that are used to keep track of the movement of animals in each room.

 

Q.
Can I charge my per diems to other institutions, outside the UW account system?
A.
Yes. Please complete and submit the Request to Setup 22-XXXX Budget.The bill will be sent to the billing contact of the paying institution as provided on the request form. 22-XXXX budget is a tool we use to bill outside institutions. It is also applicable for animal costs and other COMP MED services.

 

Q.
Who should be the “PI” on the per diem sheet or on the budget transfer?
A.
It is always the owner of the protocol number; the PI should also have authorization to use other PI’s budgets.

 

Q.
Who should be the”requestor” on the per diem sheet or on the budget transfer?
A.
The lab staff or CO-PI who is working on the research with the PI; if it is the PI just leave it blank.

 

Q.
How do I mark budget transfers on the per diem sheet?
A.

On the per diem sheet for the old budget #,  the PI or their lab staff should mark on the “out” column the number of cages transferred to the new budget, then write the Budget Transfer #  in the “remarks” column that they are going to. It should be marked as “out” on the day before the effective date as indicated on the budget transfer to avoid double billing for 1 day on the last day.

On the per diem sheet for the new budget #, the PI or their lab staff should mark on the “in” column the number of cages transferred from the old budget #, then write the Budget Transfer #  in the “remarks” column.  It should be marked as “in” on the effective date as indicated on the budget transfer.

 

Q.
Why is the effective date for the budget transfer very important?
A.
Effective date is important because of the availability of the funds for an ending budget; also to avoid JV/RTE (adjustments) on the part of billing staff or fiscal person in the departments.

 

Q.
Budget transfers are always submitted later than the effective date, should we mark the transfer on the day we received the budget transfer?
A.
No, it should be marked on the effective date on the budget transfer. If the animal tech had already marked the weekly count, the count should be adjusted as requested by the transfer.

 

Q.
When receiving animals, how would I know that I need to make a new per diem sheet?
A.
Please refer to the ”beginning of the month census report” then look for room #, PI, protocol # &  budget #. If it is not on that report, then you need to make a new per diem sheet. Add this new per diem sheet to the beginning of the month census report, so you’ll know that you have prepared a new per diem.  Supervisors use this report to check off & review per diems sent to the billing office.

 

Q.
I need to know the current per diem rates, who should I contact?
A.
Per Diem rates are available on the rates page.