(New September 2001) Section 7.E

Section 7.E -- Revenue Generation Policies (also referred to as Cost Recovery)

Revenue Generation Principles and Program Categories

The following items were used in the May 17, 2001 satellite presentation by Stan Johnson and Bill Bogue.

  • Charts and Data Tables (Fiscal Presentation)
  • Summary of Revenue Generation Principles and Program Categories
  • Full Report of Revenue Generation Principles and Program Categories

These documents are available at the following location.

http://www.extension.iastate.edu/council/#revgen

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Revenue Generation Worksheet

The revenue generation worksheet, the revenue generation worksheet instructions, and an example of the revenue generation worksheet are available at the following location.

http://www.extension.iastate.edu/admin/forms.html#recovery

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Revenue Generation Remittance Form

The revenue generation remittance form is available at the following location.

http://www.extension.iastate.edu/admin/forms.html#recovery

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Reimbursement Procedures:

Reimbursement for project expenses paid by County Extension Offices

Example: "X" County Extension Office requests reimbursement for expenses paid by the county.

  • County completes the county reimbursement form; see "training" on the ISU Extension Grants homepage: http://www.extension.iastate.edu/Pages/finance/grantsandcontracts.html
  • County Extension Education Director signs, attaches receipts as appropriate, and mails to the Area Program Coordinator if designated, if one is not designated, then forward to the Area Extension Education Director (AEED).
  • If there is an Area Program Coordinator designated, they will approve and forward to the AEED.
  • Area Secretary prepares the ISU Voucher and mails the voucher, reimbursement form, and receipts to campus for processing.
  • The Extension Fiscal Office will enter the class codes before sending to Accounting.

Reimbursement for professional services delivered by grant partners (Non-Extension)

Example: "X" Grant Partner (Non-Extension) submits invoice to Area Program Coordinator (if designated) or AEED.

  • Area Program Coordinator (if designated) approves by writing "OK to pay" and signs. Mails invoice with a copy of the fully signed Professional Service Agreement (PSA)* to the AEED. (*Contact the Area Program Coordinator or the AEED for PSA.)
  • Area Secretary prepares the ISU Voucher and mails the voucher, invoice, and a copy of the PSA to campus for processing.

Travel Reimbursement:

Extension Staff Travel

Any Extension staff person traveling for grant-related activities needs the grant account number. Staff will submit travel expenses on the ISU Travel Expense Voucher, listing the grant account and approved grant travel on a separate line. After completion, it will then be forwarded to the AEED.

Non-Extension Travel and Speaker Fee Reimbursement

Example: An expert travels to speak at the training workshop or meeting.

  • Speaker fills out Non-Employee Travel Expense Form and signs. If ISU is paying a speaker fee, the speaker also fills out an Independent Personal Service (IPS) Form giving their Social Security Number (speaker fee is taxable income).
  • Area Program Coordinator approves and sends forms to Area Secretary; be sure to indiate the amount of the speaker fee as appropriate.
  • Area Secretary fills out the Honorarium Expense Voucher.
  • AEED then signs as "requested by", and then forwards it to campus.

Purchasing Items

For purchasing items that are over $1,000. Example: Area Program Coordinator wants to purchase 10 wooden display frames for project promotion @$250 each.

  • Area Program Coordinator completes the ISU Purchase Requisition on which you identify the vendor, etc.
  • Send the completed form and vendor documentation to the Extension Fiscal Office for processing. Call for help completing.

For purchasing items that are under $1,000, this can be done locally. There are two options for doing this:

  • Option 1: Purchase through a County Extension Office. The County then requests reimbursements as outlined above.
  • Option 2: Contact AEED who will use a Payment Authorization Voucher (PAV) Form (which is not online). This will take two or more weeks for the vendor to receive payment from ISU. Before using this, check with the vendor regarding this option.

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Revised September 29, 2001. Content questions? Ask the experts.
Comments or suggestions? Contact the committee, (e-mail: ofcguide@iastate.edu)