Billing is generated semi-monthly using animal purchase information, per diem rates collected via barcoded cage cards throughout the facilities, and special services performed outside of the per diem rates.
Research Animal Resources (RAR) uses three account codes for billing charges:
Animal Purchases – 720210: Animal purchases or imports, shipping containers, freight, and an animal order charge.
Animal Per Diem – 720401: Care services for animals housed in the RAR facilities.
Animal Special Services – 720402: Services other than animal husbandry, including technician time, drug dispensing, lab diagnostic testing, special housing, special diets, or medications.
Customer number / principal investigator (PI) number
RAR billing requires a customer number, also known as a PI number, issued by the IACUC with an approved protocol. Once you have an approved protocol and customer number, your accounting staff should contact the RAR Business Office to set up new chart string(s).
Accessing your billing
RAR billing is available through PeopleSoft, provided you have base level Inquiry Access to EFS*. To view, please follow these steps:
- Go to My U: For Students, Faculty, and Staff
- Select Key Links > PeopleSoft > EFS/Finance-Reporting Only
- Select Main Menu > Reporting Tools > Query > Query Viewer
- Search by Query Name begins with UM_FAP_RAR
- Choose the report - UM_FAP_RAR_ACTIVITY and Run To EXCEL (make sure pop-ups aren’t blocked).
- In the fields provided, enter any information that will help you narrow your search (you must enter “To” and “From” dates). Entering the RAR principal investigator (PI/customer number), RAR room code, account string information, and protocol number help to define your search results.
* To request access, please submit the completed EFS ARF to your cluster.
Barcodes on the animal enclosures provide the information needed to bill for daily care and special services that may be rendered to those animals.
RAR uses an in/out inventory system. To exit your animal(s) from RAR housing and stop the daily care charges, the cage cards must be placed in the “Out Box” located in each facility. Usually the “Out Box” is a blue plastic container clearly labeled as the “Out Box”.
There are two types of barcodes: Barcodes from sales orders and barcodes from breeder cards.
Sales order barcodes: Generated for animals ordered directly from a vendor or imported from another institution through our Business Office. The barcode has 12 digits and starts with “00”. Example: 001234561001.
Breeder card barcodes: Used in rodent breeding colonies, weaning, or to separate fighting animals. These barcodes are alphanumeric, starting with the letter “B”. Example: B0000123456.
The investigator’s research team is responsible for placing the cage cards in the “Out Box” to stop the billing. Once the card is placed in this box, the billing is stopped. However, billing will continue until this procedure has been completed.
Breeding cage cards are a two-part barcoded card consisting of a cage card and an activation card.
They are requested when a new animal cage is being created as a result of breeding, timed pregnancies, separating/weaning, etc. These cards are specific to the protocol number, chart string, room, and per diem.
- Barcodes are alphanumeric starting with the letter “B”.
- Printing time is three to five business days once all information has been validated.
- We allow a maximum of 500 cards for each request.
- There is no charge for breeder cards.
- Colors available are:
Breeder card process
- Requestor sends a completed Breeding Cage Card Request Form to the RAR Business Office.
- RAR Business Office staff validates information on the form and creates the cards.
- Cards are delivered to an area supervisor, who routes them to the investigator’s lab personnel.
- Lab personnel place cage cards on the new animal cage(s), and return the dated activation card to our Business Office.
- Returned activation cards will be activated with the requested date by our Business Office.
- Cards remain active until they are placed in the “Out Box”.
Temporary cage cards
Temporary cards are used to generate a new barcoded cage card when breeding cage cards are unavailable. Temporary cards are usually requested due to separating animals on short notice because of compatibility or weaning situations.
- The Temporary Cage Card Request Form includes the parent barcode, building, room and rack identification, investigator’s name, protocol number, requester’s name and phone number, and activation date.
- Cages with unprocessed temporary cage cards cannot be transferred.
- If you process a significant amount of temporary cage card requests, please consider ordering and using breeding cage cards, which are more efficient.
Temporary card process
- Lab personnel fill out a blank temporary card form using the parent barcode.
- Lab personnel separate the two-part form: the white card goes into the “Out Box” and the tan-colored card goes onto the animal cage.
- The white card is used by the RAR Business Office to create a new barcoded cage card to replace the tan card.
- Card(s) are delivered to an area supervisor and disbursed accordingly.
- The tan-colored card stays behind the new barcoded cage card.
- Cards will remain active until they are placed in the “Out Box”.
RAR completes an entire facility scan of all barcoded cage cards every other week. We scan each cage card in every RAR housing facility to validate animal inventories and maintain timeliness and accuracy of all billing information.
Data generated from the scans is analyzed for inaccuracies, and resolved as needed based on the issue.
Facility scans help identify cages not active in the database, cages located in inaccurate rooms, cages not scanned for two scan cycles, cages on a closed chart string, cages with duplicate barcodes, and cages with improper per diem rates.