SECTION 20: Financial Considerations

• Distribution of Contracted Service Costs
• Procedure for Monthly Cost Distribution
• Financial Planning

Distribution of Contracted Service Costs (top)

1. Under the terms of a policy promulgated by the University Research Board, certain clearly identifiable and basic costs arising from the use of "Sources of Radiation" are distributed on a monthly basis among those departments for which such services are provided. These generally are contracted service costs and at present include:
   • Personnel monitoring
   • Radioactive waste disposal
   • New Jersey State registration and annual fees for "Radiation Producing Machines and Devices"
   • Radiological bioassays.
2. In the interest of economy and operating efficiency, the Office of Environmental Health and Safety functions as a central clearing house in these matters. The office administers and monitors the various yearly orders and maintains the mandated record keeping aspects of the radiation safety program.
3. Only the actual basic costs of the above services are distributed by this procedure. No overhead charges or operating costs of the Office of Environmental Health and Safety are included.

Procedure for Monthly Cost Distribution (top)

1. The costs to be distributed are to be determined by those invoices of contracted services paid by the Controller’s Office during the preceding month and which appear on the Office of Environmental Health and Safety’s Monthly Statement of Account. There may have been other contracted services rendered for which invoices have not yet cleared the Controller’s Office. These costs are generally included in the following monthly distribution.
2. A copy of the analysis of costs to be distributed is provided for the Controller’s Office. A more detailed analysis is prepared for each department, identifying the various film badge accounts, number and size of various waste containers removed and other information helpful to the departments. These detailed analyses are sent to a designated representative, usually the "Departmental Safety Manager", with a request that the representative inform the Controller’s Office of the account number or numbers against which these charges are to be applied.
3. Departments establish their own means of applying their internal costs distribution among the "Authorized Users" and make their own arrangements with the Controller’s Office for notification of these internal distributions.
4. The departments are responsible for informing the Office of Environmental Health and Safety of any changes in their designee. Such notification should be made by memorandum to the Office of Environmental Health and Safety.
   

Financial Planning (top)

Persons planning to use "Sources of Radiation" in their research or work are advised to give careful consideration to the financial aspects of such an undertaking. These costs can be considerable and might include the costs of monitoring equipment such as portable monitors and air samplers, signs and labels, protective equipment, etc., in addition to the monthly distribution of contacted services. Departments are advised to consider the costs involved in decommissioning a laboratory or moving a facility to a new quarters.