Reimbursable Service Agreement
A Reimbursable Service Agreement (RSA) is a State of Alaska Office of Management & Budget form that represents a contractual agreement between an appropriation requesting a service and an appropriation providing a service.
As of FY20, there are two instances that require the use of an RSA:
Servicing departments need to ensure they forward all RSA backup submitted by the requesting agency to the appropriate office.
External RSAs where UA is the requester of services include a purchase order (Procurement & Contract Services). When UA is the provider of services, such agreements are set up as a grant (OGCA).
In both cases, grant setup or issuance of a PO requires a fully-executed RSA.
From FY09 through FY13, UA was under a multiple appropriation structure and was one appropriation from FY14 through FY19. For internal RSAs, in many cases the "appropriation requesting a service" does not have an option in whether or not the agreement goes into effect, as the service provision is a structural requirement within the university.
As of FY20, UA appropriations are generally as follows:
- The University of Alaska appropriation consists of
- Statewide Programs & Services
- Statewide Enterprise Entities (e.g., UA Foundation and Education Trust of Alaska)
- University of Alaska Anchorage (Main Campus and CTC)
- University of Alaska Fairbanks (Main Campus including Organized Research)
- The University of Alaska Community Campus appropriation consists of
- University Southeast (Juneau, Sitka and Ketchikan)
- All UAA Community Campuses (Valdez, Kenai, Kodiak and Mat-Su)
- All UAF Community Campuses (CTC, Interior, Northwest, Chukchi, Bristol Bay and Kuskokwim) as well as Rural College
When to Complete an RSA
The RSA rules apply any time there is a transaction between appropriations (e.g. a transfer such as 8453 or an intra-agency receipt transaction such as 9904 revenue). Generally, any transaction with a cumulative value of less than $100,000 does not require State OMB approval.
However, for UAF purposes, Financial Services will vet all such transactions. Units need only fill out the form and provide their approval. All other workflows are centralized. Full approval must occur *prior* to the commencement of work. Therefore, it is critical to consider the need for an RSA early in the process.
Standard business processes that may be subject to the RSA process include IT Services, Risk Management, Banking, Recharge Services, Conferencing, Catering, Physical Plant, Utilities, TVEP, etc. Activities not subject to the RSA process include revenue distributions (such as Student Tuition & Fee and Indirect Cost Recovery sharing) and direct charging of expenses such as software, leases, etc.
Accounting for RSA JV - Use the appropriate account codes for the expense/revenue.
Our staff are happy to answer questions and help navigate the RSA process.