Billing and Per Diems

Billing

Investigators are charged for services, supplies, and animal care on a monthly basis. Animal care charges, animal purchase charges, special services and supply purchases are itemized on each statement. Individual investigator accounts are established for each specific research project. Monthly charges for departmental accounts (02) are interdepartmentally transferred by the fiscal department. Monthly charges on other accounts are processed by voucher. Requests to change account numbers for a particular research project should be submitted in writing and usually are changed at the end of the next billing period.

Animal care charges are automatically tabulated using bar-coded cage cards in all CMP maintained facilities. The billing for new animals starts on the day the animals arrive at CMP. The billing for an individual cage ceases when the investigator turns the cage card in for deletion. Please refer to Bar-coded cage cards and per diem charges below for detailed information. For questions concerning accounts or billing call (979) 845-3800.

Per Diem Rates

CMP operates on a cost-recovery basis and per diem rates are calculated based on expendable supplies, personnel, equipment wear, and time needed to perform animal care tasks. Per diem costs do not cover special veterinary medical costs or special research design requirements beyond standard CMP protocols, but do cover basic veterinary care. Because CMP operates on a cost-recovery basis, these rates are evaluated and adjusted on an annual basis. For special needs or additional housing arrangements please consult with the CMP Program manager.

A list of the FY24 and FY25 charges can be acquired from the CMP administrative offices, or found here (FY 24 per diem, FY 25 per diem).

Bar-Coded Cage Cards and Per Diem Items 

Animal care charges in all CMP maintained facilities are automatically tabulated using computerized cage cards (e.g. bar-coded cage cards). This system requires cooperation and coordination from both CMP personnel and investigative staff to insure accurate billing.

When an animal order is received, and prior to animal arrival, computerized cage cards are generated for each cage (rodents) or for each animal (rabbits and larger animals). Pertinent information on each card includes:

• The name and the location of the responsible principal investigator
• The source of the animals
• The strain or stock of animal
• Animal use protocol number
• Pertinent dates, account number
• A bar code used for billing purposes

Per diem charges for new animals begin the day the animals arrive, and billing ceases when the investigator turns in the cage card to the CMP staff after the animal has been terminated / transferred.

CMP has put Cage Card Addition/Deletion boxes in accessible locations in each facility for cards to be deleted. These boxes are checked at least once daily during normal working hours. Weekend and holiday deletions are collected on the next normal working day and are retroactively deleted. In addition, CMP performs a monthly audit to verify the number of cages or animals being billed. At this time missing animals or cages are identified and may be removed from the billing system.

The most common problem and obstacle to accurate billing is the disappearance of the computerized bar-coded cage cards. When this occurs the card does not get scanned out until the monthly audit and the investigator gets billed for the complete month. Cards most often disappear when:

• the computer card is used to record research data and the card is kept for investigative records
• the computer card is thrown away rather than turned into CMP for deletion
• cages are transported to another facility with the card
• the card is left somewhere other than the designated Cage Card Deletion collection points

Cage Card Deletions

To assist CMP in providing accurate billing, investigative staff should follow these guidelines:

Removal from per diem charges: When investigators wish to have animal cages removed from the study (e.g., study is complete or animals are terminated/transferred), the investigative staff must:

• write delete along the right hand border of the bar-coded cage card, date and initial the card
• place it in the facilities designated cage card addition/deletion box

For recording research data and information: Investigators should use the blank white index cards provided in the card box behind the room door. Please do not use the back of the computerized cage card!  This can generate a risk of perpetual billing for that cage.

For Cage Card Addition/Deletion Box Locations, contact the CMP administrative office at (979) 845-3800.

Cage Card Additions

When a new cage is added (e.g., animals weaned, paired for breeding, separated) by the investigative group, a Card Addition Form should be completed (one card for each new cage). These 3×5 duplicate green forms can be found in the card box in each animal room. It is very important to include the following information on each cage addition card:

• Principal investigator’s name
• Animal Use Protocol number
• Account number to be billed
• Species/Strain/Stock of animal
• Date cage was added

The duplicate copy (cardstock) should be placed in the card holder of the new cage, and the original copy placed in the Card Addition/Deletion Box in the investigator’s designated facility.