If you’ve received an email from System Government Costing (SGC) about a rate review, you may be wondering what’s next. This guide serves as your roadmap so you feel confident going into the process.
Initial Email: Trip Notification
That first email signals that a rate review is scheduled, and a kickoff meeting will follow shortly. At this stage, you should:
- Identify who should attend the meeting
- Refresh your understanding of the activity
- Review past or current rate calculations
Kickoff Meeting: Planning Session
During the kickoff meeting (virtual or in person), SGC and your team will:
- Discuss the service activity history
- Review past calculations and subsidies
- Schedule a tour
- Outline the rate review process
- Agree on a timeline and next steps
This ensures everyone knows where we are, where we’re headed, and how we’ll get there.
Working Meetings: Are We There Yet?
Throughout the review, you’ll meet with SGC to complete the rate calculation template and address questions. Work may be done collaboratively in meetings or by exchanging files. Once the template is complete, SGC conducts a detailed review to confirm:
- Allowability of expenditures
- Personnel appointments in Banner
- Proper treatment of equipment depreciation
- Allocation methodologies
- Accuracy of formulas and base detail
If clarification is needed, SGC will follow up before finalizing the calculation.
Final Rate: We Made It!
After the review, SGC presents the calculation to leadership. Not all rates receive an approval memo, especially when major changes or projections are involved.
Once finalized, you’ll receive:
- The final template
- A recommendations file
- An approval memo (when applicable)
- Guidance on when to use the new rates
Congratulations! You’ve reached your final destination!
Conclusion
Trip lengths vary depending on complexity, number of service lines, and workload, but the goal is always a smooth, transparent process.
Contact
If you have any questions or want to schedule your own “road trip”, feel free to contact us or visit the Service and Storeroom Centers page on the BusFin website.
