OSU Extension supports academic departments through funding for faculty and staff as well as operating funds. Given the budgetary climate and the cutbacks faced by academic departments funded by OSU Extension, Extension administration authorizes departments to retain all funds generated through cost recovery efforts. It is expected that the department will reinvest funds generated to address the Extension mission as well as the core mission of the department.
Travel Costs for Program Support by State Specialists and Extension Associates
Charging for On-site Visits and Individualized Instruction
To keep communication lines open and foster sound working relationships, we highly encourage departmental and center faculty and staff to inform county educators when they are making visits to local producers and businesses or providing programs that the educator may not be involved in facilitating. The educator may have later contact with the client and needs to be aware of what assistance/advice was provided.
User Fees for Programs
To ensure that specialized expertise is accessible to people in all counties of Ohio, OSU Extension is adopting a "flat rate" policy for specialist/Extension associate travel to resource Extension programs. Specialists are reimbursed for the actual mileage traveled per OSU travel policy. The travel rate to be charged to a county is $125 round trip, regardless of the distance traveled. If two or more specialists carpool to resource county programs, each of the specialists will get the $125 to support the department's Extension-related travel costs. These funds will be retained by the home academic department of the specialist for use in funding travel.
State cars are available for specialist/Extension associate use for travel to conduct programs. An option exists for the use of OARDC state cars for Extension business, at a reduced mileage rate, which will be charged back to the unit - resulting in a savings to the department and individual travel budgets. Cars can be scheduled by contacting the Columbus OARDC Director’s office or by e-mailing firstname.lastname@example.org.* -March 8, 2012 Extension Administrative Cabinet decision.
*The mileage rate for the vehicles is currently $0.35 per mile. It is intended that the Columbus vehicles are used only for short trips, not multi-day trips.
All Extension faculty and staff charge user fees on a selected basis for programs. They should follow the OSU Extension Cost Recovery Guidelines and determine fees using the public good/private good continuum as well as State Program Fee guidelines. Specialists and Extension Associates are encouraged to work with field personnel during the planning stages of a program in order to build appropriate costs into registration fees for county/center programs. Departmental faculty and staff are responsible for setting fees for Extension programs that are initiated from campus.
Departmental faculty and staff may be involved in teaching Extension programs for which State Program Fees exist (e.g. Pesticide Recertification Training; Child Care Provider Training; CarTeens). OSU Extension expects departmental faculty/staff to follow the same cost recovery guidelines as county Extension educators when state program fees are applicable. When programs are offered directly by a department or in cooperation with a program sponsor/commodity organization, the State Program Fee must be charged-either in a registration fee or paid by the sponsor. These funds are then remitted to the OSU Extension Business Office for appropriate distribution using the State Program Fee Transmittal Form available at:http://osuebusiness.ag.ohio-state.edu/forms.php
On-site visits to agricultural production operations, companies, or one-to-one teaching in Ohio by individual Extension faculty or staff is a common activity. A one-time visit per year for problem solving will result in no costs to the operation's owner and such a visit should be made with service providers (e.g. veterinarians, feed company personnel, lending officer, etc.) and/or county Extension personnel. Multiple visits or extensive investments of time for providing ongoing recommendations for problem solving or providing educational training requires full cost recovery to the department. Departments are responsible for setting fees and managing payment through invoicing and collection of funds. Departments will need to assume the cost of the no-cost visits from funds generated through other cost recovery efforts. Departments also must insure that University and College fiscal guidelines are followed in managing user fees. A sample invoice is available on the OSU Extension Business Office website at:http://osuebusiness.ag.ohio-state.edu/forms.php
On-site visits to non-Ohio firms or persons outside of Ohio may be regarded as professional consulting according to Ohio State University Extension's policy on Work Outside the University (http://www.ag.ohio-state.edu/~admin/handbook/workoutsideuniv.htm).
-updated January 2014 (section 1)