Recharge

A recharge is an interdepartmental charge for approved services or products. The provider of the service or product must first obtain an approved fee through the campus Budget Office. The department requesting the services or products are billed either directly by the provider or sent a recharge (an invoice) describing the service or product sold.  When a provider directly bills a recharge the provider forwards the requesting department a confirmation recharge (invoice) to support the service or product.  When a provider sends a bill to the requesting department the requesting department completes the general recharge form and is given instructions to forward the recharge and the general recharge form back to the provider or the Controller’s Office.

The recharge appears on the finance reports of the requesting department as an expense and as revenue to the provider.

IMPORTANT:  Please note that only specific recharge revenue and recharge expense accounts should be used for on campus recharge transactions as to not skew Universiy Financial Reporting.  Please see the Recharge Account Code spreadsheet in OneDrive with allowable account codes for your reference.  Please contact acoga [at] umass.edu with any Recharge questions.  

Manual Recharge Files (you fill out a PDF Recharge Form and request the recharge to be processed):
Manual Recharges, are submitted ONLY with the completed PDF Recharge Form, please send the completed PDF form to the following:

  • Sponsored Project Grant related recharges; please send to Anthony Grey at anthony.grey [at] umass.edu
  • Non-Sponsored Chartstring recharges; please send to jrnl [at] admin.umass.edu 

Electronic Recharge Files (with TXT or PRN file extension) generated by the Recharge Center/Department and submitted for Upload:
Only Electronic Recharge files with txt or prn file extension for upload should be emailed to acoga [at] umass.eduDo Not email backup documents (Invoice or completed PDF Recharge Form).  Backup documents should be stored safely at the Department for Audit and reconciliation purposes.  Electronic Recharge Upload files may be generated using the Recharge Upload Spreadsheet (available for download on the Controller's Office web site) OR generated by the Recharge Center/Department.  Recharge Upload files generated for Upload MUST adhere to Upload Specifications identical to those of files generated with the Recharge Upload Spreadsheet.  Please Do NOT send Manual Recharges to acoga [at] umass.edu.  You may address questions such as Batch ID assigment or Recharge Upload File Specification to acoga [at] umass.edu.  You may also request "How to use" Recharge Upload Spreadsheet  Training to acoga [at] umass.edu.