Glossary of Terms on the Protocol Bill

Please refer to the sample protocol bill while reviewing the following definitions.

Header

header from protocol bill

Staff Account – will display the PI name.  The name is followed by the chartstring to which the charges will be applied.  Where the chartstring is incorrect, CCM made credit adjustments to ensure that the total charge is $0.  

Animal Order Section

Animal order section from protocol bill

Received Date – actual date CCM received an Investigator’s animals from the vendor.

Requisition – system-generated numbers to help CCM track an investigator’s order.

Lot Number – system-generated numbers to help CCM track an investigator’s order.

PO Number – internal CCM number used to pay the vendor for an investigator’s order.

Item – animal species on an investigator’s order.

Quantity – total number of animals on an investigator’s order.

Unit Cost – cost of each animal on an investigator’s order.

Surcharge – reflects the administrative/service fee that CCM charges to process an Investigator’s order. 

Charge – quantity multiplied by the unit charge, plus the surcharge.

Delivery – cost charged by the vendor to ship an Investigator’s animal order.

Other Vendor Charges – other shipping costs charged by the vendor to ship an Investigator’s order (i.e., surcharge for weekend breeding, special packaging, crates, fuel surcharge, expedited shipping fee, etc.).

Per Diem Charges Section

Per Diem section from protocol bill

Date – this column will always show only the last day of the invoice month (e.g., for November 2016, this date will always say 11/30/2016).   The bill includes all per diem charges incurred from the beginning of the month thru the last day.

Requisition – will be blank as it is not applicable to per diem charges.

Census Location – identifies the specific location of the animals on the protocol.  A census location of “CCM Adjustment” means that a credit was manually entered in the system to adjust your account.  

Cost Type – this is an internal CCM reference that does not relate to Investigator charges.

Cost Center – specific animal housing or caging type.

Care Days – number of care days CCM provided during the month which is equal to the number of cages times the number of days in the month.
For example, if you were charged 30 care days in September, it could mean one of the following:
a)  You had 1 cage during the entire 30 days in September; or
b)  You had 30 cages for only 1 day each in September; or
c)  You had different numbers of cages at various times during September that totaled 30 care days; (e.g., 5 cages for 3 days each + 1 cage for 5 days + another 1 cage for 10 days).  

Rate – the daily per diem rate for the specific housing type. Please refer to the list of Per Diem and Special Service rates.

Surcharge – service fee charged by CCM to place your animal order.  This column will always show $0 for per diem charges as it only applies to animal orders and special services. 

Special Services Section

Special Services section from protocol bill

Date – date CCM provided the special service.

Requisition – will be blank as it is not applicable to special services.

Description – description of service provided (i.e., surgery, transport, etc.), if applicable.

Item – brief explanation of the charge (e.g., operating suite, surgical transport, specific drug ordered, charge for separating a cage due to overcrowding, etc.).  

Unit Cost – cost of each special services unit on an investigator’s order.

Journal Section

Journal section from protocol bill

Date – will always show only the last day of the invoice month (e.g., for November 2016, this date will always say 11/30/2016).  

Requisition – will be blank as it is not applicable to journal entries.

Description – a brief explanation of the charge or credit to an Investigator’s account (e.g., per diem charge corrections, credits for animal order errors/issues, etc.).