Utilities Payable System Management
The Utilities Payable System (or UPS) is a database that is separate from, but interfaces with, the Oracle Administrative System to prompt payment of utility bills and charge the appropriate UAB accounts. The system also provides a utility costing reporting mechanism.
Budget Administration's role in the Utilities Payable System is to maintain the database that distributes utility costs to UAB accounts. This includes adding new utility meters and new buildings to the database for appropriate distribution of costs. Distribution of costs is based on Net Assignable Square Footage per building. Data entry and payment of actual utility billings are the responsibility of the Accounts Payable Department.
An annual audit is done in the spring to update distribution percentages based on the fall space surveys. The updated percentages are effective April 1 of each year.
Budget Administration distributes the Gross Receipts Tax paid to Alabama Power Company and Alagasco to the schools/units based on a ratio of the utility costs in a given month.