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I run a small proteomics core (classified by the university as a recharge center).  We do complex proteomics research projects for other labs in the university who are funded typically by NIH grants. Recently, the university has significantly increased its scrutiny of recharge centers annual rate accounting (especially including core labs). The aim of this is to look at the expenses that were used to calculate the recharge rate.The year-end cost summary generated by the accounting system listed several charges that they want more information about. They are not saying that these will be declared unallowable for calculating the recharges rates, but they want us to  "...provide details on the following and how they relate to the recharge center"

These are:

1) Conference Registration fees (e.g.. could be meetings like ABRF, ASMS, HUPO, etc.)

2) Domestic travel to meetings, (transportation meals lodging)  by core staff (e.g.. could be meetings like ABRF, ASMS, HUPO, etc.)

3) Foreign transportation meals and moving costs for foreign staff associate while traveling to take up the position. We were recruiting person to work in the core. (Note: we find it difficult to find people locally because of the high local cost of living, general shortage of trained personnel, and competition from local big pharma).  Staff associate perform essential core functions such as instrument calibration, running samples, data analysis.

4) Fees for a visa for foreign staff associate we were recruiting to work in the core. 

5) Sales Tax- latest version of university online system asks us to break down all conference travel and separate room and meal taxes under a separate category so this appears on year end as sales tax

6) Coffee purchased for planning meetings with potential core users.

As far as I can see from my reading, all of these are probably legitimate charges to the recharge center, except for the coffee.

Do people have experience with such charges being accepted at their schools?

I do not want to provide an explanation to the accountants that is known by most people to be wrong.

Thanks,
Lewis