Billing Policy

We require all of our OSU customers to supply valid, current Organization and Fund numbers.

STANDARD SERVICES - Medical Center Groups (based on Org/Fund numbers) are NOT invoiced monthly for Standard Services; an assessment is made annually based upon actual usage. Presentation Services tracks all Standard Services costs for Medical Center Groups and submits quarterly reports to the College of Medicine and UH department administrators for review and reconciliation.. These amounts are used to determine Presentation Services’ budget for the following year. College of Medicine for-credit courses are not assessed to the department. See your administrator for details. OSU Non-Medical Center Groups and OSU Non-College of Medicine Classes are invoiced and billed monthly via cost transfer for Standard Services. Non-OSU Groups are invoiced directly (pay-by-check made out to “The Ohio State University”) for Standard Services at our external Non-OSU Group rates.

PREMIUM SERVICES - ALL customers are invoiced for Premium Services. All OSU Groups (including Medical Center Groups and COM Classes) ARE invoiced and billed monthly via cost transfer for Premium Services. Non-OSU Groups are invoiced directly. Premium services include graphics creation, video/audio editing, weekend events, after hours (after 7pm) events, off site events, etc. We also bill for media replacement costs (videotape, DVD, CD….etc…)

OSU Medical Center Groups (based on Org/Fund numbers) are NOT invoiced monthly for Standard Services; an assessment is made annually based upon actual usage. Presentation Services tracks all Standard Services costs for Medical Center Groups and submits quarterly reports to the Medical Center’s finance committee. These amounts are used to determine Presentation Services’ budget for the following year. College of Medicine for-credit courses are not assessed to the department. See your administrator for details.

OSU Groups (Non-Medical Center & Non-College of Medicine Classes) are invoiced and billed monthly via cost transfer for Standard Services.

Non-OSU Groups are invoiced directly (pay-by-check made out to “The Ohio State University”) for Standard Services at our external Non-OSU Group rates.

Standard Services include (between the hours of 6am – 7pm):

• Delivery (setup)
• Delivery (Campus - Remote)
• Operator Time
• Computer/Laptop usage (PC or Mac)
• LCD Projectors (portable or mounted)
• Screen (portable or mounted)
• Presentation Remote (with built-in laser pointer)
• Corded Reel
• Speakers (portable or mounted)
• Microphones (wired handheld, wireless handheld, and wireless lapel)
• Turning Point Pads (no charge for anyone Courtesy of the Professionalism Council)
• Conference Phone
• Video Conference (mounted only)
• TV/VCR/DVD on Cart
• Document Camera
• Overhead Projector
• Slide Projector

ALL OSU Groups (including Medical Center Groups and COM Classes) ARE invoiced and billed monthly via cost transfer for Premium Services.
Non-OSU Groups are invoiced directly (pay-by-check) for Premium Services at our external Non-OSU Group rates.

Premium Services include:

• Weekend Events - invoiced for operator time and equipment for any weekend events.
• After Hours Events (7:00pm-6:00am)-invoiced for operator time and equipment for any event occurring outside of our normal operating hours. For events that transition from regular hours (Standard Service) to after hours (Premium Service), equipment is applied based on when the event starts, however operator time is applicable to anytime an event runs beyond normal business hours. For example, if an event starts at 6:00pm and ends at 9:00pm, the equipment that was used will be applied as Standard Service and the group will be invoiced for 2 hours of operator time since the event ended 2 hours past normal business hours which are 6:00am until 7:00pm.
• Off Campus Events - invoiced for operator time and equipment for any events that require travel or equipment delivery off site from the Medical Center. Off site is defined as any location that is NOT an OSU building/location. 
• Video/Audio Production - invoiced for audio/video pre-production, production, editing, duplication, and digital signage.
• Media – we bill for media (videotape, DVD's, CD's, etc.) replacement costs when we produce products for customers using these types of media.

These Premium Services are invoiced and billed to the user at our published rates, which are well below those of surrounding Hotels and Conference Centers.

College of Medicine for-credit courses are not assessed to the department. AV services for CoM "for credit" classes (as recognized by the College of Medicine) are paid for by the Education Mission (not the dept). We do still need ORG and FUND number, but our Administrator, along with the College of Medicine finance staff, separates out the “for credit” classes so that they are not a part of the department’s yearly assessment. Whoever sets up AV services for a CoM “for-credit” class just needs to provide ORG/Fund and the Course Number (i.e. IBGP 795).

For further explanation, please contact our administrator Jennifer Cork.

We do offer testing of equipment and presentations for an upcoming meeting or event for any and all customers. This testing must be performed in the Audio-Visual Services office in 038 Meiling Hall. On site testing elsewhere may be pre-arranged with a Presentation Services Staff Member, but may be subject to tracking or direct billing at our discretion.