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Facilities Management & Planning

Service Payments

Facilities Management & Planning

Service Payments

Billable vs. Non Billable Service

In general, you will not be charged for routine maintenance, repair or replacement of parts of your building structure, systems, components and/or infrastructure. This type of work is performed by Facilities on a schedule that is determined by priority of need taking into account impact on Universities mission, life cycle of the system or component, availability of staff and funding allocations.

You will be charged for a discretionary request for service that involves a non-maintenance type request, all building alterations/improvements that are outside of the Universities annual Plant Fund Projects and the installation of or maintenance of all departmental owned equipment.

How do I know if my request will be billable or non-billable?

Rule of Thumb: If a piece of equipment is not part of a building system for which Facilities Management has full operating control of, whether it was installed at the time of construction or added later, it is the responsibility of the department that controls the equipment to fund its repair, maintenance, or replacement.

Billable Services

  • Hanging of items in your office i.e.; white boards, pictures, ...
  • Wall repairs and painting due to the relocation of items on the wall...
  • Re-keying of locks, new and replacement keys
  • New signage or signage changes
  • All moving activities including the disposal of equipment or furniture
  • All set-up activities for special events including: table & chair set-up, hanging of banners, electrical support, turning off irrigation, extra need for clean up during or after event...
  • Vehicle maintenance, registration and repair
  • New window treatments (shades, blinds, etc)
  • Maintenance or installation of departmental owned equipment including desk lamps
  • Paint requests involving accent walls or common areas that are less than 5 years old
  • New or redesigned HVAC equipment that is not on University Plant Fund or Capital Improvement lists
  • All building alterations or improvements that are not part of the Universities Capital Improvement plan
  • Carpet replacement other then for safety reasons or that is not part of the Universities Plant Fund request.
  • Furniture fabrication and care (unless specifically funded by the University)
  • Wood floor care (unless specifically funded by the University)
  • Extra requests for trash collection
  • Recycling of Computer Equipment
  • All Vandalism

Not Billable Services

HVAC systems (repair and maintenance of)

Air Handling Systems, Chiller Systems, Cold Room Systems, Cooling Tower Systems, Filter Replacement, Water Treatment, Fans, Pumps, Sensors, Gas fired Heating Systems, Steam Heating Systems, Etc.

Electrical Systems

Electrical Power Distribution Systems, Emergency Lighting, Lamp and Bulb Replacement, Stand by Generators, Controls for Outside Lighting

Plumbing Systems

Domestic Cold Water Distribution Systems, Sprinkler Systems, Roof Drain Systems, Storm Water Drain Systems, Waste Water Drain Systems, Hot Water Systems, Pumps, Regulatory Compliance Requirements Associated with Fire Pumps, Backflow Certification, Sand Oil Interceptors, Grease Pits, Emergency Shower Testing,

General Maintenance Systems

Ceiling repairs, door repairs, hardware repairs, floor covering repairs, glass replacement and window repairs, graffiti removal, scheduled painting in common areas and exterior buildings, stairs and handrail repairs, wall repairs, roof repairs including gutters and downspouts, walkway repairs, caulking of windows and buildings, exterior furniture repair, elevator recall inspections, fire extinguisher maintenance

Kitchen Maintenance

Maintenance of kitchen equipment that is found in our commercial and catering kitchens that are found on campus, does not include break room equipment or other kitchen equipment not specifically funded by the University.

Custodial Services

General building cleaning services (5 nights a week unless specifically funded by University), scheduled carpet cleaning, scheduled floor polishing and waxing, restroom supplies, trash pick up, regular recycling services

Grounds & Landscape Services

Turf Management (fertilizing, weeding, mowing...), Landscape Management (planting flower and shrub beds, mulching, trimming...) , Tree Care, Snow Removal, Trash Removal, Parking Lot Sweeping and Maintenance, Walkway Repairs, Irrigation Repairs, Backflow Certifications, Athletic Field Care

Contract Services

All elevator repairs and preventative maintenance, pest control (excluding specific requests for off schedule services), Outside Large Trash Container Scheduled Pick-up

A Final Note:

If questions arise as to the funding source for a service that is to be provided, it must be discussed with the appropriate Facilities Administrator whose staff is responsible for providing the service before the work commences, otherwise the charges will be the responsibility of the department requesting the service.
Often we are asked to provide estimates for you before the work begins. We will stand by those estimates unless the scope of the project changes as a result of something you failed to tell us about.

Since the Department of Facilities Planning and Management has been charged with the overall responsibility for the campus buildings and infrastructure, only Facilities Planning and Management is authorized to perform building maintenance, or make building alterations and improvements. Any work done by other University entities or contractors that involves the alterations of a campus building must be done so with the full knowledge and approval of the Department of Facilities Planning and Management to ensure that all code requirements are met and that University Standards are maintained.