Funding Responsibility

The Facilities Department’s charge is to maintain university facilities in support of the university’s mission. Therefore, the focus of Facilities Operations is maintenance activities, both preventive and repair, that ensure a safe and comfortable environment for University students, faculty, and staff. The Facilities Department’s primary source of funding, state appropriations, is designed for maintenance activities in Educational and General (E&G) facilities. State appropriations cannot be expended on services that are not related to E&G maintenance activities. Other services are normally provided on reimbursable basis, chargeable to the requesting department.

Budgeted by Facilities

• Maintenance or repair of buildings & installed heating, ventilating, air conditioning systems, electrical, plumbing, or other special system & equipment installed as integral parts of buildings.
• Painting of interior & exterior surfaces on a periodic, scheduled basis.
  Maintenance of utility plants, distribution systems, and utility usage by educational and general university facilities.
• Basic scheduled custodial services; classrooms, labs, meeting rooms, offices, restrooms and public areas.
• Maintenance and repair of basic installed classroom furniture and furnishings such as window shades, blinds, and fixed seating.
• Vehicle maintenance or repair in support of E&G functions.
• General support services to carry out the duties of Facilities administration and planning.
• Basic scheduled grounds maintenance; walks, roads and drainage; care of trees and shrubs; and refuse collection.
  

Charged to Requesting Department

• Any facility or system damaged by occupant and not considered normal wear and tear.
• Painting or decorating beyond the level provided under basic maintenance budgets.
• Utility usage by auxiliary enterprises or other activities supported by sources other than the University’s education and general budget.
• Special custodial services and events which are in addition to those normally provided by Facilities.
• Maintenance & repair of special classroom equipment, special lighting or sound installation, office furniture and furnishings; lab equipment; and other departmental property.
• Fabrication of cabinets, shelves, signs, and miscellaneous items; furniture repair (excluding built in furniture).
• Professional services performed by outside consultants, architects, or engineers and the cost of the renovation, alteration, or improvements to Facilities.
• Special grounds maintenance services; athletic field maintenance, irrigation repairs and refuse collection in addition to those normally provided by Facilities.
• Installation of equipment; requests for keys or rekeying locks; services required to set up for special events and rental vehicles.
• Vehicle maintenance or repair for non-E&G functions.
• Design and project management services for all approved projects supported by sponsored programs or other non-appropriated fund sources.
  

HEAF funds are designated for remodeling and renovation activities. The Facilities Department will not accept accounts designated with an X-6000 extension through the normal work process. All requests for work charged to these accounts are to be requested in writing to the Director of Facilities Management. 
  
With the exception of certain general facilities planning support, all services to auxiliary enterprises and other Non-E&G fund supported activities are provided on a reimbursable basis.

Billing Procedures

Reimbursable Services
Charges for reimbursable building maintenance services are accumulated and billed through the Work Control Center using three systems. Actual costs are collected against each work request and charged on a monthly basis.

Preventive maintenance is established against a specific building to collect costs for work performed on a scheduled basis.
Service requests are used for cost collection of work generally requested for emergency and routine services.
Special project requests are established for projects that involve new work or remodeling and projects of lesser scope requiring an estimate.

Work Pricing
Reimbursable work performed by Facilities’ shops and contractors is priced on an at-cost basis. The total charge is determined by established shop labor rates or contractor fees, materials and material surcharge, and equipment used to accomplish the work. Services or minor project work, which cannot be established in advanced, is priced at cost. For customer project requests requiring estimating, a project is estimated using current shop rates and estimated material costs. When a project has been completed, actual costs are charged to the customer.


Shop Labor Rates
Service and remodeling project billings include labor charges associated with the performance of work by Facilities’ Shops. These charges are based on shop labor rates for each work center, which include direct salary costs, vacation and sick leave benefits, and overhead.

Shop Rate

• Air Conditioning $28.01
• Carpentry $33.42
• Electrical $30.58
• Garage $30.89
• Paint $25.07
• Plumbing $28.41
• Steam Distribution $29.42
• Roads & Labor $25.81
• Custodial Operations $18.73
• Grounds Operations $23.91
• Technical Services $40.28
• Emergency Maintenance $24.43

Materials Surcharge
All materials charged to a customer account will be assessed a 15% overhead cost recovery. Costs recovered through this method include; training time, shop cleanup and similar tasks, tools and equipment, and other indirect shop and safety program costs, clerical and costs associated with work planning and materials.

Billing
Work performance is billed at cost as charges occur. Statements summarizing these charges can be viewed online. The time required to receive material invoices from vendors and to process payments often results in billing for some charges well after actual completion of the work.