REG 07.25.07 – Service Billing

Authority: Vice Chancellor for Finance and Administration

History: First Issued: November 3, 1995.

Additional References:
Facilities Operations Website

Contact Info: Facilities Operations Director


1. Purpose 

To clarify maintenance and repair services which will be provided in support of facilities and equipment funded from appropriations and research grants and utilized by University personnel.

2. Intent

All equipment and facilities that are funded from state appropriations and research grants be maintained in a like manner.

3. Basic Support Coverage

Includes all buildings and facilities whose tenants are either entirely or partly funded from the certified state budget (appropriations) or whose tenants are funded by overhead generating grants. Self-supporting, service-for-free organizations are billed by Facilities Operations for all maintenance and repair.

Facilities Operations will not bill for the maintenance or repair for the following categories and services. This list is intended to be a representative list not all inclusive:

3.1 INFRASTRUCTURE AND BUILDING ENVELOPS

Infrastructure and building envelops

3.1.1 Utility services to buildings.

3.1.2 Repairs of roofs, windows, doors, and existing exterior surfaces.

3.2 SYSTEMS REPAIRS

Mechanical, plumbing and electric equipment that is part of a building system (e.g. heating, air conditioning, electrical, elevator, etc.).

3.2.1 Repairs to electric distribution equipment including receptacles.

3.2.2 Repair and maintenance of interior and exterior lighting and switches.

3.2.3 Repairs to plumbing system including sinks, faucets and drains.

3.2.4 Repair and maintenance of sprinkler systems and fire alarm systems.

3.3 INTERIOR FINISHES

Existing interior surfaces and finishes.

3.3.1 Repairs and maintenance of walls, floors and ceilings.

3.3.2 Repairs to fixed laboratory case work.

3.3.3 Building finishes in public areas.

3.3.4 Repairs to door locks and hardware.

3.4 EQUIPMENT REPAIRS

3.4.1 Any mechanical or electrical device which supports the basic utility systems serving an academic/research university building is the responsibility of Facilities Operations. Basic utility systems include heating, air conditioning, ventilation, water, sewer, and life safety.

3.4.2 Facilities Operations is responsible for servicing and maintaining equipment meeting the foregoing criteria. Parts and supplies required for servicing and maintaining equipment are the responsibility of the Facilities Operations.

3.4.3 Facilities Operations, however, is not responsible for upgrading or enhancing the capabilities of existing equipment. The cost of such repairs are the responsibility of the organizations occupying the building.

3.4.4 The cost of replacing obsolete or worn out utility equipment is not a Facilities Operations responsibility. Funding for replacing equipment costing in excess of $50,000 is normally provided through the capital improvement process. Equipment replacements costing less than $50,000 are generally funded through Facilities Division or Finance and Administration reserves.

3.4.5 Repairs to any moveable equipment connected to the building utility systems are the responsibility of the department using the equipment.

3.5 DEPARTMENT PAYS

Examples of maintenance and repair activities for which Facilities Operations will bill. This list is intended to be a representative list not all inclusive:

3.5.1 Hook-up of special equipment or modifications to building systems requested by academic or research activities. (e.g. chilled water for cooling specialized equipment)

3.5.2 Replacement keys/re-keying of room on department’s request.

3.5.3 Replace name plates and activity specific signage (except ADA).

3.5.4 Repairs to movable department-owned equipment (e. g. ultra-low freezers, refrigerators, ice machines, lab equipment, etc.)

3.5.5 Carpet replacement (non-public areas).

3.5.6 Repair of furniture.

3.5.7 Repair, removal or relocation of movable modular office furniture and work stations.

3.5.8 Repair and maintenance of uninterruptable power systems.

3.5.9 Repair and maintenance of security systems, and specialized locks or door equipment.

3.5.10 Installation of power for or other utilities for department owned/or leased equipment.

3.5.11 Painting for reasons for other than normal wear and tear.

3.5.12 Discretionary space modifications.