Chargeback Guidelines

Planning and Facilities Management (PFM) provides services on a daily basis in the areas of corrective and preventative maintenance, landscape and grounds, zero waste management, and custodial services. Routine work requests are processed and assigned based on several prioritization criteria to complete quality work as quickly as possible.

PFM is frequently asked to identify routine services from those services that are chargeable to a department. This document outlines chargeable versus non-chargeable services and communicates the current chargeback rates used in calculating the total cost.

Definition

Generally speaking, work requests pertaining to existing infrastructure that needs to be repaired due to normal wear and tear are covered by PFM (to include funding from corrective and preventive dollars; depending on a number of factors, including complexity and size, PFM uses deferred maintenance dollars).

Requests for something new/additional, finishes (paint, carpet, etc), or to repair/maintain an item designed solely for the use of a department will be charged to that requesting department. Unique time constraints requiring overtime or off-hour work could also add to the cost of a routine or added service.

A chargeback occurs when one department provides a good or service to another department and seeks to recover the cost of the labor, goods, or service.

Billing & Rates

Billing and rates are designed to recover the costs (labor and materials) of providing goods and services. No costs other than those incurred to provide the good or service may be included in the billing rate charged to the department. Additional fees for lost items, such as furniture rentals, may be added to chargebacks. 

PFM and the Office of the Chief Financial Officer (OCFO) reconcile expenses monthly. Charges are then billed through an internal transfer. Departments that believe they have been billed incorrectly can contact PFM to verify accuracy and adjust as needed.

Routine vs. Chargeable Services

The list is not all-inclusive, and failure to mention a particular cost item does not imply that the cost is covered or not covered.

Custodial

Landscape & Grounds

Maintenance