Financial and Billing Procedures

Funding Responsibility

Facilities Management receives an annual allocation of funds in its operating budget for basic maintenance and repair, operations, and utility service for the university community. Other specially requested services, such as shelf installation or non-routine painting are normally provided for a fee. The appropriate department also incurs charges for all services to the Jesuit Community and other activities that non-general funds support.

Charges for Work Requests

The work order system bills for facilities-related services. It assigns an individual number to every facility work request, enabling ongoing tracking.

The Facilities Service Center establishs specific work orders for all major and minor work requests that require individual cost accounting. Detailed accounting of all costs for each specific work order are provided upon request. Requestors are able to query their particular work order through the on-line system for cost detail.

Rates

Work performed for a fee is priced in several different ways:

• Work Performed at Cost: Facilities Management bills the user at cost for the majority of the work it performs. The actual price of the labor, materials, and equipment used determines this cost. Facilities Management also prices most service work orders and minor work orders at cost.
• Maintenance Agreements: Facilities Management arranges annual fixed-price maintenance agreements for functions outside the performance scope (e.g., elevator maintenance). An annual maintenance agreement does not normally include periodic major repairs or replacements.

Billing

Facilities Management bills monthly for work performed at cost as charges occur. The department prepares and distributes statements summarizing these monthly charges by work order number. The time required to receive material invoices from vendors and process payments often results in billing for some charges well after the actual completion of work.