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.  All services to the Jesuit Community and other activities or departments that are supported by non-general funds are also charged to the appropriate department.

Charges for Work Requests

Facilities Management  services are normally billed through the work order system.  Every facility work request is assigned an individual work request number which enables a department to track the request, and the requestor to monitor the status of the work.

Specific work orders are established for all major and minor work requests, and for any other requests of lesser scope 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.

Work Pricing

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

• Work Performed at cost: The majority of work performed by Facilities Management  through its zones and central shops is billed to the user at cost, a total charge determined by the actual price of the labor, materials, and equipment used.  Most service work orders and minor work orders are priced at cost.
• Maintenance Agreements: Facilities Management  arranges annual fixed price maintenance agreements for those functions which it is not staffed or qualified to perform, e.g., elevator maintenance.  Periodic major repairs or replacements are not normally included in an annual maintenance agreement.

Billing

Work performed at cost is billed monthly as charges occur.  Statements summarizing these monthly charges are prepared and distributed 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.