Chargebacks
Source: Office of the Vice Chancellor for Administrative Affairs in accordance with the revised (4/23/79) Implementation of Financial Policies and Procedures Paper#25, as determined by the University of Wisconsin System.
Campus Work Order Chargeback Policy
Definitions and examples of chargeable Physical Plant Services are provided by University of Wisconsin System through Financial and Administrative Policies. Questions not answered in the University System web pages may be directed to Facilities Planning & Management for further discussion and clarification.
Internal Services Chargebacks: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/internal-services-chargebacks/
Physical Plant Services Chargebacks: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/physical-plant-service-chargebacks/
Non-Chargeable Facilities Services
Maintenance Work
Maintenance work is defined as any preventive or corrective work performed to maintain existing facilities and infrastructure in accordance with campus and University System standards. Maintenance work will be performed from work orders issued by respective departments/repair centers:
- Residence Life = RL- work order
- Facilities Planning & Management = PP- work order
- University Center = UC-work order
Maintenance work requests will be coded as appropriate by campus zone (i.e. RL, PP, UC) and include the relative org code at the time of work order issuance. Maintenance work requests coded by campus zone (i.e. RL, PP, UC) will be assigned to maintenance pool as appropriate for completion. Work order assignments require staff supervisor approval prior to issuance.
Only material charges are assessed to respective departments/repair centers for non-chargeable preventive or corrective maintenance work.
Utility Service Maintenance
Work performed to maintain utilities services (electric, gas, steam, water, parking/security lighting) to campus areas and buildings are Facilities Planning and Management support and costs responsibilities. Services for infrastructure utilities and communications are completed as non-chargeable work orders.
Examples of non-chargeable work orders include:
- Repair and cleaning of window air conditioners considered department equipment.
- Routine maintenance of diving boards
- Initial issuance of keys to new employees
- Painting of an area that is considered "maintenance painting"
- Repair of general purpose furniture and equipment in classrooms
- Custodial services for routine building maintenance
- All preventive or corrective work requests for lavatories, electrical service, HVAC, intramural field lighting, parking/security lighting
Chargeable Facilities Services
Projects (Including Upgrades & Remodeling Work)
Project work is defined as any work performed to create new program space, new facilities or new services that alters the original/current design of the facility. Project work, once established as such, is coded and tracked as a chargeable work order. Chargeable work orders assess all labor costs, at an established rate, and material costs to the relevant department/repair center org code, typically when services are completed.
Non-Maintenance Work
Chargeable work orders are generated for all maintenance services not considered preventive or corrective by University of Wisconsin System definition. Chargeable work orders assess all labor costs, at an established rate, and material costs to the relevant department or repair center org code.
Examples of chargeable work orders include:
- Department or program specific furniture or equipment repair, replacement or servicing
- Maintenance and installation of kitchen equipment, appliances and other department-owned apparatus and moveable equipment
- Installation and repair of office and desk signs, pictures, projection screens (excluding classrooms), tack boards, chalk boards, mirrors
- Remodeling and/or installation of shelving, cabinets and furniture and relocation of these items when requested by a department
- Purchase and installation of new window air conditioners
- Removal of diving boards to accommodate summer camps
- Replacement of lost keys and the associated locks
- Work requests to service scoreboards, goals posts, batting cages
- Work requests to service athletics sound systems, signage and field lighting
Event Support Services
Work requests for event support services and equipment be coded as chargeable work orders, and require including the relevant accounting code at the time of issuance.
Cost Recovery
Material and supply costs are typically assessed to the department, repair center or campus area upon completion of work for all service activities.
Chargeable work orders are utilized to recover all related labor and material costs associated with chargeable services including projects, remodeling/retrofits as determined appropriate, non-maintenance work, and events. Budget reports can be generated to demonstrate expenses and credits for chargeable facilities services (PC) activities.
Maintenance work orders (PP, RL, UC) are utilized to record actual labor costs associated with work performed to maintain existing campus facilities and infrastructures. Reports can be generated to delineate labor resource investments (in hours and dollars) maintenance acitivities by department, campus area or repair center.
As amended July 2014