Facilities Management Manual (FAC)

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Effective: 1/1/1965

Revised: 3/1/2004

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FAC 202–01: Billable Services

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Purpose

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To describe the processing of billable services

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Source

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Facilities Management

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Applicability

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All departments or individuals who require billable Facilities Management services

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Policy

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Requests for services that are billable to the requesting department require the entry of an internal purchase order in the university financial system. An encumbrance must be generated for each billable service.

Expenses for all active jobs will be passed to the university financial system via an Interdepartmental Invoice created by the Facilities Management Information System (FMIS), the Facilities Management work order system.

The requesting department is charged for labor and materials used to complete the project. See the specific service units at the Facilities Management Web site for examples of billable services.

Current labor rates will be posted in ASU Insight by July 15 each year.

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Procedure

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The requesting department enters an internal purchase order (PO) using vendor FACMAN with one of the following dollar amounts:

  1. the amount of Facilities Management’s formal estimate
  2. the amount that the requesting department estimates will cover the request

    or

  3. the minimum encumbrance of $250.

The department references the PO number in an e-mail message to FACMAN or in a memorandum.

Note: Requests for billable services received without this information will be returned to the requester.

The Service Center reviews the request to determine if the encumbered amount will be sufficient. If insufficient, the Service Center requests an increase in the encumbrance from the department or cancels the request and returns it to the requester.

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Cross-Reference

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For instructions on completing internal purchase orders, see the Purchasing Department Policies and Procedures Manual—PUR 302–01, “Internal Purchase Orders.”

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