Service Fees and Cost Estimates

Service Types

Services are classified into two categories:  Physical Plant & Departmental.

Physical Plant Services

Physical Plant Services are those for which the Physical Plant receives budget allocation, and therefore are rendered without charge.

Examples of Physical Plant Services are:

  • Maintenance of academic structures
  • Maintenance of walks, streets, driveways, landscaping and grounds
  • Operating and maintaining utility systems
  • Custodial services in academic buildings

Departmental Services

Departmental Services are services rendered to departments, to schools, and/or for activities that have budget allocations to cover these needs, and for which Physical Plant does not receive budget allocation.

When the Physical Plant performs Departmental Services work, the department or organization to whom the service is being rendered, is charged for the actual cost, which consists of labor and materials.  While services performed by a vendor will be delivered via a bid and/or cost estimate.

Normally, Budget Authorities submit a request for Departmental Services in writing.  If the request is routine and/or minor in nature, it is acceptable to submit the request by phone with the understanding that services will be rendered, the cost will be processed in PeopleSoft, and it is the obligation of the Department to honor the resulting charge.  If there is any concern with this, then all such requests should be made in writing and submitted to Physical Plant.  Also, it is recommended that Budget Authorities establish a policy on who has the authority to submit requests, and how to submit a Departmental Service request.

Examples of Departmental Services include:

  1. Alterations to buildings or structures assigned to departments and for activities
  2. Addition of special equipment (laboratory equipment, venetian blinds, special lighting, etc.)
  3. Painting at a time other than that specified in the regular maintenance painting cycle

Cost Estimates

Requests for cost estimates for modifications, alterations, and/or other tasks must be submitted on a Cost Estimate Request form and routed through the following for signatures before being submitted to the Physical Plant:  the Department Chair, the Dean or Director, the responsible Vice-President or Provost, and the Assistant Provost and/or Director of Academic Scheduling.

The estimate will be prepared and returned to originator of the request.  Then the work may be authorized to commence by --

  1. Assignment of a PeopleSoft code for funding and routing to the Vice President for Business and Finance for approval.
  2. Requesting University Administration approval and funding for the work from the Vice-President for Finance and Administration.  The PeopleSoft budget code for funding will be assigned by Administration.
The submission deadline for Cost Estimate Request forms for work wanted for Summer is April 7 of each year. Cost Estimate Request forms submitted after April 7th will be processed/started after the beginning of the Fall Semester.

Download the Cost Estimate Request Form (PDF)