University of Wisconsin-Stout Policy
Physical Plant Operations and Chargebacks
Policy No. 77-20
Date: 10/17/1977
Revised: 06/09/2008
Revised: 11/05/2013
1.0 INTRODUCTION
This is a local policy necessary to implement University of Wisconsin System Financial and Administrative Policy #25, Physical
Plant Services Chargebacks. The purpose of this policy is to provide consistency in determining responsibility for the cost of
repair, maintenance, construction, renovation, installation, and related activities.
Although the University of Wisconsin System has established some basic Physical Plant Operations and Chargeback policies
within which each unit is to operate, the specific detailed policies and procedures under which each unit will function is left to the
local administrators to determine. This concept recognizes that there are individual differences among the units and that the units
will operate more efficiently and effectively if given this autonomy. This concept further recognizes the necessity to establish
some basic budgetary framework that will provide some comparable data on which management decisions can be based. There is
a local need to define rather specifically the responsibilities for various physical plant services from both a budgetary and
administrative standpoint and to make this policy known to those affected by it within the university so as to specifically
designate responsibility and accountability to appropriate individuals and identify costs to appropriate cost centers.
References to other policies (policies which are the basis from which this policy is adopted):
• University of Wisconsin System Financial and Administrative Policy #25, Physical Plant Services Chargebacks
• NACUBO Activity Codes and Definitions
2.0 STATEMENT OF POLICY
This policy statement, in some cases, duplicates policies set forth in UW System-wide policy papers. This is done so here for
clarification and communicative reasons. The following items are specific policies of this university.
2.1
All physical plant services provided to self-supporting activities will be charged back to the user activity. This includes
capital equipment maintenance, and fuel.
2.2 All normal and reasonable physical plant services to all lawns, trees, park areas, walks, and drives will not be charged to
either auxiliary or non-auxiliary facilities. (UW System FAP 25, section IV)
2.3 The physical plant services described in Appendix 1 will be provided by physical plant at no charge to non-auxiliary
users.
2.4 The physical plant services described in Appendix 2 are provided on a chargeback basis to requesting departments.
3.0 IMPLEMENTATION OF POLICY
In any case where the above policy designates funding responsibility to a department which was not previously budgeted for that
cost, and the cost was funded by another department, funds are to be reallocated to the department responsible for the cost of the
service.
Appendix 1 Physical Plant services provided at no charge to non-auxiliary facilities
Appendix 2 Physical Plant services provided on a chargeback basis
Return to Sequential Index
If you have questions or comments, email parq@uwstout.edu
Appendix 1 Physical Plant services provided at no charge to non-auxiliary facilities
• Routine repair of buildings, structures, and appurtenances, including normal recurring repairs and preventative maintenance to
include interior and exterior of buildings; plumbing, heating, central air conditioning, and ventilating; electrical repairs of all types
including primary and secondary systems and lamp replacements; carpentry and cabinets and maintenance of outdoor lighting, roofing
and sheet metal work, including down spouts and gutters; welding and necessary machine work, elevator and similar equipment; and
miscellaneous building repairs such as tuck-pointing, etc. Plumbing, electrical, and ventilating systems repair provided by physical
plant at no charge to nonauxiliary users is limited to up to the point of connection to laboratory or specialized departmental equipment.
• Maintenance of general purpose furniture and equipment and general classroom equipment within the building not owned by a
department.
• Maintenance of utility distribution systems inside the buildings; electrical, heating, process steam, water lines, gas lines, and sewer
lines (both storm and sanitary).
• Maintenance of the swimming pool to include cost of chemicals, filters, and any related expense.
• Small set-ups for special functions only where materials for special set-ups are stored in the same building.
• Furnish paper towels and tissue for restroom purposes; erasers, and cleaners for multipurpose boards in classrooms.
• Cleaning of building interiors to include adequate floor cleaning and waxing; dusting and polishing of furniture and fixtures such as
partitions, radiators, etc.; cleaning of writing boards, erasers, and replacement of chalk, markers and erasers; washing walls; etc.
(Cleaning of laboratory equipment and apparatus and basic cleaning of floors, tables, and counters of debris created by laboratory
activities is the responsibility of the using department and not physical plant.)
• Electricity, gas, steam, and heat and maintenance of related distribution systems.
Appendix 2 Physical Plant services provided on a chargeback basis
• Repairs, refinishing, servicing, and reupholstering of furniture and equipment owned by departments. This includes office furniture
and equipment, laboratory furniture and equipment and any other special hardware or apparatus. It excludes general classroom,
lounge, and general use furniture and equipment.
• Maintenance and repair to fixed equipment which is not appropriate to a general classroom function such as growth chambers,
coolers, sterilizers, hoists, autoclaves, garbage disposals, cabinets, etc.
• Cabinet and other equipment construction.
• Additional shelving and modifying existing shelving.
• Changes in locks (rekeying) when present installation is sound.
• Hanging and framing pictures, installation of departmental equipment, construction and installation of chalkboards, projection
boards, bulletin boards, and display cases.
• Repainting outside the regular seven year maintenance cycle when requested by the department.
• Moving of furniture and equipment outside of the building and major moves within the building and set-ups for special functions
only when materials for set-ups are stored in other buildings.
• Physical plant services and cleanup for special events, which require scheduling of additional staff for coverage.
• Costs related to relocation and/or return of personnel as a result of remodeling, reorganization, new construction, etc.
• New flooring when done more frequently than every 20 years.
• Capital equipment maintenance and fuel costs for operating equipment in performing any of the above services.