Facility Maintenance, Repair and Transportation Services
Policy and Procedures
1. SERVICE CLASSIFICATIONS
Facilities and Operations provides maintenance, repair and minor alteration of facilities and
transportation (movement) services for the UWT campus. The services are classified in two
ways: chargeable and non-chargeable.
a. Non-chargeable Services.
1) Maintenance, Repair and Minor Alterations. The primary mission of Facilities and
Operations is to perform the essential maintenance, repair and minor alteration
services necessary to make and keep the UWT campus operational and in compliance
with legal requirements set forth in law or code. These services are provided without
charge to UWT program or departmental budgets.
a) First priority is given to the operational preservation and reliability of the
infrastructure and safety, environmental, and protective systems such as fire
alarms and fire protection systems, lighting, elevators, plumbing, heating, cooling,
ventilation and electrical systems.
b) Second priority is maintenance, repair and minor alteration services in any area
that can be accessed from an exterior door of a building without passing through a
doorway that defines a program, department or classroom area (vernacular is
“common use areas”).
c) The lowest priority of non-chargeable services is the performance of maintenance
within program, department or classroom areas in accordance with life-cycle
costing criteria for items such as paint and carpeting.
2) Transportation. Transportation (movement) services to initially outfit classrooms,
laboratories, libraries and program and department areas with the furnishings and
equipment necessary to become functional is provided without charge to UWT
program or departmental budgets. Subsequent transportation services that are
provided without charge is limited to:
a) directed program, department or classroom relocations,
b) mission essential replacement or upgrade of classroom, laboratory, library or
department furnishings and/or equipment, and
c) furnishings and/or equipment to meet legal obligations
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b. Chargeable Services.
1) Maintenance, Repair and Minor Alterations. Within time and resource
constraints, Facilities and Operations will provide discretionary (i.e., desirable, but
can not be justified as essential to operational preservation or reliability) maintenance,
repair and minor alteration services that are requested by staff and faculty in
programs or departments or by student organizations. These services will be charged
to the requesting program, department or student organization. Examples of such
services, though not all inclusive, are:
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Installation of items of personal property (examples: framed pictures or
documents, clocks, plaques)
Fabrication and/or installation of customized furnishings and equipment
(examples: shelving, cabinets, appliances, blinds)
Unscheduled (out-of-cycle) painting or replacement of carpeting
Minor space alterations or reconfigurations
Non-standard classroom configurations
2) Transportation Services. Within time and resource constraints, Facilities and
Operations will provide discretionary transportation services that will be charged to
the requesting program, department or student organization. Examples of such
services, though not all inclusive, are:
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Arranging or rearranging conference rooms, atriums, lobbies, The Shed, and other
facilities to meet specific requirements of the requesting program, department or
student organization for furnishings, equipment, displays, signage, models, etc.
Delivery and installation, subsequent to initial outfitting, of furnishings and
equipment for programs and departments.
Moving office furnishings and equipment for internally generated rearrangements
or relocations of program and department areas or offices.
Moving program or department furnishings, equipment, supplies or records to and
from storage areas.
2. REQUESTING AND SCHEDULING OF SERVICES
a. How to Request Services.
1) Requests for use of university facilities should be submitted on the Internal Campus
Request Form - UUF in accordance with established Use of University Facilities
policies and procedures.
2) Requests for all other services should be submitted by e-mail to
facility@u.washington.edu. Each request must include the following information:
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Request date
Description of services requested
Building, location and/or room number
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Requesting department and box number
Required date and time that services must be completed (if applicable) with a
brief explanation of circumstances.
Name, and telephone number or e-mail address of departmental contact
b. Classification and Scheduling. Within two (2) working days of receipt of a request for
services, Facilities and Operations will assign the request a work order number and make
a determination whether the services requested will be classified as chargeable or nonchargeable.
1) Non-chargeable Services
a) When Facilities and Operations determines that the services requested are not
chargeable services, performance of the services will be scheduled as follows:
(1) If the request specified a date/time on which the services were required,
Facilities and Operations will schedule work order performance to meet the
requirement. The department contact will be notified only if the services can
not be performed as requested.
(2) If the request did not specify a date/time for completion, Facilities and
Operations will schedule the job in the order received. Normally, services
will be performed within 20 days of receipt of a request.
2) Chargeable Services.
a) When Facilities and Operations determines that the services requested are
chargeable to the requesting department, the department contact will be notified
by e-mail and provided with a work order number and an estimate of the cost of
the services. The estimates are non-binding and are intended to assist the
department in determining whether they want to authorize Facilities and
Operations to proceed with performance. When the service is performed,
departments will be billed the actual cost of performing the services (see
paragraph 3). If the department disputes the determination that the services
are chargeable, they should contact the Facilities and Operations Manager
via telephone (2-5700) or e-mail.
b) If the department desires to have the work order executed, the following
information must be transmitted via return e-mail to Facilities and Operations
within ten (10) working days after receipt of the estimate:
 specific authorization to schedule and perform the services
 a budget number to be charged
c) Upon receipt of authorization for the work to be performed, Facilities and
Operations will schedule work order performance as follows:
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(1) If the request specified a required date and time that services must be
completed, Facilities and Operations will schedule work order performance to
meet the requirement. The department contact will be notified only if the
services can not be performed as requested.
(2) If the request that did not specify a required date/time for completion,
Facilities and Operations will schedule work order performance in the order
received. Normally, services will be performed within 20 days of receipt of
departmental authorization to proceed.
d) If the department determines that they do not want to proceed with performance of
the work order, the department need take no further action. Facilities and
Operations will automatically cancel the work order if departmental
authorization to proceed has not been received within 10 working days.
c. Inquiries. Inquiries about work orders in process should be made by phone (2-5700) or
e-mail to facility@u.washington.edu. The work order number will be required in order to
respond to any inquiry.
3. BILLING FOR CHARGEABLE SERVICES.
a. Work orders for chargeable services will be billed via Cost Transfer Invoice (CTI) upon
completion of the service. A copy of the CTI will be sent to the requesting department,
and the charge will appear in the Budget Activity Report with the work order number
cited in the reference field 1 and the CTI number cited in the reference field 2.
b. Labor charges will be billed using actual time necessary to complete the service (rounded
to the nearest one-half hour) times a pre-established hourly rate. Materials will be billed
at actual cost. The hourly rate for charging labor will be proposed by the Manager,
Facilities and Operations and approved by the Director, Finance and Administration, at
the beginning of each fiscal year. The rate will be based on a computed composite
average of the actual hourly salary and benefit costs of personnel who perform and
administer the services provided.
c. Except for services provided to an external (non-university) user of university facilities,
no indirect costs will be assessed to work requests.
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