Is a new account required or can charges be added to an existing account?
(Consult Work Request Center (WRC) at 49999 if unsure)
A Plant Maintenance work order captures specific detailed posting charges for tasks or projects at a lower level than account number and recharges university accounts through monthly recharging (settlement). The following types of tasks (work order types) should be considered when establishing a work order via transaction code
IW31:
 RFS – Request for Services. o Purpose: Departments are requesting work which will be paid from
 their departmental funds. o Source of funds: Departmental. o Process: Departments will enter the request and indicate their departmental funds/center/RIO/GM Internal order.
18 – Building repairs. o Purpose: These are requests for planned or reactive repairs to buildings. o Source of funds: Physical Facilities Incidental Repair Accounts. o Process: Requestors for this service will be Building Deputies or
Physical Facilities staff.
 CMS-Central Machine Shop. o Purpose: Departments are services from the Central Machine Shop. o Source of funds: Departmental Funds. o Process: Requestors use a Central Machine Shop Form 20.
 CONS – Construction Work orders. o Purpose: Work orders that recharge construction accounts only.

 o Source of funds: Work Breakdown Structure Elements. o Process: These work orders are established by Physical Facilities Fiscal
Affairs. The recharge account for this work order will be a Work
Breakdown Structure Elements (WBSE).
IHD- In House Design. o Purpose: To appropriately charge In-House Design Fees. o Source of Funds: Various o Process: These work orders are established by Physical Facilities In
House Design or Physical Facilities Fiscal Affairs.
AFF- Affiliates. o Purpose: To provide services for student organizations and affiliates. o Source of Funds: Organization or affiliate direct payments. o Process: These work orders recharge student organizations and affiliate entities via a PSCD upload. Establishment of these orders is done by Central Machine Shop, Business Office Student Finance, or affiliate entities with approved access to OnePurdue. A business partner number is required in lieu of a university account number.

Account Maintenance, Transaction, and Document Management
Every effort should be made to charge the appropriate account in order to minimize the processing of correcting documents.
A.
Maintain Appropriate Balances
It is the responsibility of all areas to ensure overdrafts are managed appropriately.
It is the responsibility of the Work Request Center (WRC) to monitor incoming requests and assure that apparent major projects have followed the appropriate approval and authorization routing. Decentralized entry and creation of work orders requires oversight by departments authorizing plant maintenance role requests.
Oversight of charges and balances on individual work orders is the responsibility of departments requesting services and project managers for construction projects.
Questions concerning charges should be directed to project managers for construction accounts, the Work Control Center, or the Work Request Center.
To assist in account management; o Transaction code IW33 in Plant Maintenance provides the detailed data for labor hours and material costs. o Transaction code KOB1 in the CO module provides the accounting transactions associated with work order charges. o Transaction code IW39 in Plant Maintenance provides a listing of work orders, the estimated costs and actual costs for Project
Managers.
B.
Getting started
Departments requesting services through Plant Maintenance must first have
C.
access to the following roles: o Plant Maintenance Departmental Requestor o Plant Maintenance Display
Procurement and Account Management
Procurement activity on work orders is initiated by Physical Facilities staff to material expeditors. Expeditors may procure goods through purchase orders, purchasing cards, and University Stores. Expeditors will normally purchase materials to be charged directly to work orders.
When purchase orders have been created against work orders, it should be noted that commitments are recorded against the departmental fund as entered on the work order and Physical Facilities Work In Process center
4022999999. A goods receipt of the material is posted as an expense to the same account. Labor is also posted to work in process as a secondary expense G/L account. Monthly the settlement or recharging of these work orders generates a debit to the work order settlement account (department fund and center/RIO/grants order) and a credit to the work in process
(department fund and center 4022999999). Both the debit and credit entries carry a secondary G/L account 890001 for WIP settlement.

Because Work In Process settlement is not the last processing activity at month end, not all entries will be cleared from the department fund and WIP center 4022999999.
Physical Facilities is also responsible for account management of funds specific to types of work orders. See Account Management Guidelines for WIP
Clearing for a more complete description. The fund/cost centers are:
 Clearing account: 14010000 4022999999 WIP PSCD Clearing. o Purpose: Used when the work order is an affiliate and the provider of the service is Physical Facilities (non-CMS).
 Clearing account: 14020000 4022993000 CMS PSCD Clearing o Purpose: Used when the work order is an affiliate and the
 provider of service is Central Machine Shop
Clearing account: 14030000 4022999999 WIP Conversion
 o Purpose: Used for conversion from 01/31/07 legacy data until payroll implementation 07/01/07. Fund scheduled to be closed
January 2010.
Clearing account: 14040000 4022999999 WBSE WIP Clearing o Purpose: Used to facilitate Work Breakdown Structure Elements work orders.
D.
Review for Allowability of Costs
E.
A thorough review of all charges should occur to assure costs are allowable and charged appropriately.
Maintain Allowability Supporting Documentation
It is the responsibility of Physical Facilities Work Control Center and the material expeditors to maintain appropriate documentation for expenses against work orders.
F.
Verify appropriate Signature Approval
Departments requesting services for Physical Facilities services are delegating approval to expend against the departmental account. It is an expectation, that departments that have delegated the approval to create work orders have also delegated the approval for the specific account entered.
G.
Records Retention
Plant Maintenance will maintain electronic records in accordance with
H.
University record retention requirements as well as participating in the
OnePurdue archiving of records that will be taking place.
Follow Established University and College/School Policies
Work orders may be created by others but are only released as active after the Work Request Center has reviewed the work order.

I.
Department Payroll Default (Fund: 91010000)
Labor charges against work orders is not a direct payroll entry, but a CO module interface using shop rates. Therefore, no payroll entries should be posted directly to a work order. To check for payroll entries, monthly execute transaction code FMRP_RFFMEP1AX (Document Journal) for fund
91010000 for work orders (CO orders) in the range 9000000000 to
9999999999 and using payroll and fringe benefit G/L account ranges.
Secondary cost elements may also post to the 91010000 fund if the secondary cost elements were not established properly. Monthly execute transaction code FMRP_RFFMEP1AX (Document Journal) for fund 91010000 using G/L account range 800001 to 890002.
J.
Payroll Errors Identified in the Payroll Process
Any true payroll entries will be corrected by Physical Facilities Fiscal Affairs
Payroll. Secondary cost element processing errors will be corrected by a means to be determined between Physical Facilities Fiscal Affairs and
Accounting Services.
CASH MANAGEMENT
Cash for Purdue University will be managed in a method, which maximizes the University’s cash position and at the same time meets federal and/or other regulations. Different aspects of program management contribute to the effective management of cash. These include daily cash management, overdraft management, cash deficit monitoring, and effective communications among University staff.
Physical Facilities Fiscal Affairs is dedicated to providing monthly settlement to all work orders to facilitate appropriate cash management for our customers.
CLOSE OUT MANAGEMENT
Work orders are closed out when all charges have been appropriately settled.
This is approximately 40-60 days from the time the crafts have considered the work technically completed. The additional time frame is provided to allow posting of vendor invoices, credit memos, procurement card charges, etc. Transaction code C099 is executed to perform the automated closing of all work orders that have been technically completed within the parameters of the number of days allocated for closing.
Prior to the closing of work orders, it should be noted that the Work Control
Center has investigated and resolved an issues regarding blocked invoices,
GR/IR issues, as well as open purchase orders.