UC Santa Barbara Policy 5521
Policies
Issuing Unit: Physical Plant Department Date: July 1, 1973
UNDER REVISION
CONTACT FACILITIES MANAGEMENT
DEPARTMENT-FUNDED SERVICES
AND ALTERATIONS OR ADDITIONS
TO EXISTING FACILITIES
I. PURPOSE AND SCOPE:
This procedure describes the services which are chargeable to
departments and indicates how the departments may avail themselves
of the services.
II. REFERENCES:
A.UCSB Policies Manual, Policy 5518, Physical Plant Department
Funded Services.
III. PROCEDURE:
A. Responsibility:
1. Services, alterations, or additions to assigned facilities
which have not been scheduled for funding through one of
the alternate channels (see UCSB Policy 5518) shall be
financed by the initiating department and such funds shall
be anticipated in the department's annual detailed budget
submittal.
2. Repairs on, or the maintenance or moving of departmental
equipment, and setups for special events are chargeable to
the initiating department. Departmental equipment is
defined as that equipment which is inventoried to the
department.
3. Any project which changes the basic function of a
building, which alters the floor plan, or which affects
the aesthetics of the structure or the campus in general,
shall receive prior Physical Planning Committee approval.
Requests (Work Orders) should be submitted to the Physical
Plant Committee via the Chairman of the Space
Subcommittee.
4. Where indicated, the Physical Plant Department (PPD) will
request the services of the Office of Architects &
Engineers for architectural plans and specifications,
mechanical, electrical, and structural engineering
services and aesthetic considerations.
B. Work Approval:
Requisitions for Services on Work Order forms shall bear the
signatures of approval by the chairman or other authorized
person(s) of the department before the order will be processed.
C. Projects $100 or Less:
1. U.C. Physical Plant Work Order Form 9735: Work orders
which cost $100 or less per project should be issued under
a Departmental Blanket Account with Physical Plant. Once
the blanket account has been established, work orders,
under $100 per order, are chargeable to this account and
should be submitted to the Physical Plant Department on
work order form 9735. A Work Order Number is assigned by
Physical Plant Department.
2. Estimates: Estimates or itemization of costs would not
normally be submitted by the Physical Plant Department for
projects under the blanket order procedure. Where detailed
estimates only are required, the U.C. Physical Plant Work
Order may be used for the request.
3. Scheduling: Work can start immediately on blanket orders
received by the Physical Plant Department in that no lien
is required, and the department is held responsible for
available funds.
D. Projects over $100:
1. U.C. Physical Plant Requisition Form 9734: Work requests
for projects over $100 should be submitted on U.C.
Physical Plant Requisition. All data on the form should be
completed.
2. Liens of Funds: Projects of this classification shall have
the funds liened by the Accounting Department before work
can start.
3. Estimates: Estimates of costs for budgetary purposes and
future planning will be furnished at cost upon request,
but it must be understood that estimates are not firm
bids. All monies unexpended, regardless of amount, are
returned or credited to departmental budgets. Conversely,
overdrafts to the original lien must be approved for
payment by the department, in writing, by sending an
"Authorization of Increase" to the Accounting Department
with reference to the specific requisition order, and a
carbon copy sent to the Physical Plant Department.
4. Scheduling: Scheduling of manpower and the procurement of
materials involves varying periods of lead time which PPD
will include in an estimated completion date, upon
submittal of its cost estimate to the department.
5. Physical Plant Requisition Work Order Number: A work
request number is assigned by PPD. All copies of the
Physical Plant Requisition should be forwarded to the
Physical Plant Department for processing; the departmental
copy (goldenrod in color) will be returned expeditiously
to the initiating department for its files, after Physical
Plant has assigned an order number.
E. PPD modifications to space will be completed in the same
finish, quality, and workmanship of the surrounding structure.
F. PPD will forward copies of As-Built Drawings to A&E for any
modification which changes the floor plan of a room or
building.
IV. ATTACHMENTS:
A. Physical Plant Requisition
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
Return to the UC Santa Barbara Policies Home Page