Facilities Services Frequently Asked Questions

BUILDING MAINTENANCE   ◊   BUILDING SERVICES   ◊   BUSINESS OPERATIONS   ◊   ENERGY   ◊   MOTOR POOL   ◊   OPERATIONS ENGINEERING   ◊   PLANNING/DOCUMENTS/RECORDS   ◊   REFUSE & RECYCLING   ◊   SAFETY   ◊   SUPPLY CHAIN MANAGEMENT AND WAREHOUSE OPERATIONS   ◊   UTILITIES SERVICES   ◊   WORK MANAGEMENT

BUILDING MAINTENANCE

How do I submit a work request?

Call the Work Management Center at (352) 392-1121; Fax the Work Management Center at (352) 392-8006; E-mail the Work Management Center at workorder@admin.ufl.edu; or complete a work request through this web site. (Click Submit Work Request link above.)

How do I know if the work I'm requesting is maintenance or if my department will pay for it?

Generally speaking if it is part of the building, there will be no departmental charge, but if it belongs to the Department, i.e. pictures, filing cabinets, special built-in work areas, etc., the department will be charged.

Will the work be done during normal working hours 7:30 a.m. to 4:00 p.m.?

Yes! All work is done during regular hours unless special circumstances exist and the work is pre-scheduled with the Building Maintenance Department.

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BUILDING SERVICES

How do I get my floors stripped and waxed or carpet shampooed?
Floors are scheduled to be stripped, waxed or shampooed once a year. If service is needed before scheduled servicing, call the Work Management Center to place a work request at (352) 392-1121.
How do I get my office furniture moved?
Call the Work Management Center to place a work request at (352) 392-1121.
How can I rent tables, chairs, risers, etc.?
Call the Work Management Center to place a work request at (352) 392-1121.
Where can I file a complaint?
Please call: Derrick Bacon, Assistant Director at (352) 846-1622, or
Rebecca Slean, Senior Secretary at (352) 846-1613

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BUSINESS OPERATIONS

How do I find out why I wasn't paid for my overtime?
  • Talk to your Supevisor first
  • Check to see if your time was not entered or was entered incorrectly via the "View Timecard" function on the Kronos timeclock. If all time was entered correctly, check to see if you had any leave time included in your standard 40-hour workweek. Leave time taken will reduce or possibly eliminate overtime earned because overtime only applies after 40 hours worked.
  • Have your supervisor contact Facilities Services Payroll at (352) 846-2396 or ppd-kronos@ufl.edu
How do I find out my leave balances?
Employees
  • In Peoplesoft under My Self Service > Payroll & Compensation > View Leave History
  • Use the “View Accruals” function on the Kronos timeclocks.
Supervisors
  • Employee accruals can be seen in Kronos via the “Accrual Summary” genie located in the dropdowns at the upper left corner of the “Manage My Department” screen, the time-off request screen or the accruals tab at the bottom of the timecard.
  • Regardless of where you look your leave balance up, the balance for that date will be the same.
How do I find out why I didn't get my comp hours?
  • Talk to your Supevisor first
  • Check to see if your time was not entered or was entered incorrectly via the "View Timecard" function on the Kronos timeclock. If all time was entered correctly, check to see if you had any leave time included in your standard 40-hour workweek. Leave time taken will reduce or possibly eliminate overtime earned because overtime only applies after 40 hours worked.
  • Have your supervisor contact Facilities Services Payroll at (352) 846-2396 or ppd-kronos@ufl.edu
  • Remember you have elected to receive either time or payment for your earned Overtime hours. You will not receive comp hours if you elected to be paid for the time worked.
How do I find out why my paycheck is short?

Because of the need to have payroll time approved in PeopleSoft on the last Wednesday on the pay cycle, your time is projected based on your work schedule for the last 2 days of pay cycle unless leave time has already been reported and approved via Kronos by your supervisor. If this was entered and approved too late to make it into the Wednesday upload it will be corrected on the next paycheck.

  • Talk to your Supervisor first
  • Check to see if your time was not entered or was entered incorrectly via the “View Timecard” function on the Kronos timeclock.
  • Have your supervisor contact Facilities Services Payroll at (352) 846-2396 or ppd-kronos@ufl.edu
How do I obtain a copy of my time-card?
  • You can view your timecard at any time using the “View Timecard” function on the Kronos timeclock.
  • If you require a printed copy of your timecard, contact Facilities Services Payroll at (352) 846-2396 or ppd-kronos@ufl.edu. Payroll has the ability to print the timecard from the Kronos application.
How do I make sure that the invoice is paid from the Requisition/Purchase Order that I have set up?
  • All Facilities Services billing of internal customers is done through PeopleSoft's InterDepartmental (IDT) Voucher process.
  • To review the invoice in PeopleSoft, look the invoice up in Vouchers. Accounts Payable>Vouchers>Entry>Regular Entry>Find an Existing Value
  • Enter your invoice number in the Invoice Number field
  • Once you see the voucher, click on the View PO/Receiver link to see the PO charged for that invoice Line's expenditure

Purchase Orders; each Invoice Line may represent a different PO or different lines in the PO.

How do I find out if all of the charges have been invoiced and paid for my work order?

Call Business Operations - Financial Reporting and Billing at (352) 392-4030 or (352) 846-3393.

How do I make sure that future fuel and repair charges are billed to the new department that I am transferring a vehicle to?
  • Submit Vehicle Transfer documents to UF Asset Management as soon as possible
  • Mail or Fax a copy of the Vehicle Transfer form to Facilities Services Motor Pool (PO Box 112650; Fax (352) 846-1817) as soon as complete
  • Mail or fax a signed & dated advisory to Facilities Services Billing (PO Box 117710; Fax (352) 392-8369). Please include the vehicle and PeopleSoft PO information set up from our Facilities Services Templates for each vehicle you have transferred in our billing system
What happens if the PO I gave for Facilities Services Services does not work correctly in PeopleSoft Vouchers?

Whatever the reason your PO does not work correctly in PeopleSoft (insufficient balance, expired project, etc.), someone from the Facilities Services Business Operations office will contact you for substitute PO or chartfield information. Facilities Services will do everything they can to help you with payment of your invoices even if it means charging your chartfield unencumbered.

How do I obtain a copy of an application for an External Customer (a non-UF or "cash" customer)?
  • Please call Facilities Services Billing (352) 392-4030 to have a copy faxed to you.
  • Please fill out the application completely, including bank, contact information and signature of an authorized financial officer, and fax to our office at (352) 392-8369 for processing.
  • We will return a complete copy to you with the PeopleSoft Customer Number and Location via fax for your records.
How do I receive information on the time frame of receiving payment for an invoice?
  • The entire process should take approximately a week to ten days to process an invoice for payment after Facilities Services receives the invoice;
  • Invoices should be mailed to:
    University of Florida
    Facilities Services
    Accounts Payable
    PO Box 117710
    Gainesville, FL 32611-7710
  • UF's standard net due in Net 30 base on the date of receipt of invoice and receiving, or service completion documentation
  • Vendors that offer a discount can expect the invoice check to be cut and sent as soon as the invoice is processed
  • Please, provide us with your vendor number, the invoice number and amount, and the PO number you invoiced against when you call Facilities Services Payables at (352) 392-1151.

How do I find out about a payment for an invoice from four to six months ago?

We are able to get that the information for you in our system. Please, provide us with your vendor number, the invoice number and amount, and the PO number you invoiced against when you call Facilities Services Payables at (352) 392-1151.

How do I find out why the sales tax or freight was not paid on my invoice?
  • The University of Florida is a State agency and is exempt from paying sales tax, the sales tax exempt information should be on the vendor copy of the PO
How do I obtain a copy of the Sales Tax Exempt Certificate?

We have a copy of it available in our office, and we will gladly fax you a copy or mail you a copy, whatever you prefer. Please, call Facilities Services Payables at (352) 392-1151 to request a copy.

How do I get a copy of the front and back of a check that I need to verify was received and cashed?
You will need to contact the person at the University of Florida Payables and Disbursements at (352) 392-1241, ext. 322.

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ENERGY SERVICES

Whom do I contact for energy conservation concerns?
The nature of your energy concern will determine whom you need to contact. Therefore, all concerns should be directed to the Work Management Center, so that they may put you in touch with the appropriate department or individual.
Whom do I contact for air conditioning issues?
If you are having problems with your air conditioning, it is best to call Work Management and start a work order to have it checked. They will also handle your requests to have your temperature set point lowered. If you need to have a heat load calculation performed for your department, please contact the Work Management Center.
My utility bill is higher than normal, is the meter reading correct?
We always try to maintain the most accurate data we can. However we do occasionally make an error. Thus if your utility bill seems abnormally high, please contact the Energy Office at (352) 294-0645.
Can I change my office environment, such as air temperature and lighting?
For temperature, we generally keep most room environments between 72 and 76 degrees Fahrenheit. If your office is within this temperature range, we will not raise or lower the temperature unless you have a health condition. The only other exceptions to this rule are laboratories that have strict temperature requirements and rooms that house servers. By the way, a regular computer is not classified as a server. For lighting, it depends on the current level of lighting within your office. The current national standard for office lighting is 50 foot-candles for regular office work. If you think that your office is too dark, call us and we will provide a lighting evaluation for you. We will also do the same if you feel that the lighting is too bright.

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MOTOR POOL

Who owns vehicle #?
You can obtain this information through the "Vehicle Database" by clicking the Vehicle Search link located on the Facilities Services Home Page or Motor Pool Page.
I need a receipt (gas/repairs).

All receipts should be available soon after the services are provided. Fuel receipts are available on site and hand-written at the time of pumping. Parts can be purchased directly with only a vehicle number.

Why do I need a Safety Inspection?
The purpose of the University of Florida State Vehicle Inspection Program is to ensure that State vehicles assigned to the University of Florida are adequately maintained for safe operation. This annual inspection is mandatory.

What's the price of fuel?

It's always cheaper at the Motor Pool- usually $.10 to $.20 a gallon cheaper. Come in or call Motor Pool at (352) 392-1131 for current prices.

When can I bring it in? When can I get it back?

If you call us for an appointment, you will receive preference for that day and time, otherwise it is first come first served. Please remember that Police and Emergency vehicles are taken in first. We will get your vehicle back on the road as soon as possible.

What do I do in case I'm in an accident in a University vehicle?

Contact Environmental Health & Safety ◊ Risk Management at (352) 392-1591

What do I do if I need to have a University vehicle towed?

If you need towing during business hours, contact the Motor Pool at (352) 392-1131. Be prepared to provide the vehicle number, tag number, location of vehicle, and department. Vehicles are towed to the Motor Pool. In the unfortunate event you need towing after business hours, contact Max's Towing at (352) 377-0525 to have the vehicle brought to the Motor Pool. They are available 24 hours a day. Towing charges are added to the repair costs.

How late are you open?

Hours of business are 7:00 a.m. to 4:30 p.m., Monday - Friday.

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OPERATIONS ENGINEERING

Whom do I contact for dig permits?

Please contact the Dig Permit Office at (352) 392-5781. Before digging anywhere on campus, you need to complete the request form for a dig permit. Dig Permits

Whom do I contact for electrical issues?

Operations Engineering Electrical Department handles the majority of the electrical issues. These include distribution, transformers, electric meters and electric billing. For more information contact Operations Engineering Electrical Department at (352) 392-5050. If you have a problem in any of these areas, contact Work Management at (352) 392-1121.

If you are interested in learning how to lower your electrical consumption or how much electricity your department is using, contact the Energy Department at (352) 294-0645.

Whom do I contact for water issues?
Water issues should be brought to the attention of the Work Management Center. These include issues such as piping, meters, irrigation, drainage and potable water. Work Management will notify the appropriate department to handle your concerns.
Whom do I contact for tree related issues?
Please notify the Work Management Center concerning any tree issues on campus. These include tree removal, pruning, hazardous trees and barricades for construction projects.

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PLANNING/DOCUMENTS/RECORDS

How do I obtain an electronic version of any reference data, drawings, or maps of UF facilities?
By visiting our web site at www.ppd.ufl.edu/requests
Where do I go to look at, or obtain paper copies, or maps or drawings of UF facilities?
By visiting Room 111 in the Facilities Services Administration Building (UF Bldg. 700) you can view and obtain a copy of a wide range of different maps, photographs, and drawings of University facilities. We have aerial photographs of the Campus, a variety of Campus maps and Campus utilities maps, DOT right-of-way maps, up to date floor plan drawings of the E&G buildings, construction drawings for many of the University's buildings, and construction drawings for much of the University's utility infrastructure.
How can I obtain a copy of the current Building Information List or the UF Construction Standards?
By visiting the UF Facilities Planning and Construction web site at www.facilities.ufl.edu
Who is responsible for verifying as-built drawings and utility maps supplied by the Planning/Documents/Records department of Facilities Services?
The contractor or consultant executing the work.
Do we have to pay for renovations or projects done for our department?
General maintenance projects are covered by Facilities Services, however special projects or renovations that your department has requested are not.

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REFUSE & RECYCLING

What products are recycled?
Office Paper (all kinds), Newsprint, Phone Books, Magazines, Junk Mail, Soft-Cover Books, Old Corrugated Containers (Boxes), Toner & Ink-jet Cartridges, Cans (All), Glass Bottles & Jars, #1 & #2 Plastic Containers, Auto Batteries, Re-chargeable Batteries, Used Oil & Oil Filters, Antifreeze, Chemicals & Solvents, Wastewater Solids, Precious Metals, White Goods, Scrap Metal, Used Pallets, Used Lumber, Yard Debris, Fluorescent Tubes, Masonry & Concrete, and Cotton Goods.

Are there any newspaper recycling bins around campus? If so where are they located?
Yes, there are newspaper recycling bins around campus. Because paper requires weather protection, we rely primarily on interior collection bins for paper collection, supplemented by over 100 covered, specially-marked, exterior paper & cardboard recycling dumpsters around campus. We currently have over 800 paper recycling drop-off bins inside our major academic, administrative and research buildings, plus some 60 additional bins in the Health Center and Shands complex. We do have one exterior newspaper bin at present, by the Turlington Plaza, which is under the shelter of the building’s covered walkway. Click here for a map of our exterior paper dumpster sites.

What can we do to minimize our trash output?
The most environmentally friendly thing you can do is cut consumption right at the start -- buy only what you really need, avoid excessive packaging, and buy things that are durable and repairable. Re-using, selling, or donating useful things you no longer need is also environmentally friendly and often a great help to folks in need. Buying recyclable products can also be a good thing, but don't fool yourself -- recycling consumes resources, too, and not everything that is theoretically recyclable is really practical to recycle in all times and places.

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SAFETY

Where can I get Personal Protective Equipment (PPE)?
Central Stores carries a variety of PPE for employees. Additionally, you or your supervisor can purchase PPE directly from an outside vendor. PPE is paid for by Departments and provided at no cost to employees.

How do I report a work place injury?
Call 911 for Emergencies only. For non-emergency injuries notify your supervisor and call the Office of Workers Compensation at (352) 392-4914.
How do I replace safety shoes?
Ask your supervisor for a shoe voucher. Vouchers are good at any store that accepts UF Purchase Orders for up to $85.00. Employees are responsible for costs exceeding $85.00.
Whom can I contact with a safety concern?
Your supervisor or department head, or the University Environmental, Health and Safety Office. You can remain anonymous if you wish.
Can I sign a release or contract and be exempted from wearing safety shoes or other PPE?
No. No one is exempt from wearing PPE.

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SUPPLY CHAIN MANAGEMENT AND WAREHOUSE OPERATIONS

How are manufactures and models determined for items carried in stock?
All efforts are made to obtain items that meet or exceed Facilities Services standards at the lowest price. Generally we try to use University of Florida contracts that are managed by the University of Florida Purchasing Department for all our items.
Where are you located and how can I identify your building?
We are located west of the University's Motor Pool, just behind the new Counseling and Wellness Center, the physical address is 1026 Magnolia Drive, Building 705. Maps and Directions

What do I need to purchase goods from Supply Chain Management and Warehouse Operations?
You will need a Facilities Services generated PO and a valid standing work order with an open account using your CFR information, these are set up through the Work Management Department, (352) 392-1151.
Where do I direct billing questions for items obtained from Supply Chain Management and Warehouse Operations?
All questions concerning signature verification can be done by the Supply Chain Management and Warehouse Operations staff. All other billing questions should be directed to the Facilities Services Accounting Office at (352) 392-1151.

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UTILITIES

How do I make a request for Utility/Equipment outages?
This can be done by contacting the Project Manager or by calling the Work Management Center at (352) 392-1121.
How do I make a request for Dig Permits?

Please contact the Dig Permit Office at (352) 392-5781. Before digging anywhere on campus, you need to complete the request form for a dig permit. Dig Permits

Where do I call to check on or submit a Work Request?
Call the Work Management Center at (352) 392-1121.
Whom do I call in case of an emergency, e.g., power outage, running water or flooding of a building, a fire or smoke, etc.?
In case of fire or smoke call 911. All others call the Work Management Center at (352) 392-1121.

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WORK MANAGEMENT

Whom do I contact for starting a work order?
All work orders are started through Work Management. Their phone number is (352) 392-1121.
How do I submit a work request?
Call the Work Management Center at (352) 392-1121; Fax the Work Management Center at (352) 392-8006; e-mail the Work Management Center at workorder@admin.ufl.edu; or complete a work request through this web site. (Click Submit Work Request link above.)
If I am a student, whom do I contact to request permission to hold an event on campus?
Contact Student Activities and Involvement at (352) 392-1671.

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