When equipment is purchased and installed primarily to support a research project, grant, or specific departmental use, the project or department is responsible for:
- Costs of equipment maintenance, and
- Costs for any required facility modification.
Departments are advised to consult with Facilities Operations regarding facility needs prior to purchase or grant submittal.
Departments are encouraged to ensure that each grant and contract request includes funding to adequately cover installation and all maintenance costs for research project equipment during the period of the research project.
At the completion of the research project and/or grant, the department finances the ongoing maintenance costs of the equipment, places the equipment in storage, or removes the equipment from the building.
For equipment purchased by departmental funds, the department finances ongoing maintenance for the life of the equipment.
The research project or department assumes responsibility for ensuring that funds are available to cover such costs.
Facilities Operations provides maintenance support for departmentally-funded equipment on a recharge basis.
With the department's approval, Facilities Operations establishes a preventive maintenance schedule which is based on the equipment manufacturer's specifications.
Facilities Operations bills departments for maintenance services performed on department/research project equipment.
The requisitioning department requests the establishment of a blanket requisition by issuing an Interdepartmental Requisition and Invoice (IRI) to Facilities Operations. See 70.06 and 70.05.
The blanket IRI is charged against the research project or department account code.
Facilities Operations assigns an equipment number to each piece of equipment identified on the blanket IRI. Each equipment number will be associated with the costs for all maintenance performed on that equipment by Facilities Operations for the department/research project.
The department views maintenance charges for a department/ research project account by accessing budget statement information available through the BALANCES application in the Administrative Information System (AIS). See 85.33 and 30.07.
Maintenance charges for equipment funded by a department/ research project are listed by the assigned equipment number.