Chargeback Policy

The following guidelines are to clarify and improve on how non-Facilities funded work is charged to campus departmental and student organization accounts. All student accounts will be charged for set-ups and moves. Administrative or academic accounts will not be charged for set-ups or moves provided they meet the notification deadlines set forth below.

Event Set-Ups:

The following procedure will apply:

1. Facilities has developed a set of flat fee charges for typical on-campus events.
2. Facilities will acknowledge each request with a written confirmation of the charges and will obtain authorization to charge the account.
3. Facilities will journal the flat fee to the account within five days of the event. All Facilities charges for event set-ups will be charged to a separate 'clearing account' and the balance funded and closed to zero at year's end.
4. There will not be charges for routine set-ups in spaces such as Griffin 3, Bronfman Auditorium, or Chapin Hall. Facilities labor will be charged back if coverage during the event is requested or required.

The following College activities/locations will continue to be charged actual labor and equipment charges:

• Alumni Reunions
• Dance
• Lightnight/Senior Week
• Chaplain's Office
• Daycare
• Orientation
• Commencement
• Family Weekends
• Tennis Courts
• Convocation
• Hockey Rink
• Athletics -- National, Post Season Tournaments

These are considered "official College events" and not student events.

Set-Ups Notification (applicable for all requests):

A five (5) working days notice will be required, and strictly adhered to, for all set-up requests. Late requests will be charged an additional fee of $100 per event OR 10% of the total charges, whichever is greater.

Due to the extremely heavy workload in the six-week period of May 1 - June 15, the notification period will be increased to ten (10) working days. The additional fees for events during this time period will be $200 per event or 20% of the total charges, whichever is greater. If Facilities is unable to perform an event set-up, we will attempt to find a local contractor to perform the work. Under those circumstances, the actual costs of labor, equipment, and materials will be charged.

During the two (2) weeks prior to Labor Day and the two (2) weeks following Labor Day, Facilities does not provide moves or set-ups. If you must have a move or set-up during that time period, please contact Bea Miles (x3496). She can assist you in hiring an outside contractor at your expense.

Moves:

Because every move is different, a flat fee schedule cannot be determined. As a result, actual costs will be charged. Estimates for the cost of the move will be provided upon request. Move requests not meeting the notification requirements will be charged to the requesting department plus a fee of $100 or 10% of the cost of the move, whichever is greater. All off-campus moves will be charged to the requesting department, with the same fees applying if notification requirements are not met. If Facilities is unable to perform a move, we will attempt to find a local contractor to perform the work. Under those circumstances, the actual costs of the move will be charged.

During the two (2) weeks prior to Labor Day and the two (2) weeks following Labor Day, Facilities does not provide moves or set-ups. If you must have a move or set-up during that time period, please contact Bea Miles (x3496). She can assist you in hiring an outside contractor at your expense.

Non-Maintenance Departmental Requests:

All non-maintenance requests received by Facilities estimated to be less than $1,000 will be expensed to a special Facilities account. This account is intended for items such as additional bookshelves, additional electrical outlets, window shades, and other "minor" improvements to faculty and staff spaces. This applies to faculty and administrative staff areas only.