Maintenance and Non-Maintenance Work


Maintenance Work:

Facilities Management & Services’ main function is to provide maintenance for the campus facilities and grounds and is funded by the General Fund monies.  When receiving requests for non-maintenance service, the costs of performing these activities are reimbursed by the requesting party, and subject to the reimbursement of both direct and indirect costs associated with the request.

Examples of work necessary to keep state-support facilities, grounds and infrastructures and roads in good condition as well as basic maintenance and repair of components of campus buildings and grounds are:

  • Utility systems, electrical systems, elevators, natural gas, steam water, heating, ventilation, air conditioning equipment and all associated equipment and parts.
  • Building structures including walls, windows and roofs.
  • Interior components such as floors, stairs, ceilings, floor covering, wall coverings, doors and hardware.
  • Permanently affixed items such as stairways, signs, roads, curbs, and landscape and grounds maintenance.
  • Custodial Services.

Non-Maintenance Work (chargeback/cost recovery):

Facilities Management & Service is required to determine that all non-general fund services and materials are identified and fully charged back to the requester.

Chargeback funds are used to procure materials, parts, vendor services, and additional labor to meet campus needs.

Non-maintenance Chargebacks may include such items as:

  • Remodels or building alterations.
  • Attaching items to buildings and grounds.
  • Some event support (electricians, custodial services, utilities, grounds, etc.).
  • Adding electrical circuits.
  • Providing new locks on filing cabinets.
  • Adding electronic locking devices.
  • All work provided to non-state (campus auxiliary funded) and off-campus entities.
  • Automotive repairs.
  • Moving requests for items over 500 lbs., excessive size, or multiple office moves.
  • Group II equipment repairs, fabrication or modification.
  • DOC (Delivery Order Contract) services.

However, small scale non-maintenance is predominantly done at "no charge" and includes:

  • Moving furniture to Property Management and two-office “swap” moves.
  • Special Events support that is state funded and during our regular work week schedule.
  • Repainting offices and classrooms on the 12-year maintenance cycle and hallways and restrooms on the 8-year maintenance cycle.
  • Seismic bracing of shelving.

Chargeback Information is defined by the CSU, Chancellor’s Office Executive Order 847 (Supersedes EO 757) and Executive Order 1000 (Supersedes EO 753). 

  • Executive Order 847 (Policy Statement on Facility Maintenance) indicates that in addition to having the responsibility of maintaining the campus facilities (routine, scheduled, deferred) and capital renewal of facilities, utility infrastructure, roads and grounds, the campus Facilities Management department is responsible for providing non-maintenance services and improvements (on a chargeback basis).
  • Executive Order 847 states that:

"The campus general fund operations, or other appropriate funding sources, shall be reimbursed the actual direct costs plus indirect costs associated with requested non-maintenance services provided by the facilities department." EO847

  • Executive Order 1000 (Delegation of Fiscal Authority and Responsibility) states that:

“The campus President is delegated authority and responsibility for effective oversight of all state funds held by the campus and all funds held in a fiduciary capacity. The campus Chief Financial Officer shall be the primary campus financial officer in respect to administration of these delegations of authority and responsibility.” EO1000

  • EO 1000 requires auxiliary enterprises to be charged allowable direct costs plus an allocable portion of indirect costs associated with facilities, goods, and services provided by the University funded general funds.


The complete list of definitions can be found in the Chancellor's Office Executive Order 847. (link)  But, in short, they are:

  • Operations and Maintenance: Activities required by ongoing, routine operations and maintenance of a building.
  • Deferred Maintenance: Work that has been deferred on a planned or unplanned basis due to lack of funds in the annual budget on building components that have not reached their expected life cycle.
  • Capital Renewal: The systemic replacement of building and utility systems to extend their useful life.
  • Direct Costs: Costs that can be readily assigned to a particular costs objective with a high degree of accuracy.
  • Indirect Costs: All costs that are not direct such as support personnel, management/supervisory personnel, transportation, etc. Indirect costs do not have a direct relationship to the production actually being done but are related to the ability of the facilities department to work.
  • Resource: General Funds or other appropriate fund sources made available to complete the basic mission of the facilities department. This includes, but is not limited to, all in-house labor, contractor support, and related sources to complete the facilities maintenance task.

We invite you submit your work or project requests by clicking the link or through our Facilities Management & Service home page, listed on the left as “Request Service.” If you have any questions, please feel free to contact Facilities Management at 898-6222.