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FSS/PPS 05.03 - Allocation of Responsibilities for the Materials Management and Logistics and Facilities Departments

Allocation of Responsibilities for the Materials Management and Logistics and Facilities Departments

FSS/PPS No. 05.03
Issue No. 6
Effective Date: 2/27/2017
Next Review Date: 1/01/2021 (E4Y)
Sr. Reviewer: Director, Materials Management and Logistics and Associate Vice President for Facilities

  1. PURPOSE

    1. This PPS establishes the allocation of responsibilities and special services for the Materials Management and Logistics (MM&L) and Facilities departments. Special services in this context primarily refer to furniture and equipment moves, departmental moves, events support and freight delivery as noted in Section 03.
  2. POLICY

    1. Departments having a need for the services of MM&L or the Facilities department should submit a work request stating the department’s name, the account number to be charged and the services desired. Work requests to Facilities should be submitted via the AIM work order system. Work requests to MM&L should be submitted no less than 10 days in advance using the correct online service form.

    2. Charges for the services requested will be determined on the type of services requested and whether the department is supported by state or local funds (as described in Section 04).

    3. The department will be notified if the services can be provided and if charges are to be made. An estimate of the charges will be provided to the department.

    4. When the services are completed, the department will be notified of the total charges and E-IDT’s will be processed by MM&L and Facilities to charge the appropriate account.

  3. RESPONSIBILITIES

    1. The following items have been designated as the responsibilities of MM&L:

      1. minor moves – such as within departments or offices;

      2. minor setups – such as department seminars and meetings;

      3. minor functions – such as the President’s luncheons and meetings, functions on the 11th floor of JCK, and Alkek Library;

      4. major functions – any events requiring more than 70 tables or 700 chairs; such as Graduation, LBJ Picnic and Convocation (Facilities will assist);

      5. receiving and delivery of freight;

      6. making out-of-town pickups and deliveries, if possible;

      7. loading or unloading of exceptionally heavy material items – will be done by MM&L and the Facilities department; and

      8. pickup of surplus property.

    2. The following items have been designated as the responsibilities of the Facilities department:

      1. major functions – such as Graduation and Convocation, the Facilities department will assist MM&L;

      2. loading or unloading of exceptionally heavy items – the Facilities department will assist MM&L; and

      3. services for utility, facility, custodial, maintenance, and grounds operations.

    3. Major moves will need to be contracted. Refer to FSS/PPS No. 08.05, Moving Guidelines for the Relocation of Departments into New or Renovated Facilities.

  4. SPECIAL SERVICES

    1. State regulations require that operating units, such as MM&L and the Facilities department, which are funded from state appropriations be reimbursed for services performed for activities not funded from this source.

    2. Special services performed by MM&L and the Facilities department are available to all university departments. However, university activities funded from auxiliary accounts, restricted accounts and non-university organizations, clubs and community events will be charged for special services such as:

      1. delivery and setup of equipment (e.g., tables, chairs, etc.) for seminars, meetings, workshops, etc.;

      2. departmental moves, excluding moves made necessary by building renovations; and

      3. relocation of furniture and equipment.

      All departments, no matter what funding source, must use an appropriate E&G account to charge for setups of luncheons, picnics, reunions, fundraising, barbecues, and parties.

    3. MM&L and the Facilities department will continue these special services at no charge, except when the services are required beyond regular working hours, to all state funded accounts and as noted above in Section 04.02 d. A services account in the designated fund group is established for providing services to accounts not funded from state funds.

    4. Charges for the services will be at the current base rate figured per man hour, with a minimum charge of one-man hour. Base rates will be figured by the associate vice president of Facilities and the director, MM&L for their areas. These hourly rates will be posted on their respective websites.

    5. Activities requiring the services of MM&L beyond regular working hours will be charged time and a half for after hours and weekends.

    6. Departmental moves from buildings scheduled for renovation or moves into new or renovated buildings will be charged to the appropriate construction account. Refer to FSS/PPS No. 08.05, Moving Guidelines for the Relocation of Departments into New or Renovated Facilities.

  5. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Director, Materials Management and Logistics January 1 E4Y
      Associate Vice President for Facilities January 1 E4Y
  6. CERTIFICATION OF STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Director, Materials Management and Logistics; co-senior reviewer of this PPS

    Associate Vice President for Facilities; co-senior reviewer of this PPS

    Associate Vice President for Financial Services

    Vice President for Finance and Support Services