Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Facilities Management Division
No. 1.3.06

Inter-Departmental Request

1.0 Purpose
To provide a procedure for obtaining Inter-Departmental services from the Facilities Management Division.

2.0 Discussion
Inter-Departmental services are those services provided by the Facilities Management Division other than routine maintenance and building renovations.

3.0 Policy
Inter-Departmental services will be provided by the Physical Plant Division to other Budget Units, on a cost basis, through the Inter-Departmental Request procedure.

Examples of Physical Plant Inter-Departmental Requests (IDR) are:
3.1 Installation of special equipment such as lighting fixtures, electrical outlets, blinds, bulletin boards, portable lab equipment, etc.

3.2 Installation of floor coverings such as tile, carpet, etc.

3.3 Repair of office furniture, cabinet, etc.

3.4 Repair of departmental equipment (excluding Bio-medical).

3.5 Fabrication of cabinets, bookcases, bulletin boards, etc.

3.6 Painting for decorative purposes.

3.7 Other services such as plant decorations, key and lock changes, signage needs, etc.

NOTE:
3.7.1 Building renovation services should be obtained through Administrative Renovations Policy 2.3.02.

3.7.2 Refer to the Physical Plant Division services pamphlet for a description of how to obtain various maintenance services.

3.8 Inter-Departmental request that cannot be completed during the current fiscal year will be returned to the requesting Budget Unit. A new Request should then be submitted after July 1, for the required goods and services.

3.9 Costs. Most Physical Plant charges for Inter-Departmental Requests are limited to actual costs of materials. However, in some cases, both material and labor will be charged. Examples of the type of Inter-Departmental Request that will be charged labor as well as material costs are.

3.9.1 Cabinet fabrication to include cabinets, bookcases, desks, tables, etc.

3.9.2 Installation of computer cable.

3.9.3 Work normally done by outside contract such as carpet or glass installation.

3.9.4 Work done by outside contract at the request of the user.

3.10 Cost Estimates. Material cost estimates will be provided when requested by the user. If in-house or contract labor are to be charged, labor and material cost estimates will be provided before work begins. Most estimates, when required, will be provided within 3 weeks of receipt of a properly authorized Request.

3.11 Completion Dates. Approved Requests will usually be completed within 90 days of receipt of the IDR. In some cases, material deliveries or other problems may delay completion beyond 90 days.

3.12 Expediting Completion. In order to expedite completion, the user may request the use of contract labor. In such a case, the user will be charged for contract labor as well as material costs.

4.0 Procedure

Requestor
4.1 Prepare Inter-Departmental Request form MC527 80-2750 in the following manner:

4.1.1 User (Dept.) - Name of Budget Unit requesting goods and services.

4.1.2 User Account Number - Twelve-digit number corresponding to the name entered above.

4.1.3 Date - Date that the Request is made.

4.1.4 Person to Contract - Name, and MCG extension, of person familiar with the request. This information will expedite the request should questions arise.

4.1.5 Estimate Requested - If an estimate is necessary prior to beginning work, enter "yes" in the block; no entry, or "no" will result in work being initiated without further approval. If in-house labor or contract labor are to be charged, an estimate will be provided for approval by the requestor prior to work being initiated.

4.1.6 Date Wanted - Specify date by which goods or services are needed. ASAP is not adequate.

4.1.7 Deliver to Room No. - Exact room where goods or services are to be delivered - not room number of approving authority.

4.1.8 User Approval - Signature of person authorized to make request. (Note: Availability of funds within a Budget Unit is the responsibility of the person authorizing the request).

4.1.9 Building Coordinator Approval - Signature of the Building Coordinator. (Note: Availability of funds with a Budget Unit is the responsibility of the person authorizing the Request).

4.1.10 Fund Approval - Signature of additional person in Budget Unit if two signatures are required by departmental policies.

4.1.11 Description of Work Requested - Describe work in as much detail as possible. If the work is considered emergency, the request should so indicate and describe why the work is considered and emergency.

4.2 Retain copy 6; Requesting Department Copy (Goldenrod) for your reference.

4.3 Transmit completed request to Physical Plant Division, Work Management Center, HP 1022.

4.4 For information concerning the status of an Inter-Departmental Request, contact the Physical Plant Division, Work Management Center.

4.5 When an IDR cannot be completed quickly enough with Physical Plant labor, the user should request in writing, the use of outside contractors.

Physical Plant Division
4.6 Review the Inter-Departmental Request for accuracy and propriety.

4.7 Record Inter-Departmental Request Master Number.

4.8 Provide cost estimate as required (usually, within 3 weeks of a properly authorized IDR).

4.9 Forward copy 4; Status Copy, (Canary) to Requesting Department, with Master IDR number and shop assignment for reference.

4.10 Provide goods or perform services for all Inter-Departmental Requests. Inter-Departmental Requests will usually be completed within 90 days of initiation of IDR.

4.11 Complete pricing of goods or services on all copies of the request including warehouse issues, inventory items, purchases, and in-house or contract labor as required.

Controllers' Division Project Accounting
4.12 Enter account numbers and object codes corresponding to the various shops involved in completing the request.

4.13 Forward "Charge Copy" with all costs indicated to requesting Budget Unit.

4.14 Forward "Original Copy" to Controllers' Division, Payroll Section.

4.15 Process completed requests and transfer charges to the user Budget Unit.

Date: 1 April 1982 | Rev. No: 01-1 | Rev. Date: 1 July 2001 | No. 1.3.06