Billing
Most of our day-to-day operations and maintenance (like routine cleaning, waste collection, building repairs, landscaping, and pest management) is centrally funded.
Departments, agencies and student groups can fund supplementary work. Some examples of work orders that might be funded by the client:
- Modifying department offices, meeting rooms and staff lounges.
- Renovating restricted classrooms, labs and seminar rooms.
- Repairs and maintenance for non-standard, department-owned equipment.
- Specialized maintenance for athletic facilities.
- Services to support special events.
Costing
For most department-funded work, we charge:
- labour costs +
- material costs +
- a 5% admin fee on the material cost
The admin fee on materials and supplies is usually offset by educational and volume discounts.
We're happy to provide an estimate for your work order. Use FMIS to request an estimate for FMGT work. Estimates that take less than an hour to prepare are free. (That's almost all of them.)
We provide a detailed, itemized breakdown of the costs for all client-funded work. They're stored with your work order in FMIS. You can access your work orders, and any work orders that you're watching, as long as they're open and for 60 days after they close.
Service rates
| FMGT shop or unit | Internal | Ancillary or agency |
UVSS or GSS |
|---|---|---|---|
| Carpentry | $53.00 | $60.95 | $29.84 |
| Paint | $53.00 | $60.95 | $29.84 |
| Electrical | $56.00 | $64.40 | $31.53 |
| Mechanical | $56.00 | $64.40 | $31.53 |
| Plumbing | $56.00 | $64.40 | $31.53 |
| Grounds | $43.00 | $49.45 | $24.21 |
| Custodial | $36.00 | $41.40 | $20.27 |
| Distribution | $39.00 | $44.85 | $21.96 |
| Waste | $43.00 | $49.45 | $24.21 |
We work with the Office of Budget and Capital Planning to calculate hourly rates that cover our costs. We update them annually to reflect changes in UVic's collective agreements. Those rates are then approved by the Vice-President Finance and Operations (VPFO).
Our service rate calculations include:
- hourly wages
- including supervisory wages, provisional pay and premiums
- excluding management wages, overtime and termination payouts
- preparation and clean-up (time spent in trades shops cleaning up and preparing for jobs)
- administrative support wages directly related to chargeback work
- employee benefits
- charged to ancillary and agency clients only
Project management & design
Complex requests will have a Facilities Management project manager assigned to provide critical leadership, liaison, support and oversight. This is usually the case for renovations which can require feasibility studies, costing, planning, purchasing, skilled labour, permitting, and liaising with stakeholders (including other UVic departments and government agencies).
Requests for interior modifications (like renovations and redesigns) will have a coordinator from the Interiors, Design and Drafting team assigned. They'll help determine your requirements, work within your budget to source furnishings, develop an accessible layout, and coordinate deliveries and installation.
Project management and IDD coordination services are billed as a surcharge based on a percentage of the total cost of the project rather than hourly fees. An interior modification projects with a large enough scope may need both project management and IDD coordination.
| service | Rate |
|---|---|
| Project management | 5% |
| Interior design | 5% |
External firms
If we need to hire an external project management or design firm for your work, we charge an admin fee on top of the cost of the firm.
| Team | Admin fee |
|---|---|
| External project management firm | 15% |
| External design firm | 15% |
Resources
To provide transparency and help the UVic community understand our billing practices, we've published our Guiding Principles to Client Billing. This was created as an internal training document so some sections use jargon related to FMIS, FAST Budget, and UVic's organizational structure.
Contact us
UVic finance and administration
Our staff take care of finance and admin for Facilities Management staff and operations. If you're looking for UVic's central finance and admin services, try:
Our finance and administration team supports Facilities Management's operations and projects to ensure efficient accounting, budgeting, and financial planning. Our accounting staff also play vital roles in processing charges for stakeholders, both within in UVic and external.
-
Sue Gaudet
Director of Finance & Administration
-
Julie Ellerton
Administrative Officer
- Area(s) of expertise:
- Customer billing, purchasing, accounts payable, internal payroll and HR
-
Erin Thorson
Accounting/Billing Clerk
- Area(s) of expertise:
- Customer billing (FMIS charges, utility billing, flat rate Billing, SLA billing, lease agreements, journal voucher processing)
-
Crystal Marshall
Purchasing Coordinator
- Area(s) of expertise:
- Purchasing/accounts payable (vendor payments, WebReq processing, AGR listing, purchase orders)
-
Marius Banuta
Projects Financial Coordinator
- Area(s) of expertise:
- Project accounting (accounting support for project management, change order processing, vendor payments, certificate for payment processing, project accruals)
-
Sarah Brooks
HR Processing Clerk
- Area(s) of expertise:
- HR/payroll (departmental payroll and leave processing, recruitment, benefits support, new employee onboarding)