Billing & Reimbursement of Costs

Reimbursement of Costs Policy

(non-Â鶹´«Ã½ requests)

The purpose of the Reimbursement of Costs (Associated with the Use of Â鶹´«Ã½ Facilities and Grounds by Non-Â鶹´«Ã½ Related Organizations) policy is to ensure the University is made whole for all expenses associated with supporting non-Â鶹´«Ã½ requests on University facilities and grounds.

  1. Sponsoring Individual - Responsible for:

    • Contacting AVP for Facilities Management and Construction for approval for space/activity

    • Submitting a work order via the work order system (odu.edu/maintenance)

      to have costs estimated. Required information includes:

      • Date(s)

      • Start time(s) / End time(s)

      • Location

      • Estimated number of individuals

      • Other requirements

    • Ensuring payment (check, made out to Â鶹´«Ã½) is made,

      to Facilities, in advance, for use of space. Other charges may apply to

      cover damages, support above what was forecasted, etc.

    • Acting as liaison between outside group and the rest of the University

  2. Facilities - Responsible for:

    • Costs associated with utilities, Housekeeping, Grounds support, other

      types of support will be estimated

    • Provide required support for event

Billing (IDT)

(Â鶹´«Ã½ internal requests)

Charges incurred by a requesting department for chargeable Facilities Management services are billed to the department's budget code via Interdepartmental Transfer (IDT).

The form is managed by the University .