Manual Business Procedures - MSU Physical Plant Division

For information on initiating a service request, call 3-1760 or click here!

• Section 260: PHYSICAL PLANT DIVISION
• Section 225: KEYS AND LOCK SERVICE
• Section 221: RECYCLING AND WASTE MANAGEMENT
• Section 245: VEHICLE AND TRANSPORTATION SERVICES
• Section 280: TELEPHONE SERVICE, DIRECTORY INFORMATION AND TELEPHONE CHARGES

Other Related Sections

• Section 25: FIELD TRIPS
  (Controller's Office.)
• Section 35: UNIVERSITY INSURANCE POLICY (Automotive)
  (Controller's Office.)
• Section 70: TRAVEL REGULATIONS
  (Controller's Office)
• Section 200: ALTERATION AND IMPROVEMENTS OF FACILITIES
  (Office of Facilities Planning and Space Management.)

• Section 260: Physical Plant Division

  I. GENERAL

  This section describes the wide range of Physical Plant Division services and outlines basic business procedures. To address questions not answered below, call the appropriate department office or click on the links for additional information (addresses, contacts, service hours, fax and telephone numbers, service details, etc.)
  
  
  • 355-3366 - Administrative Office
  • 355-3375 - Business and Personnel Office
  • 355-8485 - Custodial Services Department
  • 355-3372 - Engineering and Architectural Services Department
  • 353-1760 - Maintenance Services Department
  • 355-3314 - Power and Water Department
  • 355-1723 - Recycling and Waste Management
  • 353-5515 - Telecommunication Systems Department
  • 353-5280 - Transportation Services Department

  II. SERVICE DESCRIPTIONS

  1. MAINTENANCE SERVICES operates and maintains academic buildings, maintains the utility distribution system, and performs related services. A wide variety of skills and materials in metal working, electrical, electronics, plumbing, heating, ventilation, air-conditioning, carpentry, roofing, masonry, locksmith, painting, and glazing trades are available for departmental facilities and projects.

  2. ENGINEERING AND ARCHITECTURAL SERVICES performs planning and analysis for the Physical Plant Division, maintains construction standards and master records of buildings and utilities, coordinates and inspects alteration projects, and prepares plans and specifications. The department also reviews plans for consulting architects and engineers on capital construction projects.

  3. CUSTODIAL SERVICES provides cleaning service in academic, athletic and event buildings, locks and unlocks the buildings, operates swimming pools, replaces light bulbs and tubes, and similar minor building maintenance. The department also sets up special events, assembles furniture and provides heavy trucking, labor, and equipment for certain heavy moving and delivery services. Contact the head custodian for basic custodial service in a building; otherwise call the department office at 355-8485.

  4. The POWER AND WATER department operates the power plant, reservoir, and wells which provide steam, electricity, and water to the main campus. For information on utility capabilities, call Engineering and Architectural Services at 355-3372. To report irregular utility conditions or utility interruptions, call Physical Plant Dispatch at 353-1760.

  5. The RECYCLING AND WASTE MANAGEMENT department disposes of the University's solid waste with a goal of minimizing landfill and maximizing recycling.

  6. TELECOMMUNICATION SYSTEMS manages the University's telephone, radio, broadband cable TV, and fiber systems. See Section 280 for details on the telephone system and directory information services. Call 353-1760 to request service.

  7. TRANSPORTATION SERVICES operates the Campus Charter Bus Service; rents and leases sedans, station wagons, vans and trucks to departments and individuals for University busines; operates a fueling and vehicle repair station; and maintains data, titles, and licensing for the vehicle fleet. Campus shuttle service and special transportation services are operated by Capital Area Transportation Authority (CATA) at 394-1100.

  III. REQUESTING SERVICES

  1. To request routine maintenance services in academic buildings or report problems, call 353-1760; outside of normal business hours call 355-1855. For custodial services in these buildings, see the head custodian, leave a note, or call 355-8485.

  2. The Request for Interdepartmental Material or Service ("Service Request") form is used to request maintenance, custodial, engineering, and telephone (Section 280) services to be paid for by the requesting department. Download a copy or order the form from General Stores (stock #140-2842).

  3. WORK ORDER, PROJECT NUMBER, AND CAPITAL PROJECT NUMBER

     Upon approval of the service request, an electronic confirmation is sent to the requesting department. Three key references included on the work order are the:

     1. WORK ORDER, PROJECT NUMBER, AND CAPITAL PROJECT NUMBER - which appears on all documents from an approved service request to final billing. Reference it when inquiring about a job.

     2. PROJECT MANAGER - Physical Plant's primary representative to be contacted regarding the status of a job.

     3. THE REQUESTER - the requesting department's representative regarding all aspects of the job.

  4. OPEN ORDERS

     A Service Request can also be used to establish an open order for miscellaneous or recurring Physical Plant services. With an Open Order Job Number the department representative can request services verbally rather than sending separate Service Requests. However, be aware that Physical Plant's ability to respond to "what's it for?" billing questions is also reduced.

  5. BILLING PROCEDURES

     1. Billing procedures for telephone services are detailed in Section 280.

     2. Billing charges for all other departmental services are itemized on the Physical Plant Division Monthly Customer Statement. Send billing inquires to (customer@pplant.msu.edu).

  6. CUSTOMER INQUIRIES
     1. To get answers regarding the status of a job, contact the PROJECT MANAGER listed on the ELECTRONIC CONFIRMATION or call 353-1760.

     2. To get billing questions answered or to gain access to on-line job charges, contact the Physical Plant Business and Personnel Office at 355-3375, ext. 5.

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  Section 221: MSU Office of Recycling and Waste Management

  88 Service Rd. * MSU Recycles! Hotline 355-1723

  I. FUNCTION

  The MSU Office of Recycling and Waste Management provides the University community with refuse disposal services, information, and resources to help minimize waste of material items through waste reduction, re-use and recycling. Its programs and services are guided by the following policy:
  MICHIGAN STATE UNIVERSITY MATERIALS RECOVERY POLICY

  This policy has been developed as part of the University's Waste Management Strategy, to allow for the recovery of all materials generated at the University which have a reuse or recycling value.

  Purpose: To provide a framework to guide procedures for the appropriate disposition of all equipment, items, and non-hazardous materials which are no longer needed by the current user, yet have a residual value to the University.

  Policy: All items acquired by University departments, regardless of the source of funds, are under University control and subject to the disposal procedures below:

  1. Inventoried Equipment (initial cost $5000 or higher) shall be disposed of in accordance with the options listed in Section 300., "EQUIPMENT TRANSFER NOTICE". For more complete information about equipment at Michigan State University, see Section 224., "INVENTORY DEPARTMENT" or call Inventory at 355-0357 x 247.

  2. All Other Equipment, Supplies, and Non-Hazardous Materials, no matter the size or quantity, are subject to the following procedures for determining how to dispose of them. Before placing materials in a waste container...
     1. Evaluate the item for potential continued departmental use either through repair or use by other units or staff.

     2. If no internal use is found, consider placing a free "classified ad" in the "Budget Booster" Newsletter (see Section 222.) for sale, trade or gift to other departments.

     3. Most items, if not used internally or transferred directly to another department, should be sent to the MSU Surplus Store for sale to other departments or the public. Call Surplus at 5-0364 for a determination of whether the item is appropriate for Surplus pick up and resale.

     4. If items are determined to be inappropriate for sale or trade, such as scrap paper, metal, wood, plastic or other recyclable "waste" materials, you will be referred to the MSU Recycles! HOTLINE staff for the latest information on the University Recycling Program available for these types of materials. Such items must be recycled through the system in place at that time as advised by the Office of Recycling and Waste Management. In no instance should surplus items or materials be picked up by or delivered to off-campus entities, unless otherwise directed.

  3. Hazardous Materials. It is the releasing department's sole responsibility to dispose of hazardous materials in accordance with university policy. Call the Office of Radiation, Chemical, and Biological Safety (ORCBS) for more information at 355-0153.

  II. SERVICES

  The Office of Recycling and Waste Management currently provides services in Refuse (trash) Disposal, Recycling, and Waste Reduction to help you comply with these policies.

  1. Refuse Disposal: Effective 1/1/99, the Office of Recycling and Waste Management is now responsible for removal of solid waste from dumpsters or compactors at or outside campus buildings. This is done on a scheduled basis, with special services available on call for both planned and unanticipated events. Containers for bulk waste items which are not suitable for resale by the MSU Surplus Store, or for recycling, are available for placement as well. Call the Hotline at 355-1723 for service requests or questions.

  2. Recycling: In response to the growing need and demand for recycling services at MSU, the Office of Recycling and Waste Management was formed to initiate and coordinate collection and processing/marketing of recyclable wastes.
     1. OFFICE PAPER

        White and Mixed paper collection is available in all academic, administrative and most service buildings. The program works as follows:

        1. Free containers are provided to all staff for each of the grades of paper collected (use of an alternative container is acceptable).

        2. Faculty and staff will take these containers to an "intermediate" container located in centralized area in their department (usually near copy machines, computers, mail boxes, etc.)

        3. Office of Recycling staff collects the materials from there and removes it from the building for processing and marketing.

     2. OTHER PAPER

        Items such as bound books, glossy brochures, purged files, etc. are also recyclable. Call the MSU Recycles! Hotline to arrange for a special pickup.

     3. MAGAZINES/CATALOGS

        These periodicals with all glossy pages are collected at different locations throughout academic and administrative buildings in containers provided to each building. Call for location information or to schedule a special pick up.

     4. NEWSPAPERS

        These are collected in all buildings at a designated location, many with a marked container, usually at the loading dock. Individuals and departments are required to transport the paper to these containers.

     5. TELEPHONE DIRECTORIES

        Outdated Ameritech, faculty/staff, and student directories are collected on campus at the time of distribution of the new directories. Call the Hotline at 5-1723 for location information.

     6. LASER PRINTER TONER CARTRIDGES

        Empty Toner Cartridges will be collected for reuse by the Office Paper recycling staff if they are placed in the original packaging and left next to the office paper "intermediate" container.

     7. INK JET CARTRIDGES

        Empty Ink Jet cartridges can be sent to MSU Recycling, via campus mail. Please use the plastic bag furnished with the cartridge purchased from University Stores, or call the Hotline to request one.

     8. SHIPPING PACKAGING

        Corrugated cardboard cartons are collected from many receiving areas and other campus buildings. Please call if you have large amounts of cardboard in your building. The Office of Recycling and Waste Management will provide containers and guidelines to follow for preparation.

        In addition, Polyfoam "packing peanuts" only (no cups or blocks) are collected and redistributed by University Stores for re-use by shipping departments. Simply place in a plastic bag, and label for Campus Mail pick up.

     9. RESIDENTIAL MATERIALS

        A mobile Recycling Center is available for residents of the University Apartments. It accepts household materials such as newspaper, corrugated cardboard, office papers; and glass, plastic and metal containers.

        A plan for serving the Residence Halls is also being developed.

     For status updates and further Recycling information, call the MSU Recycles! HOTLINE at 355-1723.

  3. Waste Reduction

     Education is the key to solving our waste problem. Much of our waste can be eliminated through examining purchase, use and disposal practices. The Office of Recycling and Waste Management can provide information to faculty, staff and students on ways to reduce the amount of waste they produce, and how to get items either reused or recycled instead of landfilled. The MSU Recycles! HOTLINE is 355-1723.

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  Section 225: Keys and Lock Service

  I. GENERAL

  1. This section outlines procedures to obtain keys to University facilities and to get various other lock services.

  2. The Key Shop is located in the Physical Plant Building, telephone 353-1760. Emergency Service is available after regular business hours and on weekends and holidays.

  3. While lock and key service or arrangements can be initiated by a telephone call, detailed and timely paperwork is required to maintain security.

  II. AUTHORIZED SIGNATURES

  1. The Dean, Department Chairperson, or a designated representative controls the distribution and duplication of keys for their assigned areas.

  2. This authority is recognized by presubmitted signatures. No key will be issued by the Key Shop without the written approval of a unit administrator.

  3. Each department or college is responsible for periodic reviews of the master list of authorized unit administrators and must submit revised authorized signatures to reflect staff changes.

  III. KEY DUPLICATION PROCEDURE

  1. Original keys for a building and major building alterations are charged against the construction costs. Duplicate keys are charged to departmental accounts.

  2. Duplicates are obtained by presenting a completed Request for Keys (Stores stock order #140-2548) to the Key Shop. A separate form must be prepared for each type (code) requested (e.g., master, submaster, room key, misc key.)

  3. The Request for Keys must carry the signature of a unit administrator on the Key Shop's master list.

  4. The person receiving the keys signs both copies of the Request for Keys. The original is returned to the department and the duplicate is retained by the Key Shop.

  IV. KEY ASSIGNMENT

  1. Each college, department, or division issues keys to its personnel and is responsible for keeping records to assure building security and control.

  2. The form Assigment of Keys by Departments, (Stores stock order #140-2534) assists in this record keeping. One completed copy should be filed in key number sequence and one copy alphabetically by name.

  3. All keys should be returned to the department when an employee transfers or leaves the University. If any key is not returned, the department should complete a Collection Advice form requesting the Accounts Receivable Division of the Controller's Office to collect an appropriate amount. The amount may vary substantially, based on the type of keys, security needs and the cost of reestablishing security.

  V. LOCK SERVICE

  1. Routine lock service for doors in main campus buildings used for funded academic, research or administrative functions is performed without charge.

  2. Specialized lock service is available and charged to the appropriate departmental account. This includes building or area rekeying, furniture lock service and keys, combination safe work, padlocks, and other related services.

  3. To get routine service, call 353-1760. To get specialized service, use a service request, Request for Interdepartment Material or Service. Download a copy or order from General Stores (stock #140-2842).

  VI. SPECIAL SERVICES AND PROCEDURES

  1. Safe and vault combination changes are initiated by a service request as outlined in item V.C. above. Special procedures are used to ensure security.

  2. Removal of an area or room from the master key system to provide maximum security is initiated by a service request as outlined in item V.C. above. Since such changes eliminate the usual custodial and maintenance service access, special authorization and procedures are required.

  3. Requests for master or submaster keys to Housing and Food Services areas require approval from the Assistant Vice President for Housing and Food Services or the Manager of University Housing.

  4. Keys to mechanical rooms, electrical vaults, and similar areas are controlled by the Physical Plant Division.

  VII. BILLING

  Key Shop charges are included in the Physical Plant Division billing, a monthly statement of charges for service. Entries on the billing statement reflect all charges posted up to the statement date. Call 355-3375 with any questions concerning monthly billings.

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  Section 245: Vehicle and Transportation Services

  I. LICENSED MOTOR VEHICLE POLICY

  1. Overview: Michigan State University owns and operates licensed motor vehicles necessary to conduct University business.

  2. Responsibility: All Michigan State University licensed motor vehicles are within the responsible purview of the Transportation Services Department, Physical Plant Division. Transportation Services will arrange for obtaining new vehicles, disposing and reassigning of old or surplus vehicles, securing and maintaining the necessary titles and licenses, performing proper maintenance, maintaining required service records, ensuring fleet safety standards, and other required fleet management responsibilities.

  3. Ownership: Passenger vehicles (i.e., sedans, station wagons, passenger vans, etc.) may be rented daily or leased from the Transportation Services Department. Special use vehicles, such as service trucks, may be leased or be department owned.

  4. Authorization: Daily rental or short-term lease of a vehicle requires a University Travel Authorization approved by a dean or director. Long-term lease, individual assignment, or a request to expand the University fleet, requires written justification of need and approval by the Provost or the Vice President for Finance and Operations.

  5. Identification: University vehicles will bear municipal license plates, University decals and visible unit numbers.

  6. Usage: Operators must comply with University Travel Regulations (Section 70) and must operate vehicles legally and in a manner which does not detract from the public image of the University. As a general policy, there is to be no personal use of the University vehicles.

  II. MOTOR POOL

  The Motor Pool, located in the Central Services Building, is open from 7:00 a.m. until 5:00 p.m., Monday through Friday.

  1. Daily Lease: Customers may reserve cars, station wagons, mini-vans, vans, trucks and other vehicles (telephone 353-5280). An approved Travel Authorization and Emergency Contact Form and valid driver license are required to pick up a vehicle.

  2. A Cancellation Fee may be assessed when vehicle reservations are not cancelled at least 48 hours in advance.

  3. Long Term Lease: Long term use of a vehicle may be arranged with a Request for Long Term Lease of a University Vehicle (Form 0-12491). Specific questions should be directed to the Motor Pool (353-5280).

  III. CHARTER BUS SERVICE

  1. General Information: The University Charter Bus Service, located in the Central Services Building, and is open from 7:00 a.m. until 5:00 p.m., Monday through Friday. Those who wish to charter a University bus should do so as much in advance as possible. Charter bus service can be arranged in person or by telephone (353-5280), fax (353-4510), email (trans@pplant.msu.edu), or mail.

  2. A Cancellation Fee may be assessed when charter reservations are not cancelled at least 48 hours in advance.

  IV. CAMPUS BUS AND SPECIAL TRANSPORTATION SERVICES

  1. Campus bus and special transportation services are provided by the Capital Area Transportation Authority (CATA). Such services include daily transit buses, evening fixed bus route service, later-evening demand response buses, parking shuttle and paratransit buses. Questions regarding these services should be directed to CATA. CATA is located at 4615 Tranter Dr., Lansing, MIchigan 48910, and can be reached by telephone at 394-1100 or Fax 394-3733. Specific questions regarding paratransit bus services may also be directed to the Resource Center for Persons with Disabilities (RCPD), telephone 353-9642.

  V. SERVICE GARAGE

  The Service Garage, located on the East side of Spartan Stadium, is open from 8:00 a.m. to 4:30 p.m., Monday through Friday. Available products include gasoline, diesel fuel, motor oils, antifreeze, and other parts and accessories. Available services include oil changes, lubrication, tune-ups, front-end alignment, vehicle washing, wheel-balancing, wrecker service, body work, major repairs, etc. The Service Garage also sends monthly maintenance reminder reports to vehicle owners. Customers may schedule appointments or arrange other services by telephone (355-1868), Fax (355-1738), e-mail (garage@pplant.msu.edu) or mail.

  VI. FUEL SERVICES

  Michigan State University operates 24-hour, automated self-serve gasoline and diesel fuel pumps (located on the East side of Spartan Stadium). Questions regarding fuel service may be directed to the Service Garage at 355-1868, Fax 355-1738 or e-mail at garage@pplant.msu.edu.

  VII. INVENTORY

  The Inventory Department maintains a listing of vehicles for insurance purposes (See Manual of Business Procedures, Section 224.)

  VIII. INSURANCE

  University vehicles are covered under the University Insurance Policy (Section 35). A copy of the vehicle registration, current insurance information, and required vehicle accident report forms (accident kit) should be carried in the vehicle glove compartment at all times. Additional forms are available from the Transportation Services Department. A supplemental collision and comprehensive Vehicle Protection Plan (VPP) is also available from Transportation Services. Telephone 353-5280 for additional information. This supplemental coverage enables the vehicle owner to pay an annual fee and reduce collision deductible from $5000 to $500. Coverage is included on Motor Pool leased vehicles.

  IX. DRIVER LICENSING AND MEDICAL CERTIFICATION

  To legally operate Michigan State University vehicles, state and federal law requires that employees possess the appropriate vehicle operator license and, in some cases, medical certification.

  1. When a person operates a vehicle on an infrequent basis or when a vehicle is used to assist in accomplishing assigned duties (i.e., a professor driving to an off-campus course; a plumber driving to an assignment) it is considered Incidental Duty and a basic Operator (driver) License is all that is required.

  2. When the reason for a person being an employee is to operate a vehicle,irrespective of size, to perform a job or provide a service (i.e., a bus driver; a rubbish truck operator) it is considered Primary Duty and a Chauffeur License is required.

  3. State of Michigan law requires that any person, irrespective of whether driving is an Incidental or Primary Duty, operating a vehicle with more than 10,000 lbs. gross vehicle weight rating (GVWR) or a vehicle towing a unit with a GVWR of 10,000 lbs. or more must carry a Medical Certificate. Supervisors shall arrange medical certification at departmental expense through the Olin Health Center or a University-referred physician for off-campus employees.

  4. Furthermore, irrespective of whether driving is an Incidental or Primary Duty, Federal law requires that an employee must obtain and carry with them a Commercial Driver License (CDL), with appropriate endorsements, if they operate:
     1. A single vehicle having a GVWR of 26,001 pounds or more.

     2. A combination of vehicles having a gross combination weight rating of 26,001 pounds or more, towing vehicles not more than 10,000 pounds GVWR.

     3. A vehicle towing another vehicle with a GVWR over 10,000 pounds.

     4. A vehicle designed to carry 16 or more people (including the driver).

     5. A vehicle carrying hazardous materials in such amounts that placarding is required.

  5. Obtaining and maintaining Vehicle Operator Licenses, Chauffeur Licenses and Commercial Driver Licenses is a personal expense and the responsibility of the employee. Verification of licensing and medical certification is the responsibility of the employing department. Where the duties of a position necessitate vehicle operator licensure and medical certification, departments should reflect this requirement on the position requisition form to ensure that vacancies are posted with appropriate job requirements. Departments are also responsible for ensuring that these requirements are met on an ongoing basis.

  6. Additional information and clarification regarding licensing required to operate University vehicles may be obtained from any office of the Secretary of State or the Transportation Services Department, 353-5280.

  X. ALCOHOL AND CONTROLLED SUBSTANCES TESTING

  Federal law specifies that every person who operates a commercial motor vehicle and is subject to the Commercial Driver License (CDL) requirement is also subject to alcohol and controlled substances testing. University policy and procedures governing such testing may be found in the Human Resources Policy and Procedures Manual.

  XI. VEHICLE LICENSING AND REGISTRATION

  University vehicles are licensed in accordance with the Vehicle Policy and State of Michigan law. License, registration, and title records are maintained at the Transportation Services Department. License plates may not be altered, removed, transferred, or destroyed without coordinating with the Transportation Services Department.

  XII. VEHICLE LEASE, PURCHASE AND OWNERSHIP

  Requisitions for vehicle purchase should be submitted to the Purchasing Department prior to September of each year so that the University may obtain the maximum fleet purchase discounts available. Requests for vehicle lease should be submitted to the Motor Pool with as much advance notice as is possible. Questions pertaining to lease and purchase policies may be directed to the Transportation Services Department (353-5280) and the Purchasing Department (355-0357), as appropriate.

  XIII. VEHICLE LONG TERM LEASE OR OWNERSHIP--ADDITIONS TO THE VEHICLE FLEET

  Vehicle purchases which result in an addition to the fleet, require appropriate approval and completion of a Request for Long Term Lease or Ownership of a University Vehicle (Form 0-12491). Questions may be directed to the Transportation Services Department (353-5280).

  XIV. VEHICLE DELIVERY, TRANSFER, SALE OR DISPOSAL

  Delivery of new vehicles, transfers between departments, and sale or disposal of vehicles is coordinated by Transportation Services where appropriate decals are installed or removed in accordance with University policy, license plates are assigned or removed, and fleet administrative and maintenance records are updated as required. Ownership lease and transfer of vehicles will be as specified in para. I, Licensed Motor Vehicle Policy. University vehicles will be sold or traded, whichever is most advantageous. Normally, sale of vehicles will be through the MSU Credit Union or MSU Surplus Store, although some may be sold at State of Michigan Auction. Questions regarding the specific process may be directed to the Transportation Services Department (353-5280).

  XV. VEHICLE SAFETY/INSPECTIONS

  Departments are responsible for assuring that vehicles are maintained in safe operating condition and that information regarding maintenance at sites other than the Service Garage is forwarded for inclusion in the central file.

  XVI. VEHICLE RECALLS

  Manufacturer vehicle recalls should be coordinated with the Service Garage to assure maintenance records are updated. Departments may take the vehicle to a dealer for repairs or request Service Garage assistance.

  XVII. GASOLINE CREDIT CARDS

  Fleet purchase credit cards are made available for use when purchasing off-campus fuel for Motor Pool vehicles to minimize University expense. Major oil company credit cards for department-owned vehicles may be requested from the Accounting Office (355-5000). Contact Transportation Services (353-5280) to obtain or vehicle fuel cards for use in the University 24-hour, self-service fuel system.

  XVIII. VEHICLE AND TRAVEL EXPENSE REIMBURSEMENT

  Reimbursement for travel related expenses should be processed as outlined in Section 70 of the Manual of Business Procedures. Many reimbursements for expenses associated with Motor Pool lease vehicles may be made immediately at the Motor Pool. Questions should be directed to the Motor Pool (353-5280).

  XIX. UNIVERSITY CLASS FIELD TRIPS

  A variety of Motor Pool vehicles are available to lease for field trips. Field Trip Policy is outlined in the Manual of Business Procedures, Section 25.

  XX. VEHICLE SERVICE CHARGES

  Charges for vehicle and transportation services appear on the monthly departmental Physical Plant billing statement and the University Fund Ledger. Questions regarding billing statements may be directed to the Physical Plant Business and Personnel Office (355-3375).

  XXI. EMERGENCY ASSISTANCE

  Emergency vehicle assistance may be obtained by telephoning Transportation Services (353-5280) or the Service Garage (355-1868). During holidays and other than normal office hours, requests for emergency assistance should be directed to the University operator (355-1855). If necessary, these numbers may be telephoned "collect."

  XXII. INFORMATION

  Information and assistance pertaining to University vehicle operation or transportation services may be obtained from the Transportation Services Department (353-5280).

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  Section 280: Telephone Service, Directory Information and Telephone Charges

  I. PURPOSE OF THE SECTION

  To detail procedures for directory information changes, telephone equipment changes and telephone service charges.

  II. GENERAL

  1. To maintain accurate faculty and staff directory information listings in the Physical Plant's University Telephone Center, see Item III below.

  2. For information regarding Telecom Systems Services / Equipment, see Item IV below, Email Telesyst@pplant.msu.edu, or call 353-5515.

  3. For information on monthly telephone charges, see Item V below, Email customer@pplant.msu.edu or call 355-3375.

  III. TELEPHONE PHONE DIRECTORY INFORMATION CHANGES

  1. To update MSU telephone directory information, go to the Human Resources web page and click on "eHR Electronic Transactions". Log in and go to the "Faculty/Staff/Retiree Address System" and enter changes. Select "Contact Us" from the log in page to obtain more information.

  2. Employees with MSU Net ID may update their home address and personal information pages, including the option to eliminate personal information from the directories.
  3. Address Administrators may update the home address, personal information and business address pages, and are not allowed the option to eliminate personal information from the directories.

  IV. TELECOMMUNICATION SYSTEMS - SERVICES / EQUIPMENT

  The MSU community expects that voice communication systems will be functional in the event of emergencies*, will allow for a wide variety of features/capabilities and will operate at a reasonable cost. These procedures attempt to provide departments with steps to best ensure the success of such systems.

  It is highly recommended that departments consult with MSU Telecom Systems staff when purchasing equipment that affects its voice communications.

  *Emergencies may necessitate the use of Emergency 911 (user dialing local emergency services) or Reverse 911 (Campus Public Safety initiating a call to a telephone number) capabilities.

  1. Major Repairs and General Assistance are best addressed by calling 353-5515.

  2. Requests for consulting to install, remove, replace, repair (major repairs - see A) or alter telephone lines/systems/cabling/phones may be initiated by submitting a Request for Interdepartmental Material or Service form to Telecom Systems.
     1. On-line----http://www.telecom.pp.msu.edu/FORM-General-Service.html

     2. Mail/Fax to Telecom Systems, W110 Public Safety Building, fax number 353-6633. You can either download a copy from web site http://www.telecom.pp.msu.edu/PDF/GeneralServiceRequest.pdf or order from General Stores (stock #140-2842.)

  3. Charges for all changes are billed to the department requesting the change on the monthly telephone billing statement (recurring) and from the Physical Plant FAMIS billing statement (non-recurring).

  4. New campus voice systems (such as voice over internet protocol and/or telephone systems) must be designed with a minimum of 4 hours of continuous power in the event of a loss of building power. This may involve a combination of devices including: generators, uninterruptible power supplies (UPS) and batteries. It is recommended that existing systems be redesigned to this standard.

  5. Purchasing requires that all telephone/voice systems are approved by Telecommunication Systems.

  6. Purchase and/or installation of telephone/voice or intercom-type systems may be submitted using a Request of Interdepartmental Material, as indicated in Section B. In all cases, Purchasing requires that purchase of telephone/voice systems be approved by Telecom Systems.

  7. Telecom Systems will arrange installation of intercoms and related communications equipment. All installation and maintenance costs and the scheduling for maintenance of such equipment are the responsibility of the department requesting the service.

  8. Requests are first checked to determine if the communications need can be met with existing University wiring systems, using existing conduit and wiring.
     1. Conduit designated for campus-standard telephone service wiring cannot accommodate cables or wire for intercom or other communications equipment unless there is excess space for future telephone needs. Conduits are provided for campus-standard telephone service and have priority.
     2. Conduit and/or wiring that are added to complete the request are billed to the account associated with the request. There may also be costs to remove wire, as required by code.

  V. TELEPHONE CHARGES

  1. GENERAL

     The Physical Plant Division sends each department a monthly telephone statement itemizing charges for use of telephone equipment, long distance, local calls, directory advertising, broadband services, etc. Email to customer@pplant.msu.edu, or call 355-3375 for billing assistance.

  2. LONG DISTANCE CALLS
     1. Each department is responsible for determining that charges on the billing statement are applicable. The Long Distance Telephone Record (Stores stock order #140-2716) is recommended for this purpose, and should be made available to all persons in the department who make long distance calls.

     2. To request credits for long distance telephone calls:
        1. Mark the questionable call(s) on a copy of the billing statement;

        2. Attach an explanation, including a department contact person and their telephone number;

        3. Fax the above to 353-5001, Email to customer@pplant.msu.edu, or mail to Business and Personnel Office, Room 1, Physical Plant Building.

        In most cases, long distance carriers will not issue a credit for calls originating from a department telephone.

     3. The department is responsible to restrict access to staff telephones to authorized persons only.

     4. Personal toll calls must not be charged to University telephones.

     5. If you need to have a questionable call investigated, call 355-3375 to make arrangements with the appropriate long distance carrier.

  3. TRANSFER OF CHARGES
     1. A department may wish to charge an account other than the one designated for telephone service or long distance toll charges.

     2. This transfer of charges may be done by sending a Journal Voucher to the Accounting Department, 360 Administration Building, telephone 355-5000.

     3. To keep bookkeeping to a minimum, these entries should not be prepared more than once a month.

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