Frequently Asked Questions

Help!

What is considered an emergency?
Who is in charge of safety on campus?
How do you deal with disability accommodations and ADA compliance?
Do you lend out tools and equipment?
I’m confused. Who can I call?

Something isn’t working right.

Something’s broken in my building. Can you fix it?
How do I adjust the temperature in my office?
Which buildings have air conditioning?
Can I get a more ergonomic chair or office?

Stuff: buy, move around, surplus.

What is a Purchase Order?
How do I get a Purchase Order?
Where can I find a copy of the purchase requisition form?
Where can I buy office supplies?
How do I apply for a department credit card?
Can I purchase items from Costco?
What do I do if I don't receive the item that I ordered with a PO?
What do I do with the invoice for the item(s) I bought?
What do I do if I receive an asset tag in the mail?
How can I get some boxes moved into storage?
I need help setting up an event. Can Crew help?
What do I do if I need to get rid of an item?
What do I do if I need to get a surplus item?

I need to make travel arrangements.

What hotels are available around the university for guests?
How do I make a hotel reservation?
How do I sign up for the Corporate Travel Account?

How exactly does this all work?

What are your office hours?
How do I put in a work request?
What do I do if I can't log in?
How soon can I expect my work request to be completed?
What services are chargeable?
How are services charged back?
How do I get a PFF?

Help!

What is considered an emergency?
Emergencies typically include such things as health and safety hazards, imminent damage to facilities or equipment, security deficiencies, heating requests, elevator breakdowns, leaks, plumbing problems, power outages, etc. Call the Resource Center directly at (206) 296-6996 so that we may notify our staff immediately.

Who is in charge of safety on campus?
It depends, but start with Public Safety or Environmental Health and Safety.

How do you deal with disability accommodations and ADA compliance?
We make every effort to make the campus accessible. Please let us know if you have any concerns or suggestions.

Do you lend out tools and equipment?
We have one six-foot ladder members of the campus may borrow, but otherwise all tools and equipment are only for use by Facilities employees.

I’m confused. Who can I call?
Facilities Services’ main phone number is (206) 296-6999.

Something isn’t working right.

Something’s broken in my building. Can you fix it?
Most often, yes!

The situations below require an immediate response; please call us at x6996 so we can address them right away.

• Blown fuses, electrical outages
• Broken glass
• Elevator problems
• Heating and cooling adjustments
• Leaks
• Plumbing problems

You can also submit a work request for...

• Affixing of bookcases to walls 
• Assistance with moving items across campus
• Broken furniture
• Broken or malfunctioning windows
• Broken window blinds 
• Classroom clocks, podiums, desks, chairs
• Disability access/ADA compliance
• Ergonomic assessments
• Evaluation of requests and complex projects
• Extra garbage or recycling totes (large plastic rolling bins)
• Graffiti
• Hazardous material disposal
• Keyboard trays
• Landscaping and pruning
• Light bulb replacement
• Locks and keys, including doors and filing cabinets
• Malfunctioning doors
• Malfunctioning outlets, missing outlet covers
• Masonry problems (sidewalks, paving)
• Mounting of bulletin boards, art, etc.
• Noisy or squeaky ventilation
• Painting
• Pest sightings and control
• Recycling pickup
• Signage, including office sign inserts
• Spills and stains requiring cleaning
• Surplus furniture and equipment…and more!

How do I adjust the temperature in my office?
Thermostats in your office or building can adjust the temperature within certain parameters. If your space is uncomfortably hot or cold, call the Resource Center at (206) 296-6996.

Which buildings have air conditioning?
1313 E Columbia, A&A Building, Bannan biology labs, Campion prayer rooms and room 100C, Chardin (first floor only), Engineering rooms 302, 308, 309, and 313, Fitness Center, Garrand (first floor classrooms), James C. Pigott Pavilion for Leadership, Law School Annex, Lee Center, Lemieux Library and McGoldrick Learning Commons,  Loyola rooms 202, 203, 300, 301, and 302, O'Brien Center, Pigott (auditorium and new wing only), Student Center, Sullivan Hall Law School, Vachon Room, and Wyckoff Auditorium have air conditioning.

Can I get a more ergonomic chair or office?
Ergonomic assessments are provided free of charge by Environmental Health and Safety; just put in a work request for one. Furniture must be paid for by each department, but keyboard trays are available for anyone who would like one.

Stuff: buy, move around, tag, get rid of.

What is a Purchase Order?
A purchase order is a legal contract that binds the buyer (Seattle University) to the seller for the items listed at the prices listed.

How do I get a Purchase Order?
Submit an original purchase requisition to Support Services. In most cases your order will be processed within one business day. Click here for more information.

Where can I find a copy of the purchase requisition form?
Click here and then select it from the document box on the right.

Where can I buy office supplies?
Office supplies can be purchased directly through OfficeMax Solutions. The university receives a discounted rate on all office supplies and next day shipping for most items. To sign up for an OfficeMax account or for more information, click here.

How do I apply for a department credit card?
To obtain a ProCard application, contact Support Services at x6998. Once you receive the folder, fill out the application, have it signed by the cost center manager, and return the original to Support Services. Be sure to read all of the rules and regulations regarding the card.

Can I purchase items from Costco?
Yes. The University has a business account with Costco that allows us to pay when the items are received. To check prices, log on to Costco.com's business section and browse the products. You must turn in a purchase requisition for your order, just like any other purchase. Support Services will order your items online; delivery is the next business day. There is a $20 shipping fee for orders under $250.

What do I do if I don't receive the item that I ordered with a PO?
Contact the company directly and give them the Purchase Order number. If you experience any problems, please call Support Services at x2639.

What do I do with the invoice for the items I bought?
Approve the amount the items were purchased for, write the date, budget number, PO number, and the words "okay to pay" on the invoice. Have the invoice signed by the cost center manager and turn the invoice and pink copy of the PO into the Controller's Office for payment.

What do I do if I receive an asset tag in the mail?
Place the asset tag on the item as instructed on the asset tag form. For furniture, make sure that it is in a discreet area. Fill out the form, making sure to include the model number, serial number, building, room the item will be used in most often, department that is responsible for the item, and the End User. Return the form to Support Services. For more information, click here.

How can I get some boxes moved into storage?
Enter a work request with the Resource Center . The crew will then arrange to pick up and deliver your items.

I need help setting up an event. Can Crew help?
In most situations, Conference and Event Services can handle your needs. If they cannot, contact the Resource Center to see if the Crew can assist. There may be a charge.

What do I do if I need to get rid of an item?
To surplus an item you no longer need, simply put in a work request detailing what the item is, where it is located, the condition the item is in and any asset tag numbers you have. We'll take care of the rest. To surplus a computer item, please contact the IT department at x5571.

What do I do if I need to get a surplus item?
If you want a surplus item for your office, put in a work request describing exactly what you are looking for, what size and what color it should be, as well as where you want it. Our inventory is limited, but we will try to find what you are looking for.

I need to make travel arrangements

What hotels are available around the university for guests?
We currently contract with the Silver Cloud and the Sorrento hotels. For more information on each of these hotels, please see Travel Resources.

How do I make a hotel reservation?
Fill out a Guest Form and fax it to Support Services at x2150. We will make the reservation for you and fax the form back with your confirmation number.

How do I sign up for the Corporate Travel Account?
 Seattle University has partnered with the Independent Colleges of Washington to create an Egencia Corporate Travel Account. This new web portal to Egencia enables SU employees to search for flights, hotels, and rental cars with the added benefit of being able to create your own user profile and store University or personal credit card information. To sign up, email Lauren Rochholz at rochholz@seattleu.edu. An account can be created within two business days.

How exactly does this all work?

What are your office hours?
Facilities Services is open from 8 a.m. to 4:30 p.m., Monday through Friday, although maintenance staff may work slightly different hours. In the event of an emergency after hours, please contact Public Safety at (206) 296-5990.

How do I put in a work request?
To put in a work request, go to Web Central. This page is only available on campus.

What do I do if I can't log in?
Call the Resource Center at (206) 296-6996 for assistance.

How soon can I expect my work request to be completed?
The backlog of work that is carried by each shop varies due to the type of work requested and the time it takes to complete the work. Urgent requests (safety related issues, loss of power, food preparation equipment, living and working environments, etc.) are responded to within minutes or two days depending on the particular situation. Current backlogs are:

What services are chargeable?
Chargeable requests may include:

• Work requests where the materials are over $250 total from all shops involved.

• Work requests where the estimated labor hours are over 8.

• Work involves an outside vendor.

• Work performed outside of the normal work week

For a list of what is funded by Facilities and what is charged back to the department,  click here . 

 How are services charged back?

A Project Funding Form (PFF) is used to charge back materials and labor to the requesting department.

 How do I get a PFF?

 When you submit a work request, it is evaluated by a Facilities shop lead or manager and discussed with the requester.  If it is determined that the request is chargeable, the Facilities lead or manager itemizes the costs on the PFF and turns it into the Facilities Response Center.  The FRC will send the PFF to the requester.  The Cost Center Manager of the requesting department has 15 days to sign and return the PFF, approve the work, or decline it by notifying the FRC.  When the FRC receives the PFF back, materials will be ordered and the work begins.  When the work is completed, the requesting department is charged back.

Last updated: 01/4/2013