Business Service Center
Frequently Asked Questions
Support Center
General Accounting Operations
Construction Accounting and Budgeting
Budgeting Operations
Payroll Services
Information Technology
Stockroom and Central Receiving
Support Center
Who do I call when I'm locked out?
Offices: In the event that you should lock your keys in your office, your first option should be someone else in your department. In the event that there is no one else available to help, during regular business hours you should call Facilities Support Center at 862-1437. After hours, nights or weekends, you would call UNH Security at 862-1427. The two requirements are that 1.) you wait by your room, and 2.) you can provide some form of identification. Identification can be shown once your door is unlocked. Please note that neither Police nor Security will allow access to an office other than your own.
Dorm and Apartment Lockouts: BEFORE you call to have your room opened, check with your key desk to see if they're open. Key desks are located in Stoke Hall, Devine Hall, Christensen Hall, Gables B Building, Woodsides Community Building, and the Forest Park Office. If the desk is closed OR you are not properly dressed you can call 862-1437 and ask to have your room unlocked. The two requirements are 1) that you wait by your room, and 2) that you can provide some form of ID. ID can be shown once your door is unlocked. If you are a Gables resident and you have locked yourself out of your room, you must contact the on-duty apartment manager. Neither Police nor Security will unlock your room. They will however unlock your apartment. Please note that neither Police nor Security will allow access to a room other than your own. The only exception to this is in the event that an alarm clock is going off in a room with no one there. If this is the case, you must notify someone from your hall/apt staff, and they must call 862-1437. This is also the case for lounges which are locked. If you leave property in a room and when you return the door is locked, call 862-1437 and someone will let you into the room long enough to retrieve your things. You will not be allowed to stay in the room, unless you have a key. Access cards only allow you to stay in a room after hours. It does not allow you to gain access to a room which is locked.
Who do I call for new keys or for other key related services?
Employees - Contact the Facilities Lock Shop at 6 Leavitt Lane by calling at 862-2736.
Students - Contact your Hall Director or Building Manager.
Who do I call for service during the weekend or evening?
Call the Facilities Support Center at 862-1437, 24 hours a day, 7 days a week, to report any emergency facilities related problems (no heat, power outage, leaks, plugged toilets, etc.). Any non-emergency related problems can be e-mailed or called in during business hours 6:00 AM – 4:30 PM Monday through Friday. The Facilities Support Center processes all customer service requests including maintenance, repairs, internal cleaning, grounds and roads, refuse, recycling, moving and campus support (special events), pest control, Dig Safe, and responds to questions regarding all services offered through Facilities.
Who do I call for refuse pick-up?
Call the Facilities Support Center at 6 Leavitt Lane by calling 862-1437
What are considered baseline services?
Baseline services are determined with each RC Unit and represent services included in the RCM fee, which may vary per RC Unit. Any specific questions regarding this question should be directed to the Facilities Executive Director of Operations by calling 862-1370.
When is the heat turned on?
Heating systems are turned on for the campus at such time the Facilities Energy Group determines they are necessary, generally during the later part of October. Once the heat is turned on, the air conditioning is shut off for the season.
When is the air conditioning turned on?
Air conditioning systems are turned on for the campus at such time by the Facilities Energy Group, generally during the later part of late May or early June. Once the air conditioning is turned on, the heat is turned off for the season.
How do I go about getting our vehicle registered and inspected?
Contact the Facilities Automotive Garage at 862-2574. Vehicles with a Gross Vehicle Weight > 10,000 need to be inspected twice yearly and once again in August and September. Valid inspection stickers for these vehicles must be in place by March 31st and September 30th.
General Accounting Operations
How do I obtain personal reimbursement?
Complete the Personal Reimbursement form and submit it to the Facilities Business Service Center at 6 Leavitt Lane: www.finadmin.unh.edu/pol_proc/chapter_07/reimburse_form_protect.xls
How do I obtain an internal encumbrance?
Fill out the encumbrance request form. Have it signed by the responsible manager, and forward it to the Facilities Business Service Center at 6 Leavitt Lane.
How do I obtain a purchase order?
Fill out the purchase order request form. Attach the vendor information and have the responsible budget manager sign the form and forward and forward it to the Facilities Business Service Center at 6 Leavitt Lane.
How do I increase/decrease a PO or internal encumbrance?
Fill out the internal encumbrance or purchase order request form. Attach the vendor information and have the responsible manager sign. If greater than $5,000, the signature of the Executive Director of Facilities is required. Then submit it to the Facilities Business Service Center at 6 Leavitt Lane for accounting approval and processing.
Who has the authority to sign or execute contracts or agreements for Facilities?
The Assistant Vice President for Facilities Services is authorized to sign for up to $25,000. The Executive Director Design and Construction does not have a signing limit for project amendments to NH state project agreements and increased CNH fueling capacity. Anything over $10,000 must be signed for by the Associate Vice President for Operations.
Who has the authority to sign Purchase Order requests?
The budget manager or responsible project manager has the authority to sign a purchase order request. Purchase Order requests for operations over $5,000 must be signed by the Executive Director of Facilities Operations.
What are the current mileage and per diem rates?
The current mileage rate, as of July 1, 2008 is $0.585/mile. However, this rate is sometimes adjusted depending on fuel prices and the latest travel forms should be used to ensure you have the accurate rate, visit www.finadmin.unh.edu/pol_proc/chapter_07/pro07_121.html. Per Diem rates vary depending on where you travel, and when. Visit the USNH Travel website to see current per diem rates: www.finadmin.unh.edu/controller/travel.html.
How do I request a renovation project?
Notify the Design and Construction Group (FD&C) to request a cost estimate. Then FD&C would obtain an estimate and complete a Facility Change Request for your approval and funding source.
Does Facilities encourage and pay for Professional Development?
Yes, based on department budget, staff is encouraged to seek job-related professional development opportunities. The staff member should take the information regarding the course or conference of interest and present it to their responsible budget manager for approval.
Does UNH offer paid tuition for credit courses?
Yes, the tuition waiver benefit applies only to tuition for regular courses offered by the University System, which includes: UNH, UNHM, GSC, PSU and KSC. For further information contact the Registrar’s Office on each campus.
I drive a UNH vehicle. I have been told to get a fuel card. Who do I contact to make the request?
Please contact the Facilities Support Center at 6 Leavitt Lane by calling 862-1437.
Who do I call about my Purchasing Card?
Contact the Facilities Business Service Center at 6 Leavitt Lane with any questions by calling 862-3754. They will help you or put you in touch with the appropriate Purchasing Agent in USNH Purchasing.
What can a Purchasing Card be used for?
Allowable, small dollar, high volume purchases for campus business, such as; office supplies, postage, membership dues and fees, etc. Contact your Facilities Business Service Center at 6 Leavitt Lane for a complete list by calling 862-3754.
When do I need to turn in my receipt for a Purchasing Card purchase?
Receipts should be turned in to your PCard account manager at the Facilities Business Service Center at 6 Leavitt Lane two days prior to the sweep date. Tape small receipts to 8.5” x 11” paper and stamp invoices with Facilities stamp and complete all seven points. Print each daily PCard notice and attach all stamped invoices.
What do I send for a receipt if I order something off the internet?
For purchases made over the internet, the invoice or confirmation page can be printed out and sent to the Facilities Business Service Center at 6 Leavitt Lane as documentation as long as sufficient detail information are present on the document.
What happens if I loose a Purchasing Card receipt?
If a receipt is lost, contact the vendor and request a copy of the receipt. If a copy of the receipt cannot be obtained contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3754.
I bought something with my Purchasing Card but haven't received a PCard daily notification. What should I do?
Vendors don't always process charges immediately- some batch charges weekly or even later. Another thing that may happen is that the vendor you purchased from might bill thru another vendor- when using a vendor you've never dealt with before (and you might suspect being a distributor) ask the question: "Who will the billing come from?"
I have a Purchasing Card daily, but I don't recognize the vendor.
The holder should contact the vendor and if the holder is not successful after contacting the vendor, they should go to the Facilities Business Service Center at 6 Leavitt Lane.
The sweep date is coming up and I have a problem with my documentation for a Purchasing Card charge. What should I do?
Call your PCard manager at the Facilities Business Service Center at 6 Leavitt Lane as soon as possible to let us know you have an issue/problem- this will prevent you from receiving a PCard violation for not submitting your documentation on time.
I’m planning on retirement within the next six months. Who do I contact to begin the process?
Contact the Facilities Human Resource Partner at 862-4646.
Does UNH have an office supplies contract with an outside agency?
Yes, Office Max is the designated supplier. Can I get an office supply catalog? Yes, contact the USNH Purchasing Office or go online to officemax.com.
Can I get a cash advance prior to traveling?
Cash travel advances are available on approved travel. Request should be made approximately 7-10 days prior to travel using the USNH Pre-Approval/Advance form.
Is the USNH travel expense reimbursement form and the USNH personal reimbursement form the same?
Yes.
Construction Accounting and Budgeting
How do I obtain personal reimbursement?
Complete the Personal Reimbursement form and submit it to the Facilities Business Service Center at 6 Leavitt Lane: www.finadmin.unh.edu/pol_proc/chapter_07/reimburse_form_protect.xls
How do I obtain an internal encumbrance?
Fill out the encumbrance request form. Have it signed by the Fund Manager, and forward it to the Facilities Business Service Center at 6 Leavitt Lane for accounting approval and processing.
How do I obtain a purchase order?
Fill out the purchase order request form. Attach the vendor information and have the Fund Manager sign the form and forward and forward it to the Facilities Business Service Center at 6 Leavitt Lane for accounting approval and processing.
How do I increase/decrease a Purchase Order or internal encumbrance?
Fill out the internal encumbrance or purchase order request form. Attach the vendor information and have the responsible manager sign. Then submit it to the Facilities Business Service Center at 6 Leavitt Lane for accounting approval and processing.
Who has the authority to sign or execute contracts or agreements for Facilities?
The Assistant Vice President for Facilities Services is authorized to sign for up to $25,000. The Executive Director Design and Construction does not have a signing limit for project amendments to NH state project agreements and increased CNH fueling capacity. Anything over $10,000 must be signed for by the Associate Vice President for Operations.
What are the current mileage and per diem rates?
The current mileage rate, as of July 1, 2008 is $0.585/mile. However, this rate is sometimes adjusted depending on fuel prices and the latest travel forms should be used to ensure you have the accurate rate, visit www.finadmin.unh.edu/pol_proc/chapter_07/pro07_121.html. Per Diem rates vary depending on where you travel, and when. Visit the USNH Travel website to see current per diem rates: www.finadmin.unh.edu/controller/travel.html
How do I request a renovation project?
Notify the Facilities Design and Construction Group (FD&C) to request a cost estimate. Then FD&C would obtain an estimate and complete a Facility Change Request for your approval and funding source.
How do I request a plant fund?
Contact the BSC Accounting Manager and request a fund number for a new plant fund. Provide 1) Fund name, 2) Budget Amount, 3) Project Manager, and 4) Funding Source. The Facilities Business Service Center at 6 Leavitt Lane will request the fund from Banner Finance production and notify you when the fund is established in Banner.
Does Facilities encourage and pay for Professional Development?
Yes, based on department budget, staff is encouraged to seek job-related professional development opportunities. The staff member should take the information regarding the course or conference of interest and present it to their responsible budget manager for approval.
Does UNH offer paid tuition for credit courses?
Yes, the tuition waiver benefit applies only to tuition for regular courses offered by the University System, which includes: UNH, UNHM, GSC, PSU and KSC. For further information contact the Registrar’s Office on each campus.
I drive a UNH vehicle. I have been told to get a fuel card. Who do I contact to make the request?
Please contact the Facilities Support Center by calling 862-1437. Who do I call about my Purchasing Card? Contact the Facilities Business Service Center at 6 Leavitt Lane with any questions by calling 862-3754. They will help you or put you in touch with the appropriate Purchasing Agent in USNH Purchasing.
What can a Purchasing Card be used for?
Allowable, small dollar, high volume purchases for campus business, such as; office supplies, postage, membership dues and fees, etc. Contact the Facilities Business Service Center at 6 Leavitt Lane for a complete list by calling 862-3754.
When do I need to turn in my receipt for a Purchasing Card purchase?
Receipts should be turned in to your PCard account manager at the Facilities Business Service Center at 6 Leavitt Lane two days prior to the sweep date. Tape small receipts to 8.5” x 11” paper and stamp invoices with Facilities stamp and complete all seven points. Print each daily PCard notice and attach all stamped invoices.
What do I send for a receipt if I order something off the internet?
For purchases made over the internet, the invoice or confirmation page can be printed out and sent to the Facilities Business Service Center at 6 Leavitt Lane as documentation as long as sufficient detail information are present on the document.
What happens if I loose a Purchasing Card receipt?
If a receipt is lost, contact the vendor and request a copy of the receipt. If a copy of the receipt cannot be obtained contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3754.
I bought something with my Purchasing Card but haven't received a PCard daily notification. What should I do?
Vendors don't always process charges immediately- some batch charges weekly or even later. Another thing that may happen is that the vendor you purchased from might bill thru another vendor- when using a vendor you've never dealt with before (and you might suspect being a distributor) ask the question: "Who will the billing come from?"
I have a Purchasing Card daily, but I don't recognize the vendor.
The holder should contact the vendor and if the holder is not successful after contacting the vendor, they should go to the Facilities Business Service Center at 6 Leavitt Lane.
The sweep date is coming up and I have a problem with my documentation for a Purchasing Card charge. What should I do?
Call your PCard manager at the Facilities Business Service Center at 6 Leavitt Lane as soon as possible to let us know you have an issue/problem- this will prevent you from receiving a PCard violation for not submitting your documentation on time.
I’m planning on retirement within the next six months. Who do I contact to begin the process?
Contact the Facilities Human Resource Partner at 862-4646.
Does UNH have an office supplies contract with an outside agency?
Yes, Office Max is the designated supplier.
Can I get an office supply catalog?
Yes, contact the USNH Purchasing Office or go online to officemax.com.
Can I get a cash advance prior to traveling?
Cash travel advances are available on approved travel. Request should be made approximately 7-10 days prior to travel using the USNH Pre-Approval/Advance form.
Is the USNH travel expense reimbursement form and the USNH personal reimbursement form the same?
Yes.
Budgeting Operations
How do I request budget transfers?
To request a budget move, the Budget Move Request Form must be complete by the budget manager and forwarded to Facilities Business Service Center at 6 Leavitt Lane. The form must be signed by the responsible budget manager for the org. Approval may also be need from the Executive Director of Facilities Management Services.
How do I request Management Reports?
Please contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3754 with your specific needs and they will help you determine what management reports would be helpful to you.
What is RCM all about?
There is a website that will help you better understand RCM, please visit http://www.unh.edu/rcm
How do we allocate our costs to the General Campus?
These are allocated through RCM process based on net assignable square feet.
How do I establish a plant fund for an approved project?
The Facilities Design and Construction Group (FD&C) would request the Facilities Business Service Center to establish a plant fund. Budget and funding source would be supplied so that the Facilities Business Service Center could establish budget and transfer funding once the plant fund is established.
If my budget does not include money for special projects, who do I contact to see if money is available?
Please contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3754.
What are the Facilities Labor Hour Charge Out Rates for FY 2008 and FY 2009?
What are the Facilities NASF Rates for FY 2008 and FY 2009?
Payroll Services
How frequently do I have to enter my time into FAMIS?
Employee time should be entered into FAMIS on a daily basis.
How do I modify my timecard?
If it hasn’t been approved yet, you can go in and modify it unless it’s earned time. If it has been approved or you are unable to modify, please contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3994.
Who do I contact for Payroll training?
Your supervisor will train you to enter timecards in FAMIS if you are responsible for entering them yourself. Any other questions regarding payroll should be directed to your supervisor.
Who do I contact if I have a question about my benefits?
Contact the Facilities Human Resource Partner by calling 862-4646.
How can I tell if I entered all my timecards for the pay period?
In FAMIS, under the role of EMPLOYEE, • Select UNH_PAYROLL_R_INDIVIDUAL_TIMECARDS. Enter the Starting Date” (this will be the first day of the current pay period) and • Press SUBMIT QUERY button at the top of the form. A Timecards Entered by Date with Hours report will be generated.
When do I get paid?
Payroll is set up on a bi-weekly basis for Operating Staff, Hourly and Students. Professional and Technical employees are on the alternating bi-weekly schedule. New employee may expect their first check in a 2 to 3 week time frame, depending on whether they started in the beginning or middle of the bi-weekly pay period.
Can I get a payroll advance?
A payroll advance can be made available by contacting the Facilities Business Service Center at 6 Leavitt Lane at 862-3994.
What do I do about a paycheck for a wrong amount?
Notify the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3994. The hours will be made up in the next pay period or in an advance if necessary. Do not add hours to your time card as the pay will be adjusted to reflect the difference.
Can I have my check automatically deposited to my bank?
Yes, contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3994 and they will provide you a direct deposit form.
When is Operating Staff eligible for Longevity Pay?
Refer to the Human Resource Policy manual. Operating Staff are eligible for Longevity Pay after 10 years of service to USNH. Longevity Pay is based on years of service and is effective based on the anniversary of the staff’s hire date.
What is Earned Time?
Refer to the Human Resource Policy manual. Earned Time is a paid leave program for Operating Staff which combines traditional vacation, sick, bereavement leave, military leave and personal time into one type of paid leave.
How does staff accrue earned time?
Refer to the Human Resource Policy manual. Earned Time is accrued for Operating Staff for each hour worked and based on years of employment.
Is there a minimum amount of earned time that must be used each year?
Refer to the Human Resource Policy manual. Yes, the minimum amount of Earned Time use is based on years of employment. Example: Up to 6 years – 12 days; 6 to 12 years – 14 days; 12 to 18 years – 16 days; 18 years and over – 18 days.
What is Sick Pool Leave?
Refer to the Human Resource Policy manual. Each year Operating Staff have the option of converting some or all of accrued earned time to sick pool time. One earned time day converts to three sick pool days. For further information, contact the Facilities Business Service Center at 6 Leavitt Lane by calling 862-3994.
Information Technology
Is FAMIS training available?
Yes, contact Facilities IT. Email: FacilitiesIT@unh.edu
Who do I contact for custom software development?
Contact Facilities IT. Email: FacilitiesIT@unh.edu
Who do I contact for FAMIS Preventative Maintenance training?
Contact Facilities IT. Email: FacilitiesIT@unh.edu
If I need to request a new FAMIS report, who do I contact?
Contact Facilities Management Reporting. Email: Facilities.MR@unh.edu
Or Fill out the Facilities Report Request Form:
Can I run my FAMIS reports instead of having to request them from the IT department?
Yes, talk to Facilities Management Reporting about your needs Email: Facilities.MR@unh.edu
How do I obtain campus maps?
Campus Map (PDF format)
Campus Parking Map (PDF format)
Stockroom and Central Receiving
How do we know what you carry for stock inventory?
We are currently working on an online catalog. Until that process is completed we have a spreadsheet with the full stock list that is available via email on request. The stockroom provides bulk purchasing and sale of supplies for the maintenance and general campus community. Items include cleaning supplies, paper recycling baskets, batteries, plastic bags, paper towels, toilet paper, light bulbs, gloves, fans, deodorizers, brooms and brushes, masking and duct tape, etc. Stockroom orders may be phoned in or emailed to Central Stores or items can be ordered by filling in the Stock Order Form. The form will prompt you for the date, the work order/encumbrance #, your name, phone number, where it should be delivered to, the part number, quantity, units of measure, item description and any special instructions. Phone Orders: 862-2737 or 862-3938 Email Orders: stockroom@maple.unh.edu Complete a special order form Fill in the form (pick up at Central Stores) and submit it to Central Stores (there is an in-basket you can put it in there). The form will prompt you for the date, the date you need the item by, the work order number, the building, your name, phone, quantity, unit of measure, description, and if the item is an emergency, rush, or normal need. If the special order is an emergency, be sure to hand it to us and do not just leave it in the special order in-basket. After hours stock procurement Employees needing stock items must go out to the warehouse and locate the parts needed. They should then fill in the after hours stock procurement form and leave it in the after-hour tray at Central Stores.
What information is needed for freight shipments?
Central Stores will need to know the specific item descriptions, approximate weights and dimensions, ship to address, billing information, and the contact phone number at destination. The items must be on a pallet or in shippable containers. Call 862-2803 for more specific information.
How do I complete a travel slip request?
Anyone needing to go off-campus for parts or supplies that will be charged to Central Stores must receive a travel slip prior to going to the vendor. A work order number will be required in order to generate a travel PO. The travel PO should be presented to the respective vendor to make purchases. Purchases on travel PO’s are limited to a maximum of $500. The vendor will bill the Central Stores PCard. After receiving the product(s) the employee must return the receipt to Central Stores. A log will be kept of all outstanding travel slips.
