Manual of Business Procedures

Section 260: PHYSICAL PLANT DIVISION
Section 225: KEYS AND LOCK SERVICE
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 201: ALTERATION AND IMPROVEMENTS OF FACILITIES
(Office of Facilities Planning and Space Management.)

Physical Plant Home Page

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.)

II. SERVICE DESCRIPTIONS

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.
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.
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.
LANDSCAPE SERVICES provides maintenance of the campus park including all horticultural and flowering materials, roads, sidewalks, directional traffic and informational signs and litter and debris control. Woody plant specimens are made available from its nursery for the planned campus. Site construction work and maintenance of service equipment is also provided.
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.
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 353-5515 to request service.
TRANSPORTATION SERVICES operates the Campus Charter Bus Service; rents and leases sedans, station wagons, vans and trucks to departments and individuals for University business; operates a fueling and vehicle repair station; maintains data, titles, and licensing for the vehicle fleet, and operates the MSU Bikes Service Center. Campus shuttle service and special transportation services are operated by Capital Area Transportation Authority (CATA) at 394-1100.

III. REQUESTING SERVICES

To request routine maintenance services in academic buildings or report problems, call 353-1760; 24 hours a day and 7 days a week. For custodial services in these buildings, see the head custodian, leave a note, or call 355-8485.
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 University Stores (stock #14028420).
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 appear 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.
OPEN ORDER FOR TROUBLE CALLS
A Physical Plant Open Order Request can be established for immediate response by Physical Plant personnel for emergency type Physical Plant services. A separate Work Order will be issued for each emergency call using information received on the Open Order Request eliminating the need for a separate service request for each "trouble call". Contact customer@pplant.msu.edu or call 432-0250 to receive more information about this service.
NON-STUDENT OUTDOOR EVENTS
Information regarding the procedure to obtain approvals and schedule non-student outdoor events, including 5K runs, events with tents, including tailgate tents, A-Frames, as well as outdoor banners and signs can be found at http://custodial.msu.edu/index.cfm/outdoor-forms/. Forms are available at: http://custodial.msu.edu/index.cfm/outdoor-forms/. Guidelines and policies, including the tent policy, are available at: http://custodial.msu.edu/index.cfm/outdoor-forms/. For additional information call 355-8485. (Student events are facilitated through Student Life, 355-8286.)
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 Online Customer Statement and in AIS Docviewer.
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. Send billing inquiries to (customer@pplant.msu.edu) or call 432-0250.
EXTENDED HEATING, VENTILATION AND COOLING (HVAC) RUN TIMES
Physical Plant is the unit that implements the requests for extending HVAC operation in buildings on campus. All requests will be logged with the requestor's name, department affiliation/position, phone number, date and time and location of activity, number of people associated with the activity, and the reason/purpose for extension. Under all circumstances, requests should be sent in as a service request, see pp.msu.edu and click on "Download Service Request", the department is Maintenance Services-HVAC. Physical Plant Building Services phone number is 353-1760 for questions. Billing will occur for incurred cost where appropriate.

In keeping with the Environmental Stewardship goals data monitoring the additional run-time requests for Tier III and IV will include the additional energy use including kwh costs to the general fund and CO2 emissions calculations on a semester basis. This information will be shared with the Vice President for Finance and Operations and the Provost.

Tier I - Physical Plant Central Control Approval:

These requests are single time requests, amounting to 4 or fewer hours additional run time on a single system. These requests should be submitted by service request, see pp.msu.edu and click on "Download Service Request".

Additional conditions: Four or more similar requests by the person/department within a 6 month period will automatically elevate the request to a Tier II request. Denial of a request, for any reason, may be appealed to a Tier II level.

Tier II - Physical Plant Supervisor Approval/Appeal:

These requests are temporary in nature, amounting to 16 or fewer total hours of additional run time and include any elevated Tier I requests and appeals. These requests should be submitted by service request, pp.msu.edu and click on "Download Service Request".

Additional conditions: Two or more similar requests by the person/department within a 6 month period will automatically elevate the request to a Tier III request. Denial of a request, for any reason, may be appealed to a Tier III level.

Tier III - Physical Plant Service Manager Approval/Appeal:

These are temporary in nature, but may be in affect for extended periods lasting less than 15 weeks and will include any elevated Tier II requests and appeals. These requests require advance notice submitted in writing and need to allow adequate time to process and evaluate. An energy estimate will be performed. Department head or Dean approval is required. Service requests will be directed to the Physical Plant Director of Building Services, see pp.msu.edu and click on "Download Service Request". The energy estimate will be provided to the requestor.

Additional conditions: Two or more similar requests by the person/department within a 12 month period will automatically elevate the request to a Tier IV request. Denial of a request, for any reason, may be appealed to a Tier IV level.

Tier IV - Assistant Vice President for Physical Plant Approval/Appeal:

These include all permanent changes as well as any elevated Tier III requests and appeals. These requests require advance notice, allow a minimum of two weeks for adequate time to process and evaluate. An energy estimate will be performed. E-mail or letter of approval from the Department head or Dean is required along with the service request. Requesting department may be required to secure additional utility funding. Service requests will be directed to the Physical Plant Director of Building Services with a copy to Assistant V.P. for Physical Plant, see pp.msu.edu and click on "Download Service Request". The energy request will be provided to the requestor. All tier IV requests shall be reviewed yearly for re-evaluation of conditions by the Vice President for Finance and Operations and the Provost.

Final Appeal: Denial of a request, for any reason, may be appealed to the Vice President for Finance & Operations and the Provost.

Section 225: Keys and Lock Service

I. GENERAL

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

The Dean, Department Chairperson, or a designated representative controls the distribution and duplication of keys for their assigned areas.
This authority is recognized by presubmitted signatures. No key will be issued by the Key Shop without the written approval of a unit administrator.
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

Original keys for a building and major building alterations are charged against the construction costs. Duplicate keys are charged to departmental accounts.
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.)
The Request for Keys must carry the signature of a unit administrator on the Key Shop's master list.
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

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

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

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.
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.
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.
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. Top of Document

Section 245: Vehicle and Transportation Services

I. LICENSED MOTOR VEHICLE POLICY

Overview: Michigan State University owns and operates licensed motor vehicles necessary to conduct University business.
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.
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.
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.
Identification: University vehicles will bear municipal license plates, University decals and visible unit numbers.
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.
Vehicle Service and Repair: The Michigan State University vehicle service and repair policy is established in the interest of occupant, vehicle, and highway safety. All university vehicles licensed for operation on public roads are required to have vehicle maintenance and repairs performed at the Transportation Service Garage or by a licensed repair facility that employs State of Michigan licensed mechanics and/or ASE certified mechanics. Copies of all maintenance, repair, and safety inspection records are to be forwarded to the Transportation Service Garage for inclusion in the central file.

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.

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

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), e-mail (trans@pplant.msu.edu), or mail.
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

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 is located on the East side of Spartan Stadium. Office hours are from 7:00 a.m. to 4:30 p.m., Monday through Friday. Service bay hours are 7:30 a.m. to 6:00 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.

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.
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.
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.
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.
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.
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

University vehicles licensed for operation on public roads are required to be serviced and maintained in accordance with Transportation Services guidelines. All university vehicles must undergo an annual inspection by the Transportation Service Garage unless otherwise arranged by Transportation Services. Only university departments with a full-service vehicle maintenance facility which employ State of Michigan or ASE certified mechanics may provide repairs, maintenance, and inspections in compliance with this policy. Michigan State University department owned vehicles stationed outside of the greater Lansing/East Lansing area have the option of facilitating a preventative maintenance and inspection program with a licensed repair facility in their region. All maintenance and inspection records must be forwarded to the Transportation Service Garage for inclusion in the central files. Fax (517) 355-1738 or mail to: Michigan State University, Transportation Service Garage, 058 Stadium Road, East Lansing, MI 48824.
The annual vehicle inspection shall focus on areas that directly affect its safe operation, including steering, tires, brakes, glass, lights, emission systems, horn, and other safety related items. The licensed inspector will provide a written, signed report of all items inspected, including the date, name of facility and inspector, vehicle make/model and identification number, mileage, along with notations of any safety or maintenance items requiring repair. Provided there are no safety related faults, it shall be deemed to have passed the inspection and may be returned for normal use. Correction of any safety related item(s) as determined by the Motor Vehicle Inspection Manual must be repaired by the Transportation Service Garage before the vehicle is released to the operating department. Unless waived, an estimate of the total cost will be provided before repairs are performed. Vehicles assigned to departments with normal business operations outside of greater Lansing/East Lansing area are required to adhere to this policy with a licensed repair facility in their region following manufacturers’ guidelines for safe operation.
Transportation Services uses manufacturers’ specifications as well as state and federal regulations as guidelines for the Motor Vehicle Inspection Manual. A copy of the manual is available for perusal at the Transportation Service Garage main office. An automated Preventative Maintenance (PM) system is available through the Transportation Service Garage, which contacts designated department personnel by email when required safety inspections, and/or oil change maintenance are due. For questions pertaining to the PM system or scheduling information, please contact the Transportation Service Garage main office. Phone: 517-355-1868
Failure to comply with the service, maintenance, and inspection requirements of this program may result in suspension of driving privileges of university vehicles, increased insurance charges, and/or loss of the University vehicle.

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).

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

To maintain accurate faculty and staff directory information listings, see: Changing or restricting your directory information.
For information regarding Telecom Systems services/equipment, see Item III below, e-mail telesyst@pplant.msu.edu, or call 353-5515.
For information on monthly telephone charges, see Item IV below, e-mail telesyst@pplant.msu.edu or call 353-5515.

III. 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 Telecom Systems staff when purchasing equipment that affects voice communications.

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

Major repairs and general assistance are best addressed by calling 353-5515.
Requests for consulting to install, remove, replace, repair (major repairs - see A) or alter telephone lines/systems/cabling/phones may be initiated by submitting an online service request.
Charges for all changes are billed to the department requesting the change on the monthly telephone billing statement (related to recurring services) and from the Physical Plant Division Customer Billing Statement (non-recurring).
New campus voice systems (such as voice over internet protocol and/or telephone systems) must be designed with a minimum of four 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.
New campus voice systems and major upgrades to these systems must be designed in such a way so as to allow Enhanced 911 and Reverse 911 communications from/to each phone location. Exceptions to this requirement may only be allowed if approved by the MSU Safety and Security Committee.
Purchasing requires that all telephone/voice systems be approved by Telecommunication Systems.
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.
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.
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.

IV. TELECOMMUNICATION BILLING CHARGES

GENERAL
1. Each department is responsible for reviewing the monthly, long distance call and local call charges and verifying that the charges are applicable.
2. Monthly recurring telecommunication service statements are available through a secured website. Statements can be reviewed on-line, printed and/or exported by each department as needed to verify monthly charges. For more information, see the 'Billing' page on the Telecommunications Systems website at www.telecom.msu.edu.
3. Email to telesyst@pplant.msu.edu, or call 353-5515 for billing assistance.
4. For more information, visit the Billing section on the FAQ page at www.telecom.msu.edu.
LONG-DISTANCE CALLS
1. The Long-Distance Telephone Record (University Stores stock order #14027160) is one method that may be used to track department calls. These can 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 353-6633, e-mail to telesyst@pplant.msu.edu, or mail to Telecom Systems (ATTN: Billing), 1120 Red Cedar Road, Room W107.
  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.