GARAGE REPAIR AND FUEL SERVICE AUTHORIZATION
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
The Garage Repair and Fuel Service Authorization form is used to establish, change existing information on, or delete an established Garage Repair and Fuel Service Authorization for vehicle maintenance, service, and fuel purchases at the Office of Physical Plant.
This Authorization is subject to review by the Office of Physical Plant before a NEW vehicle assignment for Garage Maintenance and a Fuel Card Number may be issued to the department. Charges associated with work completed under this Authorization will be direct billed to the budgetary distribution indicated and authorized on the form.
- Use a separate Garage Repair and Fuel Service Authorization for each department and fund number.
- Refer to Policy FN16 - Interdepartmental Transactions and Procedure CR2069 - Direct Billing for more information on the processing of direct billing financial activity information and the contention of any charges.
- All established Authorizations with Office of Physical Plant are permanent but must be reviewed by the requesting department each fiscal year. Any changes or deletions must be documented through the use of this form only and submitted to the Office of Physical Plant.
To view document exhibits, click on links below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
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|Ultimate Distribution:||Retention Periods:|
|Original (Support for Direct Billing)||Signed original to OPP Service Garage (187 Service Garage)||Current fiscal year + 7 yrs|
|Additional copies||Originating Department or Financial Officer, as applicable||- - - - -|
Department to be billed - The Form On Demand is completed by the originating department. Once approved by the budget executive/budget administrator/budget assistant, the signed form is forwarded to the Financial Officer. The Financial Officer/financial assistant will approve, encumber if needed, and forward the signed Original (Form On Demand) to Office of Physical Plant (Service Garage, Room 187). The Financial Officer/financial assistant will retain a copy for his/her records; additional copies will be returned to the budget executive/budget administrator/budget assistant or originating office, if/as established between the respective areas.
The Office of Physical Plant will establish or update the Authorization file and initiate the direct billing process per Policy FN16 . To support all direct billed amounts for Garage Repair and Fuel Service Authorizations , the customer will receive a copy of all garage repair orders and fuel purchases with a direct bill statement.
For questions, additional details, or to request changes to this form, contact the Office of Physical Plant.
- Policy AD35 - University Archives and Records Management
- Policy FN16 - Interdepartmental Transactions
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility
- Procedure CR2069 - Direct Billing