PPD FREQUENTLY ASKED QUESTIONS
Architecture & Engineering • Building Services • Business Operations • Central Stores • Energy • Facilities • Motor Pool • Operation Engineering • Risk Management • Systems • Work Management
Architecture & Engineering
Who is tearing up, making all that noise, smelling up or building something in my building?
Call Harold Barrand, Assistant Director of Physical Plant Division for Architecture/Engineering at 392-1405 Ext. 405. He will know or find out and get back to you.
How do I obtain an electronic version of drawings, maps, or other reference data of University facilities kept by the PPD Architecture & Engineering Department?
By visiting our web site at www.ppd.ufl.edu/requests
Where do I go to look at, or obtain paper copies, of maps or drawings of UF facilities?
By visiting Room 111 in the PPD Administration Building (UF Bldg. 700) you can view and obtain a copy of a wide range of different maps, photographs, and drawings of University facilities. We have aerial photographs of the Campus, a variety of Campus maps and Campus utilities maps, DOT right of way maps, up to date floor plan drawings of the E&G buildings, construction drawings for may of the University's buildings, and construction drawings for much of the University's utility infrastructure.
How do I obtain a copy of the current Building Information List or the UF Construction Standards?
By visiting the UF Facilities Planning and Construction web sites at www.facilities.ufl.edu
Who is responsible for verifying as built drawings and utility maps supplied by the PPD Architecture & Engineering Department?
The contractor or consultant executing the work.
Do we have to pay for renovations or projects done for our department?
General maintenance projects are covered by PPD, however special projects or renovations that your department has requested are not.
Building Services
How do I get my floors stripped and waxed or carpet shampooed?
Floors are scheduled to be stripped, waxed or shampooed once a year. If service is needed before scheduled servicing, call the Work Management Center to place a work request at 392-1121 or Dana Simmons or Fannie Ford at 392-2334.
How do I get my office furniture moved?
Call the Work Management Center to place a work request at 392-1121 or call Dana Simmons at 846-1621 or Evan Rodriguez at 846-1620.
How do I get my windows cleaned?
Windows are scheduled to be cleaned once a year. If services is needed before scheduled servicing, call the Work Management Center to place a work request at 392-1121 or call Dana Simmons at 846-1621 or Evan Rodriguez at 846-1620.
How can I rent tables, chairs, risers, etc.?
Call the Work Management Center to place a work request at 392-1121 or call Linda Williams at 846-2062, Dana Simmons at 846-1621, or Evan Rodriguez at 846-1620.
Where can I file a complaint?
Please call: Derrick Bacon, Assistant Director at 846-1622,
Dana Simmons, Superintendent at 846-1621, or
Evan Rodriguez, Office Manager at 846-1620
Business Operations
How do I find out why I wasn't paid for my overtime?
- Talk to your Supervisor first.
- Self Service Employees
- Check to see if your time was not entered or was entered incorrectly
- Check to see if supervisor did not approve your time in time for payroll processing
- Time Card Employees
- Have your supervisor contact PPD Payroll at 846-2396
How do I find out my leave balances?
- Self Service Employees
- In Peoplesoft
My Self Service > Payroll & Compensation > View Leave History - Time Card Employees
- Leave balances are on your pay check stub
- Supervisors
- Check employee's leave balances on the PPD K:\Drive
- K:\RM\Bus Office\Payroll\Leave Accrual, Usage and Balances.snp
Regardless of where you look your leave balance up, the balance for that date will be the same.
How do I find out why I didn't get my comp hours?
- Talk to your Supervisor first
- Self Service Employees
- Check to see if your time was not entered or was entered incorrectly;
- Check to see if your supervisor did not approve your time in time for payroll processing
- Time Card Employees
- Have your supervisor contact PPD Payroll at 846-2396
Remember you have elected to receive either time or payment for your earned Overtime Special Compensation hours. You will not receive comp hours if you elected to be paid for the time worked.
How do I find out why my paycheck is short?
Because of the need to have payroll time approved in PeopleSoft on the last Wednesday on the pay cycle, your time is projected based on your work for the last 3 days of pay cycle. For example, if you had leave without pay for the time before the Tuesday cut off, the last 3 days of the week will be put in as LWP.
- Check your hours worked.
- Check your deductions
- Call PPD Payroll at 846-2396
How do I obtain a copy of my leave slip and timecard?
How do I make sure that the invoice is paid from the Requisition/Purchase Order that I have set up?
Purchase Orders; each Invoice Line may represent a different PO or different lines in the PO.
How do I find out if all of the charges have been invoiced and paid for my work order?
Call either Dolores Miller at 846-3393 or Christina Birmingham at 392-4030 in PPD Billing.
How do I make sure that future fuel and repair charges are billed to the new department that I am transferring a vehicle to?
What happens if the PO I gave for PPD Services does not work correctly in PeopleSoft Vouchers?
Whatever the reason your PO does not work correctly in PeopleSoft (insufficient balance, expired project, etc.), someone from the PPD Business Operations office will contact you for substitute PO or chartfield information. PPD will do everything they can to help you with payment of your invoices even if it means charging your chartfield unencumbered
How do I obtain a copy of an application for an External Customer (a non-UF or "cash" customer)?
How do I receive information on the time frame of receiving payment for an invoice?
University of Florida
Physical Plant Division
Accounts Payable
PO Box 117710
Gainesville, FL 32611-7710
How do I find out about a payment for an invoice from four to six months ago?
We are able to get that the information for you in our system. Please, provide us with your vendor number, the invoice number and amount, and the PO number you invoiced against when you call PPD Payables at 392-1151.
How do I find out why the sales tax or freight was not paid on my invoice?
How do I obtain a copy of the Sales Tax Exempt Certificate?
We have a copy of it available in our office, and we will gladly fax you a copy or mail you a copy, whatever you prefer. Please, call PPD Payables at 392-1151 to request a copy.
How do I get a copy of the front and back of a check that I need to verify was received and cashed?
You will need to contact the person at the University of Florida Payables and Disbursements at 392-1241, ext. 322.
Central Stores
How are manufactures and models determined for items carried in stock?
All efforts are made to obtain items that meet or exceed PPD standards at the lowest price.
Where are you located and how can I identify your building?
We are located west of the University's Motor Pool, two blocks east of SW 34th Street on Radio Rd. click on Location at the bottom on this page for a map. We are Building 705.
What do I need to purchase goods from Central Stores?
You will need a valid PO or PPD Work Request Number
Where do I direct billing questions for items obtained from Central Stores?
All questions concerning signature verification can be done by Central Stores staff. All other building questions should be directed to the PPD Accounting Office at 392-1151.
Energy
Whom do I contact for energy conservation concerns?
The nature of your energy concern will determine whom you need to contact. If you've received a larger than normal utility bill, then you need to contact Stan King in our Electrical department. If your concerns are about a faulty utility meter, then you need to contact Bernie Rieg or our electrical department. Should you have questions about how your department can save energy and lower your bills, contact Jeff Johnson in our Energy Conservation office.
Whom do I contact for air conditioning issues?
If you are having problems with your air conditioning, it is best to call Work Management and start a work order to have it checked. They will also handle your requests to have your temperature set point lowered. If you need to have a heat load calculation performed for your department, contact Bobby Alday of our HVAC department.
My utility bill is higher than normal, is the meter reading correct?
We always try to maintain the most accurate data we can. However we do occasionally make an error. Thus if your utility bill seems abnormally high, please contact the Energy Office.
Can I change my office environment, such as air temperature and lighting?
For temperature, we generally keep most room environments between 72 and 76 degrees Fahrenheit. If your office is within this temperature range, we will not raise or lower the temperature unless you have a health condition. The only other exceptions to this rule are laboratories that have strict temperature requirements and rooms that house servers. By the way, a regular computer is not classified as a server. For lighting, it depends on the current level of lighting within your office. The current national standard for office lighting is 50 foot-candles for regular office work. If you think that your office is too dark, call us and we will provide a lighting evaluation for you. We will also do the same if you feel that the lighting is too bright.
Facilities
How do I submit a work request?
Call the work Management Center at 392-1121; Fax the Work Management Center at 392-8006; e-mail the Work Management Center at workorder@admin.ufl.edu; or complete a work request through this web site (see above- Work Order System).
How do I know if the work I'm requesting is maintenance or if my department will pay for it?
Generally speaking if it is part of the building, there will be no departmental charge, but if it belongs to the Department, ie pictures, filing cabinets, special built-in work areas, etc. the department will be charged.
Will the work be done during normal working hours 8:00 a.m. to 5 p.m.?
Yes! All work is done during regular hours unless under special circumstance exist and the work is pre-scheduled with the Facilities Department.
Motor Pool
Who owns vehicle #?
Now you can use the "Vehicle Database" to locate this information right from the Motor Pool web site.
I need a receipt (gas/repairs).
All receipts should be available soon after the services are provided. Parts can be purchased directly with only a vehicle number.
Why do I need a Safety Inspection?
The purpose of the University of Florida State Vehicle Inspection Program is to ensure that State vehicles assigned to the University of Florida are adequately maintained for safe operation. This annual inspection is mandatory.
What's the price of fuel?
It's always cheaper at the Motor Pool- usually $.10 to $.20 a gallon cheaper.
When can I bring it in? When can I get it back?
If you call us for an appointment, you will receive preference for that day and time. Please remember that Police and Emergency vehicles are taken in first. We will get back on the road as soon as possible.
What do I do in case I'm in an accident in a University vehicle?
Contact Environmental Health & Safety ◊ Risk Management at 392-1591
What do I do if I need to have a University vehicle towed?
If you need towing during business hours, contact the Motor Pool at 392-1131. Be prepared to provide the vehicle number, tag number, location of vehicle, and department. Vehicles are towed to the Motor Pool. In the unfortunate event you need towing after business hours, contact Max's Towing at 377-0525 to have the vehicle brought to the Motor Pool. They are available 24 hours a day. Towing charges are added to the repair costs.
Operations Engineering
Whom do I contact for dig permits?
Matt Griffis is in charge of dig permits. Before digging anywhere on campus, you need to complete the request form for a dig permit. The request form can be found on the CIVIL area of our web page.
Whom do I contact for electrical issues?
Bernie Rieg handles the majority of the electrical issues. These include distribution, transformers, electric meters and electric billing. Contact Bernie if you have a problem in any of these areas. If you are interested in learning how to lower your electrical consumption or how much electricity your department is using, contact the Energy Conservation office at 392-5723.
Whom do I contact for water issues?
Water issues are handled through our Civil department. These include issues such as piping, meters, irrigation, drainage and potable water. Contact the personnel in our Civil department for help with water issues.
Whom do I contact for tree related issues?
The Urban Forester, Tom Workman, handles any tree issues on campus. These include tree removal, pruning, hazardous trees and barricades for construction projects.
Risk Management
Where can I get Personal Protective Equipment PPE?
Central Stores carries a variety of PPE for employees. Additionally, you or your supervisor can purchase PPE directly from an outside vendor. PPE is paid for by Departments and provided at no cost to employees.
How do I report a work place injury?
Call 911 for Emergencies only. For non-emergency injuries notify your supervisor and call the Office of Workers Compensation at 392-4914.
How do I replace safety shoes?
Ask your supervisor for a shoe voucher. Vouchers are good at any store that accepts UF Purchase Orders for up to $85.00. Employees are responsible for costs exceeding $85.00.
Whom can I contact with a safety concern?
The PPD Risk Management Office, any PPD Safety Committee Member, your supervisor or department head, or the University Environmental, Health and Safety Office. You can remain anonymous if you wish.
Can I sign a release or contract and be exempted from wearing safety shoes or other PPE?
No. No one is exempt from wearing PPE.
Systems
How do I make a request for Utility/Equipment outages?
This can be done by contacting the Project Manager or by calling the Work Management Center at 392-1121.
How do I make a request for Dig Permits?
This can be done by calling Operations Engineering at 392-5050 or by calling the Project Manager.
Where do I call to check on or submit a Work Request?
Call the Work Management Center at 392-1121.
Whom do I call in case of an emergency, e.g., power outage, running water or flooding of a building, a fire or smoke, etc.?
In case of fire or smoke call 911. All others call the Work Management Center at 392-1121.
Work Management
Whom do I contact for starting a work order?
All work orders are started through Work Management. Their phone number is 392-1121.