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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


How do I obtain an electronic version of drawings, maps, or other reference data of University facilities kept by the PPD Operations - Planning/Documents/Records 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 Operations - Planning/Documents/Records 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.

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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 (352) 392-1121.

How do I get my office furniture moved?

Call the Work Management Center to place a work request at (352) 392-1121.

How can I rent tables, chairs, risers, etc.?

Call the Work Management Center to place a work request at (352) 392-1121.

Where can I file a complaint?

Please call: Derrick Bacon, Assistant Director at (352) 846-1622,
Rebecca Slean, Senior Secretary at (352) 846-1613, or
Evan Rodriguez, Office Manager at (352) 846-1620

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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 (352) 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 (352) 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 (352) 846-2396

How do I obtain a copy of my leave slip and timecard?

  • Contact your Department's Secretary
  • The Secretary will contact PPD Payroll to request a copy.

How do I make sure that the invoice is paid from the Requisition/Purchase Order that I have set up?

  • All PPD billing of internal customers is done through PeopleSoft's InterDepartmental (IDT) Voucher process.
  • To review the invoice in PeopleSoft, look the invoice up in Vouchers. Accounts Payable>Vouchers>Entry>Regular Entry>Find an Existing Value
  • Enter your invoice number in the Invoice Number field
  • Once you see the voucher, click on the View PO/Receiver link to see the PO charged for that invoice Line's expenditure

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 Business Operations - Financial Reporting and Billing at (352) 392-4030 or (352) 846-3393.

How do I make sure that future fuel and repair charges are billed to the new department that I am transferring a vehicle to?

  • Submit Vehicle Transfer documents to UF Asset Management as soon as possible
  • Mail or Fax a copy of the Vehicle Transfer form to PPD Motor Pool (PO Box 112650; Fax (352) 846-1817) as soon as complete
  • Mail or fax a signed & dated advisory to PPD Billing (PO Box 117710; Fax (352) 392-8369). Please include the vehicle and PeopleSoft PO information set up from our PPD Templates for each vehicle you have transferred in our billing system

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)?

  • Please call PPD Billing (352) 392-4030 to have a copy faxed to you.
  • Please fill out the application completely, including bank, contact information and signature of an authorized financial officer, and fax to our office at (352) 392-8369 for processing.
  • We will return a complete copy to you with the PeopleSoft Customer Number and Location via fax for your records.

How do I receive information on the time frame of receiving payment for an invoice?

  • The entire process should take approximately a week to ten days to process an invoice for payment after PPD receives the invoice;
  • Invoices should be mailed to:
    University of Florida
    Physical Plant Division
    Accounts Payable
    PO Box 117710
    Gainesville, FL 32611-7710
  • UF's standard net due in Net 30 base on the date of receipt of invoice
  • Vendors that offer a discount can expect the invoice check to be cut and sent as soon as the invoice is processed
  • 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 (352) 392-1151.

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 (352) 392-1151.

How do I find out why the sales tax or freight was not paid on my invoice?

  • The University of Florida is a State agency and is exempt from paying sales tax, the sales tax exempt information should be on the vendor copy of the PO
  • The University of Florida is a State agency and is exempt from paying sales tax, the sales tax exempt information should be on the vendor copy of the PO.

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 (352) 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 (352) 392-1241, ext. 322.

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Supply Chain Management and Warehouse Operations


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. Generally we try to use University of Florida contracts that are managed by the University of Florida Purchasing Department for all our items.

Where are you located and how can I identify your building?

We are located west of the University's Motor Pool, just behind the new Counseling and Wellness Center, the physical address is 1026 Magnolia Drive, Building 705. Maps and Directions

What do I need to purchase goods from Central Stores?

You will need a PPD generated PO and a valid standing work order with an open account using your CFR information, these are set up through the Work Management Department, (352) 392-1151.

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 billing questions should be directed to the PPD Accounting Office at (352) 392-1151.

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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 our Energy Conservation office at (352) 294-0645.

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 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 at (352) 294-0645.

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.

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Facilities


How do I submit a work request?

Call the Work Management Center at (352) 392-1121; Fax the Work Management Center at (352) 392-8006; e-mail the Work Management Center at workorder@admin.ufl.edu; or complete a work request through this web site. (Click Work Order link above.)

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, i.e. 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 special circumstances exist and the work is pre-scheduled with the Facilities Department.

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Motor Pool


Who owns vehicle #?

You can obtain this information through the "Vehicle Database" by clicking the Vehicle Search link located on the PPD Home Page or Motor Pool Page.

I need a receipt (gas/repairs).

All receipts should be available soon after the services are provided. Fuel receipts are available on site and hand-written at the time of pumping. 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. Come in or call Motor Pool at (352) 392-1131 for current prices.

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, otherwise it is first come first served. Please remember that Police and Emergency vehicles are taken in first. We will get your vehicle 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 (352) 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 (352) 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 (352) 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.

How late are you open?

Hours of business are 7:00 a.m. to 4:30 p.m., Monday - Friday.

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Operations Engineering


Whom do I contact for dig permits?

Please contact the Dig Permit Office at (352) 392-5781. Before digging anywhere on campus, you need to complete the request form for a dig permit. Dig Permits

Whom do I contact for electrical issues?

Operations Engineering Electrical Department handles the majority of the electrical issues. These include distribution, transformers, electric meters and electric billing. For more information contact Operations Engineering Electrical Department at (352) 392-5050. If you have a problem in any of these areas, contact Work Management at (352) 392-1121.

If you are interested in learning how to lower your electrical consumption or how much electricity your department is using, contact the Energy Department at (352) 294-0645.

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. Civil Engineering

Whom do I contact for tree related issues?

The Grounds Department handles any tree issues on campus. These include tree removal, pruning, hazardous trees and barricades for construction projects. Grounds Department

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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 (352) 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?

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.

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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 (352) 392-1121.

How do I make a request for Dig Permits?

This can be done by calling Operations Engineering at (352) 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 (352) 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 (352) 392-1121.

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Work Management


Whom do I contact for starting a work order?

All work orders are started through Work Management. Their phone number is (352) 392-1121.

How do I submit a work request?

Call the Work Management Center at (352) 392-1121; Fax the Work Management Center at (352) 392-8006; e-mail the Work Management Center at workorder@admin.ufl.edu; or complete a work request through this web site. (Click Work Order link above.)

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