Damage Billing Procedure

Damages can be identified by a House Officer or resident on a Fix-it form, the Facilities Supervisor, or Maintenance personnel. The billing procedure is as follows:

1. The Facilities Supervisor will identify the damage and arrange the repair.. Work orders will be submitted to have work performed. The damage will be estimated and billed through Housing Facilities and Services (HF&S) at 565 Cowell Lane.
2. Custodial labor charges will be sent directly to HF & S. If an item needs to be purchased (e.g., a piece of furniture) the Facilities Supervisor will submit a purchase requisition to HF&S at 565 Cowell Lane, who will determine cost.
3. The Financial Manager will receive a copy of the bill.
4. Facilities Supervisor will handle arbitration issues.

All house damages are billed to the house even when an individual student is responsible. It will be up to the house to notify and bill individual residents as necessary. In all student-managed houses but fraternities, at the end of the year all outstanding house damage/cleaning bills are converted to individual NSI (Bursar) bills based on the number of spring quarter residents.

In draw-filled houses, if an individual student claims responsibility for a house damage, they may request that the charge be placed directly onto their own university bill.

In the case of fraternities and sororities, student damage charges will be billed to their chapter's university account. Payments should be submitted to the Controller's Office.

When NSI billing is issued, the student(s)/house will have a maximum of 30 days from the date of billing in which to contest a bill.

IMPORTANT: The House and Financial Manager and the Facilities Supervisor will share in the role of educating residents about the importance of understanding the Damage Billing Procedure and their ability to arbitrate damage charges within a 30 day period.