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Billing Information

The costs for Facilities Management services are billed on a monthly basis at the close of each fiscal month. We use the Job Cost System on the University's mainframe to process our billing. This system creates Intra-Institutional Voucher (IV) documents to charge the appropriate accounts and purchase requisitions. The IVs appear on your department's budget statements with the prefix "IVCMP". There is also a seven character job number. If you have any questions about charges on your budget statement, we will need the seven character job number.

To assist you in understanding and identifying Facilities Management charges, the Controller's Office provides a Job Cost Statement report (Report FM2580DYL) that is distributed with your department's budget statements.

• The Job Cost Statement identifies the three basic categories of Facilities Management charges:
  • Facilities Management labor
  • Facilities Management material
  • Contractor- or vendor-provided services and supplies
• The "Tran ID" on the Job Cost Statement is the identifier which allows you to determine the type of charge.

Tran IDs

PV

This indicates a payment voucher was the source of the charge, either a payment to a vendor (the name of which will be listed next to the PV number) for materials purchased specifically for your job or a payment to a contractor (the contractor name will be listed next to the PV number) who provided the labor and materials for your project.

JVLD

This indicates a charge from labor performed by Facilities Management personnel. Labor charges are processed in two-week cycles which match the University's bi-weekly payroll schedule. The period in which the work was performed can be identified by the first four digits following the "JVLD" prefix. For example, if the Tran ID was JVLD011900133, the work was performed in the two week period ending January 19 (0119) (i.e., the period of January 6 to January 19).

This indicates that the charge is for materials which were issued from the stock that the Facilities Management shops maintain for frequently used items.

IVCMP

This is the document ID assigned by the CUFS Job Cost System when the billing to your account is made.

• The IVCMP amount represents the total charge made against your account in this month.
• The IVCMP number incorporates the fiscal month and fiscal year in which the charges were processed. For example, IVCMP96052053 indicates that the charges were processed in fiscal year 1996 in the fifth fiscal month (9605), or January, 1996. There may be instances where you will see detailed charges on your Job Cost Statement report but there is no IVCMP document listed on the report or on your budget statement. This indicates that there was a problem in processing the charges, usually that there were insufficient funds available to process the entire charge. If this occurs, a representative from Facilities Management will be in touch with your department to correct the problem. Once the problem has been corrected, an IVCMP document will appear on the next month's Job Cost Statement with the billing amount but no detail. You can refer back to the original Job Cost Statement for the details.