How the billing process works

Understanding a WO cost

Billable vs. non-billable

Work orders are identified as billable or no charge by Client Support Services. Billable work orders are based on the FS Guide to Services and approved recharge rates.

• All costs — labor materials, purchase orders, etc. — are recorded on a work order to track total costs related to performing work, which are denoted as WO Costs in the dashboard. Charges billed to a customer are based on the billing type.
• All the costs on a work order with the billing type of Actuals are charged to the customer.
• Only the costs denoted as Fixed Fee on a work order with the billing type of Fixed Fee are charged to the customer. You will see labor costs on a work order with the billing type of Fixed Fee, however these charges should not be billed to the customer. Verify what is billed using the dashboard and looking at the Extract Costs.

Valid COA combinations

• Our work order system does not validate the Chart of Accounts, or COA, combination. Departments are responsible for verifying the appropriate COA with their Financial Manager(s) when requesting billable services from Facilities Services.
• When work orders are fed into the Oracle system, COA combinations are then verified using BFS COA Budget and Oracle Validation criteria.
  • If any line of the billing file fails format or COA validation, an error email will be sent to Facilities Services outlining the errors.
  • If a COA fails to meet this criterion, FS will place the associated work orders with errors on “accounting hold” and a new COA will be requested from the customer. The billing extract will be rerun. Once a valid COA is associated with the work order, the “accounting hold” will be removed and billing will be captured on the next billing extract.
• COAs with a budget end — related to contracts, grants, and capital projects — date:
  • Client Support Services will advise customers to verify the funding end date. State work is not guaranteed to be completed prior to a funding end date. Work is scheduled and performed based on the service levels.
  • Work order costs recorded on a work order are recorded as performed prior to the budget end date, and will post to the COA, even if the billing export date is after the budget expiration date. If work is performed after the budget end date, an alternative COA will be requested from the customer to bill the balance of the work order.
  • Materials and invoices are recorded on a work order based on the date the transaction has posted to FS ledgers.