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DES Chargeback Procedures

1. Introduction

   The Department of Environmental Safety (DES) provides environmental, health and safety (EH&S) management services to University of Maryland organizations. Generally, DES is not funded for EH&S issues associated with:
   1. Auxiliary-funded organizations,
   2. Construction, renovation or demolition activities, or
   3. Organizations that are not part of the College Park Campus.
   All costs associated with these activities will be billed to the organization requesting services. In addition, State-funded organizations must compensate DES for services that exceed the scope of services normally provided. Example of these types of services include laboratory cleanouts, spill remediation, and intracampus hazardous materials transportation. This chargeback procedure identifies chargeable services and details the means and methods that DES will implement to collect chargeback costs.

2. Affected Departments and Available Services

   1. Self-Support Organizations:
      The following departments are self-support at the University of Maryland:
      Architecture & Engineering Services
      Book Center
      Campus Parking
      Campus Photo Services
      Campus Recreational Services
      Center for Young Children
      Dairy Operations
      Dining Services
      FM In-House Construction
      Golf Course
      Graduate Student Activities
      Guest Services
      Health Center
      Institute for Child Study
      Instructional TV
      Intercollegiate Athletics
      Library Photocopy Services
      Maryland English Institute
      Maryland University Club
      Motor Transportation Facility
      Nyumburu
      Resident Life
      Residential Facilities
      Shuttle Bus
      Special Mathematics
      Stamp Student Union
      Study in London
      Summer & Special Programs
      Technology Assistance Program
      Telecommunications System
      Tennis
      Terp Services
      Undergraduate Student Activities
      University Printing
      Wind Tunnel

      All DES services (labor and associated costs) to support these units are billable except as described elsewhere in this procedure.

   2. Construction, Renovation and Demolition Projects:
      DES provides code review services for construction, renovation and demolition projects. Labor associated with this service is typically funded through the Facilities Management fee. However, those projects that do not collect a Facilities Management fee, such as public/private ventures, will be charged for labor and associated costs on a quarterly basis.

      In addition to code review, DES provides environmental assessment, environmental remediation, and regulated waste handling and disposal for construction, renovation and demolition projects. All labor and associated costs will be charged to the project budget according to the Schedule of Charges (Section III).

   3. Insurance Services:
      Any UM organization that files an at-fault insurance claim with the State through DES is billed for each claim.
   4. Workers Compensation Management Services:
      A processing fee will be charged to any self-support UM department that files a First Report of Injury form as a result of an employee workplace injury. The injury report is then processed to the Injured Workers' Insurance Fund and managed by DES.
   5. Contracted Services:
      Contracted EH&S services are occasionally arranged and coordinated by DES for campus organizations. Contract costs, plus associated DES labor, are billed to the affected University organizations.
   6. Regulated Waste Handling/Disposal Services:
      DES normally does not charge for costs associated with the pickup and disposal of regulated waste materials except for the following exceptions:
      1. Labor and associated costs for all self-support organizations,
      2. Labor and associated costs for spill cleanup and decontamination services,
      3. Labor and associated costs if DES staff are requested to characterize, label, decontaminate and/or process removal of regulated wastes from facilities (e.g., laboratory cleanouts),
      4. Characterization, pickup and disposal of any unknown waste chemical, or
      5. Labor and associated costs for waste removal and disposal associated with construction, renovation and demolition.
   7. Fire Marshal Inspection/Drill Services:
      The UM Fire Marshal provides fire/evacuation drills and inspection services for buildings and public assembly/special events. Staffing levels are determined by the UM Fire Marshal. All fees are subject to change with prior notification.
   8. EH&S Training Services:
      DES provides training services for UM organizations. Where available, Web-based training programs are provided at no charge. DES also schedules and conducts regularly-scheduled EH&S training as advertised on the Web and in literature from the Department of Personnel. There is no charge for regularly-scheduled training. These regularly-scheduled training classes include:
      1. Hazard Communication,
      2. Asbestos Awareness,
      3. Lead Awareness,
      4. Bloodborne Pathogens,
      5. Respiratory Protection,
      6. Chemical Hygiene,
      7. Fire Safety/Emergency Procedures, and
      8. Any additional training programs as developed and offered
      DES will provide EH&S training to State-funded organizations at a time/location of their convenience at no charge unless there are fewer than 10 attendees at the training session or if audiovisual equipment must be provided by DES trainers. Labor and associated costs will be assessed in these cases.
      DES will provide each training program up to 4 times per year at no charge to self- support organizations at times/locations of their convenience if all necessary audiovisual equipment is provided by the organization. Subject to the availability of bilingual training staff, DES will also provide at no charge, up to 10 hours of training per year in Spanish if requested. Associated costs (training manuals, copying, handouts, etc.) will be charged for all training programs. In all other instances, labor and associated costs will be billed to self-support organizations.
      DES will bill all participating organizations any associated costs for coordinating training classes that are conducted by an outside contractor or agency.
      DES is solely responsible for determining the content and duration of training.
   9. Radiation Safety Management Services:
      DES provides radiation safety management services to organizations that use or possess radioactive materials or radiation-producing devices. These services (labor and associated costs) are billed to organizations that are self-support or that are not part of the College Park Campus.

3. Schedule of Charges

   1. Unless otherwise negotiated, DES labor for these services will be charged at the following rates:
         $86.61/hour - Biosafety unit
         $68.72/hour - Environmental Affairs unit
         $70.40/hour - Occupational Safety & Health unit
         $68.67/hour - Radiation Safety unit
      

   2. The following services will be charged at the indicated rates:
      1. Fire Marshal Services:
      1. Residential Fire/Evacuation Drills
         1. Resident Life/Residential Facilities - per contract agreements
         2. University Courtyard/South Campus Commons - $50.00 per building
         3. Summer Camps - $50.00 per building
      2. Public Assembly/Special Events Services:
         1. Professional Staff - $41.00/hr
         2. Support Staff - $13.50/hr
         3. Support Staff (if less than 48 hours notice) - $16.50/hr
         4. Fourth of July Fireworks - $1000.00
      3. Building Inspections:
         1. University Courtyard Annual Inspection - $3,277.00
         2. South Campus Commons Annual Inspection - $3,277.00
      2. Departments filing an insurance claim with the State are billed $150 per claim.
      3. Self-support departments filing a First Report of Injury form are billed $100 per injury.
      4. Departments generating unknown wastes are billed $110 per container for characterization and disposal. Departments generating unknown gas cylinders are billed actual costs for sampling, analysis and disposal plus DES labor costs.
   3. Associated costs (lab analyses, contracted services, expendable materials, etc.) are billed based on the actual cost to DES.

4. Service Requests

   Individuals requesting DES services (excluding insurance claims, employee injury reporting/management, required contracted inspections and established contract services) must complete the Service Request Form available on the DES Web Site. This form requires requesters to identify the desired service, the funding source and an appropriate contact person for business matters. DES will not provide requested services unless the form is completed and submitted as described in the instructions.

   Upon completion of the requested service, the DES Business Manager will transfer funds from the FRS identified by the service requester, and will notify the business contact person with details of the charges.

5. Negotiated Contracts

   DES may enter into negotiated contracts with UM organizations for provision of services at rates other than defined in this procedure.

6. Cost Determination and Billing

   Upon completion of the requested service, the DES staff in charge of the project will submit an itemized account of charges and labor to the DES Business Manager through the web-based Service Request System. The Business Manager will coordinate transfer of funds from the identified source into DES accounts.

   Labor charges will be rounded to the nearest quarter hour and itemized for each person, but will be no less than one hour per service. Associated costs will be actual cost to DES (or established fee).

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