Text Description of Process for Invoicing Charges
When a room is required, the requester will submit a booking request using the request form in the UofG Helpdesk. The SMTT will review the request and check availability. If no room is available, the requester will be advised and they should review the response and advise SMTT whether an alternative time or date is possible. If it is not the process ends. If there is an alternative, they should advise SMTT who will repeat the process of checking availability.
If a room is available, SMTT will review whether charges will apply, which may be for operational support costs, cleaning, PEL, etc. SMTT will then make the booking and update the request through the UofG Helpdesk to confirm the booking and notify that there will be charges where relevant. The requester will receive the booking confirmation and details through the UofG Helpdesk or email.
Facilities Services will check details of events where out of hours services are required and will then submit details of overtime and related charges. They will collate details of charges incurred per booking on a spreadsheet – this is a monthly task and will include other charges, e.g. PEL, where applicable. They will raise invoices in Agresso – the charges are invoiced at the end of the month in which the event occurs. The requester will then receive and pay the invoice.