Billing & Reimbursement of Costs

(non-ODU requests)

The purpose of the Reimbursement of Costs (Associated with the Use of Old Dominion University Facilities and Grounds by Non-ODU Related Organizations) policy is to ensure the University is made whole for all expenses associated with supporting non-Old Dominion University requests on University facilities and grounds.

1. Sponsoring Individual - Responsible for:

   • Contacting AVP for Facilities Management and Construction for approval for space/activity

   • Submitting a work order via the work order system (gxitma.net/maintenance)

     to have costs estimated. Required information includes:

     • Date(s)

     • Start time(s) / End time(s)

     • Location

     • Estimated number of individuals

     • Other requirements

   • Ensuring payment (check, made out to Old Dominion University) is made,

     to Facilities, in advance, for use of space. Other charges may apply to

     cover damages, support above what was forecasted, etc.

   • Acting as liaison between outside group and the rest of the University

2. Facilities - Responsible for:

   • Costs associated with utilities, Housekeeping, Grounds support, other

     types of support will be estimated

   • Provide required support for event

(ODU internal requests)

Charges incurred by a requesting department for chargeable Facilities Management services are billed to the department's budget code via Interdepartmental Transfer (IDT).

The Interdepartmental Transfer Request form is managed by the University Office of Finance.