Finances

To help users set up and carry out experiments, Fermilab provides a variety of materials and services to experimenters and bills the cost to the user's home university or laboratory.

To use home institution funds for carrying out an experiment at Fermilab, the user establishes an account: the home institution writes a purchase order to Fermilab, directed to the Chief Accounting Officer, WH4E, indicating the user's level of signature authority; the experiment name and/or number; the dollar limitation; the type or classification of services or materials covered; and the time period for which the order is valid. The dollar amount and the time period should both be adequate to complete the experiment. (When the user exceeds either, the home institution issues a change order.) Then the user receives a budget code to use at Fermilab, much like a department store charge account.

The experiment's spokesperson establishes authorizationsˇfor example, stockroom withdrawal authorizationˇwith the concurrence of the fiscal officers of the users' home institutions so that users' ID cards have appropriate coding.

In some cases, the Program Office of the DOE High Energy Physics program puts university funds directly into Fermilab's ýFinancial Plan" to be used by and for the institution's experimenters at the laboratory. Although the funds are for the use of the university personnel, because they are in the Fermilab Financial Plan they are subject to the terms and conditions of URA's prime contract with the Department of Energy for operation of Fermilab.

Billing

Fermilab submits monthly bills against the institution's purchase order for such items as purchases, special services rendered and telephone expenses.

To reimburse the laboratory's administrative costs, the bill includes a surcharge added to the total billing. For more information, including current rates, contact the Fermilab Accounting Department.

Invoices must be paid promptly; payment terms per DOE Directive are "net 30 days." It is the institution's responsibility to have a payment system in place to assure prompt payment of Fermilab invoices.

Institutions with accounts more than 90 days past due may be suspended from doing research at Fermilab or using any of Fermilab's facilities, including computing. The suspension lasts until the accounts are brought current. Habitually delinquent accounts may mean permanent denial of access to the Fermilab site or the use of its facilities.

Invoices with disputed charges should be processed less the disputed charges, with the deductions and the reasons noted. If the Fermilab Accounts Receivable Group cannot resolve the question, then the Chief Accounting Officer resolves the dispute. Fermilab will not consider disputed charges delinquent.

Institutions must pay charges by their users which are not incurred in accordance with their institution's policies--personal phone calls, travel not preapproved, for example--because Fermilab considers the user an agent of the institution. The institution must recover the unauthorized cost from the individual user.

Although most of the policies and procedures are the same as those under a "cash reimbursement policy," as outlined above, there are some differences. When the Department of Energy puts funds into Fermilab's contract for a particular institution, the head of the Business Services Section sends the institution a detailed policy and procedure statement concerning the use of these funds. This memo is also available from the laboratory's Accounting Department.

Procurement

Fermilab's Procurement Department (ext. 3521) acquires goods and services. Procurement specialists will help you plan your procurement requirements for computer equipment, construction services, fabrication, electronics, repair and operation. Fermilab has a ProCard system that Procurement can explain.

We encourage users to ask Procurement for information about the availability of products, and to arrange for sales representatives to come in and discuss technical matters. Users may purchase items for cash (up to $50) from vendors. For reimbursement, a petty cash form, with receipts, a budget code and necessary approval are required.

Fermilab has a standard purchase requisition form that should be completed and sent to the host division office after the appropriate signatures for the experiment or account have been obtained. The staff processes the order and maintains accounting records. (Note that you must get ES&H Section approval for the purchase of radioactive sources; see Chapter 2.) Items purchased are normally delivered to Receiving and then delivered to the user by Fermilab personnel. However, if circumstances warrant, you may pick up materials directly from Receiving; to do so, make arrangements in advance with the Receiving Department (ext. 3575).

Fermilab's contract with the U.S. Department of Energy obliges the laboratory to conform to DOE and federal procurement regulations. For procurements of more than $2500, the laboratory must obtain competition. However, procurement regulations recognize that situations sometimes make competition impractical or impossible. In these circumstances, Fermilab may exercise judgment waiving the bidding procedure, documenting why bids were not solicited and how the laboratory determined that the price was fair and reasonable. If you feel you need to make a sole-source procurement for more than $2500, consult the Purchasing Group manager (ext. 4168) or the Contracts Group manager (ext. 3767) for guidance.

Fermilab Stores

The Fermilab Stores Catalogue lists all supplies available in the Fermilab storerooms. Users may borrow copies from division or section offices or storerooms. The stores catalogue is available on the Internet at http://www-stock.fnal.gov/stock/

The Fermilab Stockroom (ext 3825) at Site 38 is open on workdays from 7:00 a.m. - 11:45 a.m., and from 12:30 p.m. - 4:30 p.m. (You can get emergency access to stockrooms at other hours by calling Security at the Communications Center, WH1NE, (ext. 3000).

How to Withdraw Stock

Only authorized personnel with valid Fermilab identification cards may withdraw stock. Authorization levels are entered electronically into the name and address system of the laboratory and coded on your ID card. These codes indicate the total permitted dollar value per withdrawal:

  • "X" Not authorized to withdraw stock

  • "1" Not to exceed $500.00

  • "2" Not to exceed $2500.00

  • "3" Unlimited

    Make withdrawals in person or by submitting a list of your requirements including stock numbers, quantities, descriptions, your ID number and a valid budget code. Possession of a Fermilab ID with an authorization code of 1, 2 or 3 does not mean automatic stockroom authority; certain stock items--alcohol, for example--require special authorization. The stockroom handles requests for these items on an individual basis.

    To order stock compressed gas, call ext. 3808 and tell the type of gas, how much you need, your budget code, group, delivery instructions, name, badge number and telephone extension. Orders placed by 2:00 p.m. will normally be filled the next day.

    Property Management

    To distinguish Fermilab-owned equipment from user-owned equipment, users should clearly identify all equipment they bring to the laboratory.

    The Property Management staff help users arrange for long- or short-term loans of Fermilab equipment for use off site. After approval of the request by the Fermilab division directly responsible for the equipment, the Property Management Group handles the administration of the loan.

    Fermilab has very limited warehouse storage space. However, because we recognize that sometimes experimenters need to store experimental apparatus, rather than returning them to the home institution, experimenters can arrange for short term storage by calling the Warehouse Group (ext. 3577). Note: Fermilab does not permit storage of hazardous materials such as flammable liquids, corrosives or radioactive materials. The laboratory provides storage on a space-available basis. Charges for materials in warehouse storage are billed semi-annually to the requestor's budget code. There is no charge for material stored outdoors--for example, at the railhead.

    Fermilab is prohibited by DOE regulations from assigning sensitive items or Accountable Property, i.e. Capital/Controlled equipment, to non-employees. All such property must be assigned to a Fermilab employee.

    Shipping Experimental Materials or Equipment to Fermilab

    Before making a shipment to Fermilab, consult the Traffic Department (ext. 3470) for specific shipping information and instructions. The shipping address is:

    Fermi National Accelerator Laboratory

    Wilson Road & Kirk Road

    Batavia, Illinois 605l0

    Attention: Shipping and Receiving Department c/o User's Name and Experiment Number

    For all shipments, provide the Traffic Department with the experiment number, agency or shipper, the name of a user at Fermilab familiar with the shipment, delivery destination at Fermilab, the size, weight, and number of pieces, an itemized list of equipment, and storage requirements, if necessary. After the equipment arrives at Fermilab, make all subsequent arrangements through your experiment's management.

    Technical Support Services

    Machine Shops. Experimenters who need the services of a machine shop can call on two large shops, the Village Machine Shop and the Wilson Hall Shop, and 10 smaller satellite shops located throughout the site, all operated by the Technical Division. The satellite shops, each staffed by a machinist, contain some equipment that qualified nonmachinists can use. (The machinist in charge at the site decides if you're qualified.) Any work that must be done by the TD Machine Shop personnel should be coordinated through your experiment management; you will need a purchase requisition and suitable drawings. You can also obtain ready access to any of about 60 commercial Chicago-area machine shops through the Task Order operation at TD.

    Product Testing and Measurement. Do you need to evaluate conformity of manufactured products to dimensional and material specifications? The Quality Control Group of the Technical Division has an array of test and measurement systems for this purpose, including computer-controlled 3-D coordinate measurement machines, capable of making almost any conceivable mechanical or optical measurement. The group has hardness testers and inspection systems using ultrasonic, eddy current and magnetic induction techniques. The Quality Control Group also has a blanket order with an outside firm to do quick-turnaround chemical analysis and physical testing of samples.

    Materials Testing. When it comes to special materials--polymer composites and adhesives, for example--and their properties, you may want to consult with the Materials Development Laboratory (MDL) in the Technical Division. This group has expertise in formulating special epoxy resins for everything from optical adhesives to cryogenic materials and the insulation of high power and superconducting coils. They can advise you in almost any area of plastic materials. They have a testing lab for tensile, compressive, impact, creep, cryogenic, optical and some electrical properties with environmental chambers and high- and low-temperature facilities. They have several TV-equipped microscopes, and metallographic sample preparation equipment.

    Magnet Testing. The Magnet Test Facility at the Technical Division offers a unique facility for precision measurement of magnetic fields. This facility can test beam-line type magnets that can be transported to the testing area located in the IB1 building at the Industrial Area.

    Facilities Engineering

    Engineering. The Engineering Group (ext. 8640) of the Facilities Engineering Services Section (FESS) offers the services traditionally found in an architectural/engineering firm: architecture, civil and environmental engineering, structural engineering, mechanical and controls engineering, fire protection, electrical engineering, estimating and construction management. The Group sometimes uses task order contracts with commercial architectural/engineering firms to augment its own manpower. Project management for an experiment should arrange for services, such as preliminary engineering studies and reviews, from the Engineering Group. The Associate Director for Operations Support sets the priorities for conceptual and final design work, building modifications and new facilities.

    Time and Material (T&M) Coordination. Installing experiments may require the services of construction tradesmen--riggers, iron workers, millwrights, carpenters, electricians, pipe fitters, HVAC workers, sheet metal workers, insulation and general construction laborers and heavy equipment operators. Project management for each experiment oversees T&M in the installation of experiments. The Engineering and Technical Teams coordinate and supervise T&M activity in the Particle Physics Division. FESS's Services Group coordinates the activity lab-wide.

    Operations Requests. Operations, maintenance and repair of all electrical, mechanical and refrigeration equipment that supports experimental equipment, as well as all general site utilities, fall within the responsibilities of the FESS Operations Group. This does not include equipment used directly in experiments. The Operations Group is responsible for the 345 KV through 480 volt distribution system, industrial cooling water, deionized/low conductivity water, domestic water, natural gas, sanitary water, fire protection systems, master substation and the Central Utility Building operation and maintenance. FESS Operations also coordinates crane inspections. Requests for services normally go through the building manager to Work Central (ext. 3434) where the craft shops coordinate the people, parts and custody requirements for work completion.

    Building Maintenance - Outside. Exterior maintenance and repair of all Fermilab buildings, including carpentry, siding and windows fall within the responsibilities of the FESS Operations Group (ext. 3789). Leaking roofs and overhead door service are the responsibility of the Services Group within FESS (ext. 3824). Project management requests these services through the building manager.

    Building Maintenance - Inside. Cleaning and custodial services of all Fermilab buildings and some limited painting of Fermilab buildings come from the Services Group (ext. 3824) of FESS. The group also handles operations and interior modification and repair of Wilson Hall.

    Care of Roads and Grounds. Roads, parking lots and hardstand maintenance and repair fall within the responsibilities of the Services Group (ext. 3303) whose staff also manage snow removal, traffic barricades, road signs, landscape care, wildlife care and nuisance animal control. This group also handles trash removal and propane gas distribution. Make requests for service through your building manager.

    Staffing Your Experiment

    On-Call Personnel. Experimenters may requisition on-call personnel through the Fermilab Employment Office (ext. 5810). On-call employees fill short-term, temporary openings either full- or part-time and receive the following benefits: shift premium, overtime, social security and workers compensation. Complete a purchase requisition with experiment number, university, name of the Fermilab group to which assigned or where located, budget code, description of duties, skill requirements and expected length of assignment. The requisition requires approval by the division head responsible for the experiment and the laboratory director. A personnel administrator from the Employment Office will coordinate the employment process with the experimenter. The personnel administrator will arrange for the employment physical exam of a selected candidate and enroll the person as an on-call employee. Time sheets go to the Employment Office, which also distributes paychecks.

    Temporary Help and Contract Labor. An experimenter may requisition temporary help or contract labor through the Business Services Contracts Department (ext. 3387). The purchase requisition must include a description of the work to be done, skill requirements or special qualifications, dollar limits, period of employment and budget code and university information. The Contracts Department provides the experimenter with resumes and arranges for interviews and background checks. After evaluation of resumes and interviews, the experimenter notifies the Contracts Department of the selected candidate, along with a written summary of the evaluation criteria and rationale used in the selection or rejection of the individuals interviewed, and the date and time the individual will start work, the duty location, the name of the immediate supervisor, and any special reporting instructions.

    A contract employee must complete an Agency Employee Registration form within three working days of assignment at Fermilab. The form should be sent to Fermilab Communication Center at Mail Station 101. For more information about temporary help or contract labor, call the Procurement Department (ext 3521).

    University Student Help. If university students are brought to Fermilab to help with or participate in an experiment, please remember the restrictions on persons under 18 years old (see Chapter 2).