Frequently Asked Questions

Please refer to the Pardon our Progress page for the latest updates on campus construction and its impact on parking, walking routes, and other important information.

After an initial request for access to AiM, you can log on to AiM online.

For other AiM related issues, please contact Jeannie Knott (972.883.2104 / jmk104020@utdallas.edu).

Please email the revisions to PPWorkRequest@utdallas.edu and be sure to reference your assigned work order number.

You can also report a problem or submit a work request online.

If you note a problem requiring immediate maintenance or repair, please contact Facilities Management at 972.883.2177.

For emergencies after 5:00 p.m., please call 972.883.2147.

If it is an urgent request, also call the Facilities Management Work Order Center at 972.883.2177 to immediately notify Facilities Management of the changes.

If you note a problem requiring immediate maintenance or repair, please contact Facilities Management at 972.883.2177.

You can also report a problem or submit a work request online.

For emergencies after 5:00 p.m., please call 972.883.2147.

Please contact Energy Management Services (EMS) at 972.883.2147, or Facilities Management at 972.883.2177 to be transferred to EMS.

Requests should be made online. Please read and acknowledge the issuance agreement on the form. Note: Students are no longer issued keys.

You will receive an email confirmation.

Faculty and staff members should complete the Key Request Form. Obtain the approvals and submit it as specified on the form. Student workers may receive an office key from their direct supervisor if it is deemed necessary.

For help navigating our growing campus, please refer to the the Pardon Our Progress website. This site offers the latest news on disruptions, alternative pedestrian pathways, maps and webcams to allow anyone to view progress live. You also may consult the campus map.

Make a Work Request is only required for billable and/or scheduled work where a Facilities Management Work Request Form is necessary. For more details, please see Report a Problem vs. Make a Work Request.

Please see our latest Rates & Overtime.

Please use Facilities Management Make a Work Request form to report routine maintenance needs. Please refer to the form for submission and routing instructions. If you note a problem requiring immediate maintenance or repair, please contact Facilities Management at 972.883.2177 or email Facilities Management at PPWorkRequest@utdallas.edu. For emergencies after 5:00 p.m., please call 972.883.2147.

The Key Shop is located just inside and to the right as you enter the Facilities Management (FM) building. The FM building is located east of Callier Center Richardson, at the corner of Synergy Park Boulevard and Floyd Road on Facilities Way. Key Shop hours are 7:00 a.m. - 5:00:00 p.m., Monday-Friday.

Please contact the UTD Police at 972.883.2222 or the Energy Management Services (EMS) at 972.883.2147 to report the issue.

Use Internet Explorer or Mozilla Firefox to enter the AiM website.

You will be prompted to enter your current UTD login and password.

Once AiM has fully loaded, click on “WORK MANAGEMENT” at the top of the Menu box; then select “WORK ORDER”.

In the lower right-hand corner of the WORK ORDER screen, a box is provided to enter your 8-digit work order number inserting a hyphen prior to the last two digits (Example: 146300-16).

Click on the magnifying glass next to the box to access the work order. After your Work Order has populated, select “Cost Analysis” from the “View” section provided down the left side of the screen, for charges currently posted to the entire Work Order. For charges posted to a specific phase number, click on that phase number (Example: 001, 002, 003, etc.) and then select “Cost Analysis” from the “View” section provided down the left side of the screen.

Billed Work Order phases will indicate “95- Billed/Closed”. If a Work Order phase is not in “95-Billed/Closed” status, then charges may not be complete for that phase. Similarly, if a Work Order is not in “Closed” status then charges may not be complete for the entire Work Order.

To print “Cost Analysis” amounts visible from the Work Order screen: Maximize your web browser, click the Print Screen key at the top right-hand side of your keyboard, open a Word document, right-click on your mouse over the blank page and select Paste.

If you are viewing multiple work orders, return to the Work Order screen by clicking “Back” at the top left of the screen until you are able to key in the next work order number in the box provided at the bottom left of the page and click the magnifying glass to access it.

Please visit sustainability.utdallas.edu.

Surplus holds regular auctions via Lonestar Auctions website. You can view the items that are up for auction at lso.cc For more information, please contact representatives at surplus@utdallas.edu.

No, we do not sell computers directly to individuals. We do sell computers through the auction website, however all hard drives are removed before we release the computers for sale.

Surplus holds regular auctions via Lonestar Auctions website. Furniture is generally sold in larger lots as individual sales would be cost-prohibitive. You can view the items that are up for auction at lso.cc For more information, please contact representatives at surplus@utdallas.edu.

Yes. The hard drives of all computers sent to Surplus are removed and shredded.

To request a pick-up from Surplus, please send an email message to surplus@utdallas.edu. In your message, include a brief description and the asset tag (if applicable) of each item that needs to be picked up. No forms are necessary.

Please send an email message to inventory@utdallas.edu requesting a replacement tag. We will drop one in the mail or have it available for you to pick up, whichever you prefer.

Please send an email message to inventory@utdallas.edu requesting an update, report, etc. We will fulfill your request as quickly as possible.

Please send an email message to inventory@utdallas.edu. Your message should include the item’s asset tag number and new location.

As this is a billable request, please submit a work request with the applicable cost center and approval signature

Facilities Management will not move scientific equipment and/or personal possessions, and is not responsible for any lost or damaged electrical or mechanical equipment.

Surplus (Property Administration) can pick up most types of smaller technology-related equipment such as desktop computers, laptop computers, docking stations, monitors, desktop printers, desktop scanners, servers, etc. Surplus does not pick up small items such as a computer mouse or broken assets (such as an old microwave) that cannot be re-purposed or sold via auction.

Facilities Management will not move scientific equipment and/or personal possessions, and is not responsible for any lost or damaged electrical or mechanical equipment.

To request a pick-up from Surplus, please send an email message to surplus@utdallas.edu and include a brief description and the asset tag number (if applicable) of each item that needs to be picked up. No forms are necessary. The Move and Events team can pick up larger equipment such as furniture (desks, chairs, file cabinets, bookcases), books, server racks, large copy/fax/print machines, large televisions and pallets of mixed items (e.g.: computers mixed with furniture).

To request a pick-up from Move and Events, please submit a work request.

• Send an email message to your department head requesting approval for this. Your message should include the Area ID for your department, the Area ID for the department receiving your assets, and a list of all the assets being transferred.
• If your department head approves your request, he/she must forward your email message to inventory@utdallas.edu, copy the Custodial Contact and the head of the department receiving your assets, and mention that it was approved.
• Property Administration will store the message in OnBase and send a confirmation message when the transfer is complete.

The Texas State Comptroller requires that equipment inventories be performed annually.

You will receive a confirmation via email when your department meets all the requirements for your yearly inventory. Please keep that email message for your records.

Yes. Since they can contain sensitive information, all computers and tablets are considered controlled assets and must be tagged.

• Recommended: The Scan and Validate team can do it for you, just give them access to all the locations they need to scan.
• Your department can perform the scanning and validation yourselves. Just follow the Scan and Validate team’s instructions.

Hard drives from surplused computers are immediately removed and securely shredded.

Capital assets consist of material University assets with a value greater than $5000.

Controlled Assets are assets with a value greater than $500 and less than $5000.

• Send an email message to your department head requesting approval for this. Your message should include your name, your UTD ID, and the off-campus location where your asset will be used. If the asset will be kept permanently off-campus, your message should also include the name of the responsible University official.
• If your department head approves your request, he/she must forward your email message to inventory@utdallas.edu. You will receive a confirmation via email when that asset’s record has been updated.

If you are the Custodial Contact for your department, please send an email message to inventory@utdallas.edu requesting access. Your message should include your NetID.

Email inventory@utdallas.edu with the tag number and new location. You will receive a notification when the update is complete.