Maintenance and Repair of Equipment on the Thermo Program

When preventive maintenance or repair is needed of equipment that has a maintenance contract through the University of Kentucky's equipment maintenance program (www.research.uky.edu/vpresearch/guide/equiprepair.html), which is currently administered by Thermo, the following procedure is to be followed:

1. The PI or a member of his/her lab will call (see notes below to ask the service provider) the company that will service the equipment (not Thermo with whom you have the contract) and have the company send the repair technician to perform the maintenance on the equipment. But if you are unsure as to whom to call for service, please give our Thermo representative a call and he can provide suggestions. Please contact Bien May at 323-8773 or email him at Bien.May@thermofisher.com.
   1. First ask the service provider if they believe this will be a really expensive repair. Based on their response, then provide the service provider with our PO#: UBUNKY (this PO is good up to $5000)
   2. Or if the service provider believes the service cost will be expensive (greater than $5000), then please contact Thermo to get a different PO#. Please contact Bien May at 323-8773 or email him at Bien.May@thermofisher.com.
   3. Also make sure to ask the service provider to include the asset # on the invoice along with the serial number.
2. Upon completion of the work, the PI or a member of his/her lab will mail or fax a copy of the field service report and invoice to Office of the Associate Dean for Research and Graduate Education (AOD RGE) Staff Associate.
   Mail to: COP, Room 511, Speed sort: 0082
   Fax to: 323-6886
3. AOD RGE Staff Associate will get the account number to pay for the service from Del Collins' office and use that account number when he does the monthly procard charges edit.
4. AOD RGE Staff Associate will fax a copy of the field service report and invoice to Del Collin's office (to the Acting Assistant to the Senior Associate Vice President) at fax number 257-9700.

Maintenance and Repair of Equipment NOT on the Thermo Program

When a PI wishes to have service or repair on equipment that is not covered by the University of Kentucky's equipment maintenance program (e.g., does not have a Thermo service contract), the following procedure is to be followed:

1. The PI or a one of his/her lab calls the company and obtains an estimate of the cost of the service call.
2. The PI or lab personnel emails or mails a copy of the estimate to AOD RGE Associate Dean and his/her chair.
3. AOD RGE Associate Dean and the chair will discuss how much their offices will provide for the service call. This will also involve discussion with the PI, who will be asked to share the cost in most cases.
4. When the financial responsibility for the service call has been established, the PI or designee will call the company to arrange the service call.
5. When the financial responsibility for the service call has been established, the PI or designee will call the company to arrange the service call.AOD RGE Staff Associate will contact the relevant chair's office and get an account number to charge their portion of the work.
6. AOD RGE Staff Associate will charge the work to AOD RGE Associate Dean's Procard and edit the charges to the accounts provided. A copy of each account's charge will be given to the relevant office clerk.

AOD RGE Staff Associate (John Collins)
AOD RGE Associate Dean (Dr. Yokel)

Related Links

• Equipment Maintenance Procedures [pdf]