Mission

Business Operations provides exemplary administrative and business support to all areas of Facilities Management and to numerous campus partners. Through our diverse departments and the unique talents of our staff, we deliver attentive, customer-focused service that strengthens our land-grant mission and supports the sustainable stewardship of OSU’s physical and financial resources.

Renee Smith, Business Operations Director

Our Teams

• Facilities Management IT

  FM-IT provides the infrastructure and automation necessary to ensure the safe and reliable flow of information across Facilities Management. The team establishes governance for network and operating system use and supports operational units by delivering the technical expertise employees need to effectively use their assigned hardware and software. FM-IT collaborates with Central IT to maintain compliance with OSU Zero Trust policies and security standards while ensuring continuous, 24/7 monitoring of critical servers and operational energy systems. This around-the-clock readiness prevents operational delays, supports uninterrupted campus services, and mitigates potential life-safety risks.

• Procurement Services

  Procurement Services encompasses the supply office, warehouse, and receiving dock, providing essential support to Facilities Management and OSU departments. The team performs a wide range of core functions, including purchasing, material expediting, receiving, and selling stock items; auditing requisitions for compliance with OSU policies; managing accounts payable activities; and receiving all inbound freight for campus departments. Together, these services ensure accurate procurement processes, reliable material flow, and efficient delivery of goods across the university.

• University Mailing Services (UMS)

  University Mailing Services (UMS) is a full-service mailing department supporting the Stillwater main campus and the surrounding community. Whether delivering, shipping, or preparing mail and parcels for outbound shipment, UMS personnel provide reliable, customer-focused service. As a Certified Postal Unit (CPU), UMS performs all services offered by a traditional post office, including registering and certifying mail, providing complimentary notary services, supplying postal shipping materials, and selling stamps. UMS is also a Certified Passport Acceptance Facility, authorized by the federal government to process passport applications and meet the community’s travel documentation needs.

• Business Operations Systems

  Business Operations Systems provides specialized expertise in analyzing Facilities Management’s business environment and identifying opportunities to improve efficiency and operational performance. Working collaboratively with internal and external OSU partners, the team manages and integrates key software systems that support facilities management, space management, GIS, and FM-developed applications.

  The group delivers targeted technical and analytical support across numerous areas, including GIS data visualization for utility assets, estimated payroll tools, preventive maintenance generation, Ok Corral interface integration, Banner funding agreement development, and the conversion of complex data into actionable reports. Through data analysis, reporting, and system optimization, Business Operations Systems enhances decision-making, strengthens customer satisfaction insights, and improves the accuracy and efficiency of everyday FM processes.

• Fiscal Operations

  Fiscal Operations encompasses Accounting and Payroll and oversees the fiduciary activities of Facilities Management. The department is responsible for planning and budgeting, accounts receivable, financial analysis and reporting, auditing correspondence, capital and fixed asset control, project support, and responding to customer financial inquiries.

  Payroll services for an average of 380 employees are also managed within Fiscal Operations. Major responsibilities include new-hire payroll onboarding, Workers’ Compensation reporting, EPAF and payroll form processing, monthly and biweekly payroll auditing, and providing payroll assistance to Facilities Management employees.

  Fiscal Operations personnel serve as fiscal advisors to Facilities Management leadership, safeguarding financial integrity and supporting sound, data-driven decision-making across the organization.

Business Operations Organization Chart

Payment Process For Billable Work

Account Authorization

• Each department maintains one pre-authorized default account for all Billable Services.
• Customers may designate a different account when submitting a work request in the Online FM Customer Portal (workorder.okstate.edu).
• Submission of a work request in the Portal serves as the Customer’s authorization to expend funds.
  

Customer Responsibilities

• Customers must verify that sufficient funds are available in the designated account before submitting a work request.
• Departments should identify specific individuals who are authorized to submit FM service requests and approve related expenditures.
  

Work Initiation

• FM will begin work only after a valid account number has been provided in the Online Portal.
  

Funding Changes

• Funding changes cannot be made in the Online FM Customer Portal once work has begun.
• Any funding adjustments needed during the course of a project must be managed by the Customer through their department’s internal accounting processes.