Maintenance and Repair
The Maintenance and Repair section of the CD is for entering information related to maintenance and repair expenses for equipment distributed through the NDBEDP or for inventory equipment.
When entering a Maintenance and Repair item, the following fields are required:
Consumer Name (or Inventory Equipment)
Equipment name
State Program
Date Performed
Inventory Maintenance
When performing maintenance on inventory items (such as cleaning, repairing, removing data, etc.), the current best practice is to select any inventory item being serviced. You cannot currently select more than one equipment. This will correctly attribute the costs to inventory equipment.
Warranty
Please note that costs for the purchase of warranty should fall under equipment. However, you must include costs for work done under warranty in the maintenance and repair section.
Upgrades
Upgrades has been removed from the Centralized Database. Upgrades are the updating of software or hardware on an existing device. You may enter it as regular maintenance and can add in the description that it was an upgrade of the device. Purchasing a new piece of equipment is not an upgrade and should be added under the equipment section.
Maintenance and Repair Costs
Costs can be categorized as one of the following:
Line Item | Description | Hours Required? |
Time and Material | Expenses incurred by technician to perform equipment maintenance, repairs, and upgrades. | Y |
Auxiliary aid | Service time costs incurred by interpreters and support personnel. | N |
Other | Other expenses related to maintenance and repair | N |
When adding Other as a category, you must include a full description explaining the cost and justification for the cost. Any costs categorized as Other without a description will be rejected. We recommend you verify with the NDBEDP Administrator (Jackie Ellington) that the expenses are eligible for reimbursement before entering the Centralized Database.
Auxiliary aid and Trainer labor include only service time. Travel time and expenses should be recorded under Travel.
Supporting Documentation
Time and Material support documentation must include the name of the consumer, the number of hours serviced, the hourly rate, the total cost for service hours and the date performed. If the support personnel charges a flat rate, the documentation must indicate this.
Auxiliary aid support documentation must include the name of the consumer, the number of hours serviced, the hourly rate, the total cost for service hours and the date performed. If the support personnel charges a flat rate, the documentation must indicate this.