EXHIBIT N-1
Capital Project Review & Approval Process
Annual Capital Budget Approval Action Required By:
Requesting Administration Finance Board of
February approval for fiscal year beginning July 1 Portfolio Division Division President Trustees
Submit project request, including relationship to Performance Plan X
Evaluate project costs and evaluate implications of proposed space needs, if any;
compile overall project budget X
Verify funding sources, if non-E & G source cited, and compile aggregate
proposed budget by funding sources; include funding options X
Review projects and funding options, and determine overall proposed budget for
Board of Trustees review X
Consider and approve overall capital budget; separately approve projects over $1
million, as necessary X
Approval of expenditures on succeeding fiscal year's approved projects in
current fiscal year, as necessary X
EXHIBIT N-2
Capital Project Review & Approval Process
Unbudgeted Capital Expenditures* Action Required By:
For capital expenditure consideration outside of annual capital budget Requesting Administration Finance Board of
process Portfolio Division Division President Trustees
Submit project request, including relationship to Performance Plan; role of
equipment acquisition in educational programs; space needs and annual O & M
needs assessment with Administration Division X
Evaluate project costs and implications of proposed space needs, if any;
incorporate needs of additional project into existing capital project timeframe
and timelines (VP for Administration/affected Director) X
Verify funding sources, if non-E & G source cited, and evaluate financial impact
of project, regardless of sources (VP for Finance/Budget Director) X
Review project and funding options, and approve/disapprove project if valued
at less than $1 million X
Review project and approve/disapprove project if valued at $1 million or more X
* Requires submittal of a Capital Budget Expenditure Request (CER) form by requesting portfolio, with
approval of each subsequent party evidenced by signature of form.
EXHIBIT N-3
Capital Project Review & Approval Process
Substitutions Within Master Program Pool* Action Required By:
For consideration of substitutions within a master pool of capital funding--
typically Administration Division only, such as deferred maintenance Requesting Administration Finance Board of
program Portfolio Division Division President Trustees
Substitutions up to $50,000, but no more than 50% of project cost (approval of
Dean, Director or Chairperson, with notification to Finance Division) X
Substitutions of $50,001 to $99,999, OR more than 50% of project cost (approval
of Dean, Director or Chairperson, portfolio VP or Provost, and VP for
Administration, and Budget Director) X X X
Substitutions of $100,000 to $149,999 (approval of Dean, Director or
Chairperson, portfolio VP or Provost, Budget Director ,VP for Finance) X X X
Substitutions of $150,000 to $999,999 (approval of Dean, Director or
Chairperson, portfolio VP or Provost, Budget Director, VP for Administration,
VP forFinance, and the President) X X X X
Substitutions $1 million and above (approval of Dean, Director or Chairperson,
portfolio VP or Provost, Budget Director, VP for Administration, VP for
Finance, the President, and the Board of Trustees) X X X X X
* Requires submittal of a Capital Budget Program Pool Change (CPPC) form by requesting portfolio, with
approval of each subsequent party evidenced by signature of form.
EXHIBIT N-4
Capital Project Review & Approval Process
Substitutions Between Capital Expenditures* Action Required By:
For consideration of substitutions between capital expenditure lines within a portfolio Requesting Admin. Finance Board of
that do not increase the overall portfolio capital allocation Portfolio Division Division President Trustees
Substitutions up to $50,000, but no more than 50% of project cost (approval of Dean, Director
or Chairperson, with notification to Finance Division) X
Substitutions of $50,001 to $99,999, OR more than 50% of project cost (approval of Dean,
Director or Chairperson, portfolio VP or Provost, VP for Administration, and Budget Director) X X X
Substitutions of $100,000 to $149,999 (approval of Dean, Director or Chairperson, portfolio VP
or Provost, VP for Administration, Budget Director & VP for Finance) X X X
Substitutions of $150,000 to $999,999 (approval of Dean, Director or Chairperson, portfolio VP
or Provost, VP for Administration, Budget Director, VP for Finance, and the President) X X X X
Substitutions $1 million and above (approval of Dean, Director or Chairperson, portfolio VP or
Provost, VP for Administration, Budget Director, VP for Finance, the President, and the Board
of Trustees) X X X X X
* Requires submittal of a Capital Budget Interchange (CBI) form by requesting portfolio, with approval
of each subsequent party evidenced by signature of form.
EXHIBIT N-5
Capital Project Review & Approval Process
Substitutions Within Master Program Pool* Action Required By:
For consideration of substitutions within a master pool of capital funding-- Requesting Administration Finance Board of
Academic areas - government or coporate research funded. Portfolio Provost Division Division President Trustees
Any new project or equipment purchase that is fully funded by the contract (no
cost sharing or renovation, installation costs) would require the approval of the
Dean, Director or Chairperson, the Vice President for Administration, and the
Budget Director. X X X
Any new project or equipment purchase that has cost sharing or renovation,
installation costs to be funded by the Institute, would require the approval of the
Dean, Director or Chairperson, the Provost, the Vice President for
Administration, the Budget Director, the Vice President for Finance and the
President. Renovation or installation costs of $1,000,000 and above would
additionally require the approval Board of Trustees. X X X X X X
* Requires submittal of a Capital Expenditure Request Form (CER) by requesting portfolio, with
approval of each required party.