E-3-2 Minor Renovation Policy

I. Purpose

To provide guidelines for establishing internal orders for renovation, repair, and replacement projects estimated to cost less than $100,000.

II. Responsibilities

1. Department
   1. Complete and submit work/project/estimate requests to Facilities Project Management (FPM).
2. Facilities Project Management (FPM)
   1. Perform estimates as requested.
   2. Promptly charge department for expenses incurred relating to project.
   3. Reconcile the charges on the cost objects related to each minor renovation project monthly
   4. Correspond with department regarding project questions, issues, etc.

III. Policy

The SAP PM module will be used by FPM for renovation, repair, and replacement projects estimated to cost less than $100,000 that are not funded by special state appropriations (e.g., deferred maintenance pools and state grants) or related matching funds (see Business Procedure Manual E-3-1 Unexpended Plant Fund Policy). 

IV. Procedure

1. FPM will perform renovation projects less than $100,000.
2. Steps to initiate the project with FPM include the following: 
   1. The requesting department will complete and submit the Project Request Form to FPM.
   2. FPM will initiate and return the Project Budget Proposal form to the requesting department.
   3. To proceed with the work, the requesting department must complete the following steps with the Project Budget Proposal form:
      1. Obtain the authorization of the appropriate area Executive Vice President/Provost or their designee;
      2. Sign the form as the requestor;
      3. Include the funding account on the form; and
      4. Return the completed Project Budget Proposal Form to FPM.
3. On a monthly basis, FPM, whichever is performing the work, will charge the designated cost center for expenses incurred.
4. If a project estimated to cost less than $100,000 exceeds the limit, FPM must immediately notify Capital Assets Accounting in Accounting and Financial Reporting Services. Depending upon the nature of the project and the new scope, Capital Assets Accounting may establish an unexpended plant fund WBS element (see Business Procedure Manual E-3-1 Unexpended Plant Fund Policy).
5. Capital Project Management administers feasibility studies regardless of the cost. To establish a feasibility study, contact Capital Project Management.