Procedures for Completion of Project Request/Authorization Form

The completion of the Project Request/Authorization Form is required for each project over $1,000. (See forms) It is used for all planning,  remodeling, new construction, and major repairs and/or replacements. The  form is not used for State capital construction or controlled maintenance.

All applicable information requested on the form must be provided. The approval process must be completed in the order shown below. Approval signatures  are required based on the dollar estimates of, or increases for, the project.

1. The requester prepares and signs the form. The source of funding, including  the account number, is entered, if known. The individual must have signature  authority on the account or obtain an authorized signature.
2. The Auxiliary Services Assistant Vice President signs for all projects of $1,000 or more if auxiliary dollars are used to fund the project.
3. The Director of Facility Services reviews and signs the form for projects  of $5,000 or more.
4. The General Accounting Office assigns the account name and number. If the General Accounting staff are unsure what the source of funding is, they contact Facility Services to determine the proper coding. General Accounting personnel initial and date the account number portion of the form, or, if all required signatures are on the form at this point, move directly to #8.
5. The area vice president of the project approves the actual project and funding if costs are projected to be $25,000 or more.
6. The Director of Budgets reviews and approves the project for funding if the costs are to be $25,000 or more.
7. The Senior Vice President for Administrative Services approves the project if $50,000 or more is to be spent and obtains the approval of the  Board of Trustees if the project exceeds $300,000.
8. At any point, when all required signatures are obtained on the form, it is returned to the General Accounting Office. At this time, the fund accountant and Director of General Accounting sign the form. In addition,  a project number is assigned and a copy is made for each individual that has signed the form. If Facility Services is to complete the project, the  Facility Services Work Control Center assigns their Project Job Order Number  and enters it on their copy.

If it is necessary for a project to be revised, a copy is made of the  first completed project form. The changed information is entered in the  "Revised Budget" column along with the work "revision"  and the date written in the upper right hand corner. Each of the signers of the original form must initial and date the revised form before the project revision is authorized.