CAPITAL PROJECT OVERVIEW - University of Kentucky Project... · Department must complete all fields...
Transcript of CAPITAL PROJECT OVERVIEW - University of Kentucky Project... · Department must complete all fields...
OBJECTIVES
• To understand plant fund policies and procedures
• To determine when a plant fund is appropriate
• Complete the Project Establishment Form correctly
• Assist with maintenance and completion of projects
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GENERAL INFORMATION
• Purpose: Track expenses related to construction,
renovation, repair, replacement, major equipment
purchases, or fabricated equipment on a plant WBS
element (“plant fund” or “project”)
• Business Procedure Manual References:
• BPM E-3-1: Unexpended Plant Fund Policy http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-3-1.pdf
• BPM E-3-2: Minor Renovation Policy http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-3-2.pdf
• BPM E-3-3: Fabricated Equipment Policy http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-3-3.pdf
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DEFINITIONS
• Fabricated equipment: Construction of a single piece of capitalizable equipment by UK personnel from several smaller vendor purchases
• Funding: Transfer of funds to the plant fund for expenses using Transfer GLs via Journal Voucher (JV)
• Legislative Authority: Projects authorized by the Kentucky General Assembly (GA)
• Overdraft: Posted expenses exceed funding
• Plant fund: WBS element beginning with “4” where capital project revenues and expenses are recorded and tracked for the life of the project
• Responsible Person: Contact for project issues
• Scope: Total budget to complete the project, supported by quotes or invoices
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PROCEDURES
1. Determine need for construction, renovation, repair,
purchase of equipment, etc.
2. Obtain quotes or estimates
3. If the project total meets the applicable dollar
threshold, a plant fund should be used
• Fabricated equipment: $5,000 or more
• Construction, renovation, repair, replacement: $100,000 or more
• Major equipment purchase: $200,000 or more
• Software purchase or development: $400,000 or more
4. Complete Project Establishment Form and obtain
approvals as required by area
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PROCEDURES, CONT.
5. Submit Project Establishment Form to Accounting &
Financial Reporting Services (AFRS) with supporting
documentation and funding JV
6. Capital Projects Accountant creates the WBS element
in SAP, establishes the budget, posts the funding JV,
and notifies those involved/responsible for the project
7. End user charges all expenses related to the project
directly to the plant fund WBS element
8. Notify Capital Projects Accountant when project is
ready to close
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LEGISLATIVE AUTHORITY
• Authorization is required if the project scope meets the
applicable dollar threshold
• Construction, renovation, repair, replacement: $1,000,000 or more
• Information technology (IT) systems: $1,000,000 or more
• Major equipment purchase: $200,000 or more
• References
• UK Administrative Regulation (AR) 8:2, Policies and Procedures
for the Approval of Capital Projects https://dib.uky.edu/regs/sites/www.uky.edu.regs/files/files/ar/ar8-2.pdf
• Kentucky Revised Statutes, Capital Projects and Bonds section
• KRS 45.750: http://www.lrc.ky.gov/statutes/statute.aspx?id=44897
• KRS 45.760: http://www.lrc.ky.gov/statutes/statute.aspx?id=39786
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LEGISLATIVE AUTHORITY, CONT.
• Major construction projects with scopes of $1,000,000
or more are generally managed by the Capital Project
Management Division (CPMD)
• Work performed by internal departments (Campus or
Medical Center Physical Plant Divisions, Information
Technology Services, or Agriculture Facilities
Management) must not exceed $999,999
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LEGISLATIVE AUTHORITY, CONT.
• Questions should be directed to the below contacts
prior to initiation of projects or any changes
• University Budget Office (UBO)
• Laurie Sorg
• Elizabeth Baker
• Area Capital Coordinators
• Departments beginning 1 or 9 - UBO
• Departments beginning 3, 7, or 8 – Gus Miller
• Departments beginning 4 – Judy Duncan
• Departments beginning H or M – Teresa Centers
• Any IT projects – Karen Willmott
• Any Athletics projects – Russ Pear
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EXAMPLE OF STUDENT CENTER PROJECT
Legislative Authority: 2014-2016 Capital Budget
Authorized project scope: $175,000,000
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PROJECT ESTABLISHMENT INSTRUCTIONS
1. Project Establishment Form
2. Supporting documentation
3. Funding JV
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1. PROJECT ESTABLISHMENT FORM
• Project Establishment Form on UK eForms website: http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/eforms/Pr
oject%20Establishment%20Form.pdf
• Project Establishment Form Instructions on UK eForms
website (hyperlink also provided on the PDF form): http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/eforms/Pr
oject%20Establishment%20Form%20Instructions.pdf
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SECTION 1: PROJECT INFORMATION
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Department must complete all fields in Section 1
Note: Many items have helpful tips when cursor is hovered over the PDF field
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• Project Title: Name of the project
• Start Date: Date the project will begin
• End Date: Estimated date the project will be complete
• Location: Building name and number, including room
numbers if applicable
• Campus Guide: http://www.uky.edu/CampusGuide/
• Capital Assets Accounting: http://www.uky.edu/ufs/capital-assets-
accounting
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• Business Area: Select appropriate area for which the project
applies from the drop-down menu
• Functional Area: Select 1060-Other Maintenance and
Operation Expense from the drop-down menu
• Exception: Auxiliary Enterprises, such as Athletics or Hospital, use
the appropriate area for which the project applies. Listing available
under BPM E-17-16: Chart of Accounts-Functional Area: http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-17-16.pdf
• Department Number: Five digit code designating the
academic or support unit for which the project applies.
• Listing available under BPM E-17-7: Departmental Codes: http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-17-7.pdf
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• Responsible Person: Name of contact for project issues
• Responsible Cost Center: Capital cost/funds center for the
department, usually begins with 1412-• Search SAP t-code ZFI_COBJ by department number
• Requesting Cost Center: Based on area performing work and creating/approving orders• Campus Physical Plant Division (PPD) – 1043801050
• Capital Project Management Division (CPMD) – 1043800150
• Medical Center Physical Plant Division (MCPPD) – 1043800470
• Information Technology Services (ITS) – Cost center funding project
• Vendor/Ag Facilities Management (Ag FM)/Other – Cost center funding project
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• Work to be performed: Explain what the project entails
• Classification of space: Select yes or no based on whether
the current space will be modified for a different use and
explain (i.e. classroom to lab, lab to offices, etc.)
• Upgrades: Select yes or no based on whether the
renovation, new item, etc. is an upgrade when compared to
what currently exists and explain
• Example: Additional features, more capacity, etc.
• Not an upgrade: exact replacement, only new
• Justification of request: Explain the purpose of the project
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• Legislative Authority: Must obtain proper approval and
provide documentation if applicable. Some information will
be included as part of the WBS element’s properties:
• Legislative Authority: Biennium dates (i.e. GA 2016-2018)
• Legislative Authority Date: Beginning of biennium (i.e. 7/1/2016 for
the 2016-2018 Biennium)
• Board Date: Date of Board of Trustees or UBO approval
SECTION 2: ESTIMATE/FUNDING INFORMATION
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Department must complete all applicable fields in Section 2
Note: Many items have helpful tips when cursor is hovered over the PDF field
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• Quotes/estimates should be obtained prior to submitting a
Project Establishment Form and are summarized in Section 2
• Enter the information on the appropriate line in relation to
the quotes/estimates received from an area for the project
• Campus Physical Plant – PPD
• Capital Project Management – CPMD
• Info Technology Services – ITS
• Med Center Physical Plant – MCPPD
• Vendor/Ag FM/Other – External vendor, College of Agriculture
Facilities Management, or other source not provided
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• Estimated Amount/Scope: Total of all estimates/quotes by
area performing work
• Amount Funded: Total amount funded for each area, must
equal the total scope unless approved exception to full
funding exists
• Project Total: Total of Estimated Amount/Scope and
Amount Funded
EXAMPLE OF STUDENT CENTER PROJECT
24Note: Exception to full funding since the project has funding of $160,000,000 in bond proceeds
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• Signatures are required prior to submitting the Project
Establishment Form and should follow the approval
guidelines as determined by area
• Area Fiscal Officer/Sr. Vice President is determined by
the beginning of the department number:
• 1, 3, or 9 – Anthony Russell, Brad West, Roxanne McLetchie
• 4 – Judy Duncan
• 7 or 8 – Angel Reed, Gus Miller
• H or M – Teresa Centers
SECTION 3: WBS ELEMENT INFORMATION
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FOR AFRS USE ONLY
Note: Many items have helpful tips when cursor is hovered over the PDF field. This section is for AFRS use,
but all fields are available for entry if the department has the information available.
2. SUPPORTING DOCUMENTATION
• Total scope must be supported with vendor quotes,
PPD estimates, etc.
• Documentation or Project Establishment Form must
provide sufficient information regarding the work to
be performed
• Indicate any special instructions, such as funding by
multiple sources with specific allocation, grant-
funded, etc.
• Approval for exception to full funding if applicable
• Legislative authority if applicable
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3. FUNDING JV
• Park one-sided JV by entering only the debit entry to
charge the cost center funding the project
• Use Transfer GL account 755030 (Transfer to
Unexpended Plant Funds) for the debit
• JV amount must equal the total scope unless an
exception has been approved for partial funding
• Upon creation of the plant fund WBS element, the
Capital Projects Accountant will add the credit entry
for posting
• Projects funded by grants do not require a funding JV
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EXAMPLES OF STUDENT CENTER PROJECT
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1. One-sided JV for funding from one source only:
2. One-sided JV for funding from multiple sources:
ONGOING PROJECTS
1. Expenses
• Pro-card, purchase order, etc.
• Plant fund should be charged directly in the WBS element field,
not cost center or grant
• Any charges erroneously posted to a cost center or grant must
be transferred from that cost center or grant to the plant fund
WBS element in order to properly track project expenses,
regardless of original posting date
• PPD or ITS work orders
• Area performing work charges plant fund directly
• Settlements and direct billings generally post at month end
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ONGOING PROJECTS, CONT.
2. Scope changes
• Notify the Capital Projects Accountant and provide
supporting documentation for the increase or decrease
• Increases – a funding JV for the increase amount should
be submitted with the documentation so project funding
equals the scope
• Decreases – the difference will be returned to the cost
center that originally funded the project so funding
equals the scope (or allocated appropriately if funded by
multiple sources)
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ONGOING PROJECTS, CONT.
3. Overdrafts
• Not permitted – must be funded by month end
• Capital Projects Accountant will contact the Responsible
Person for funding before monthly closing
• Grant-funded projects – funds are drawn from the grant
on a monthly basis to reimburse the plant fund (cover
overdrafts as they occur), no action required unless there
are issues with the grant
• Persistent overdrafts may result in the project being
locked to prevent additional expense postings while
there are insufficient funds
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ONGOING PROJECTS, CONT.
4. Funding JV• Similar to the initial funding JV, the department should
debit their cost center with GL account 755030
• Following standard Transfer guidelines, the plant fund WBS element should be credited with the appropriate GL account that corresponds with the debited cost center• Example: Funding a project from a Restricted 1215- cost center
results in a credit to the plant fund WBS element with 740100 (Transfer from UK Restricted)
• AFRS links for assistance: http://www.uky.edu/ufs/accounting-and-financial-reporting• Transfer Accounts – list of all transfer GL accounts
• JV Hints – see TRANSFERS at end for general information
• Amount on JV must equal the amount of the scope increase or overdraft
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ONGOING PROJECTS, CONT.
Review plant fund transactions in SAP
• T-code: CJI3
• At prompt, select Database Profile: 000000000001
• Select Variant: CAMPUS
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ONGOING PROJECTS, CONT.
• Detail is similar to KSB1 for cost centers
• Actual postings are displayed
• Encumbrances (PO, JV, etc.) are not shown
• Drill-down into transactions
• Overall credit balance – project has sufficient funding
• Overall debit balance – project is in overdraft
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ONGOING PROJECTS, CONT.
Review plant fund budget vs. actual in BW
• FI Financial Accounting – Funds Management/Budget
Control – Capital Projects Budget vs Actual
• Enter Fiscal Period/Year and Funded Program (WBS)
• Overview of expense and encumbrance totals to date
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PROJECT COMPLETION
• Notify Capital Projects Accountant when the project is
complete to close out
• There should be no encumbrances such as open
purchase orders
• Excess funding will be returned to the cost center that
originally funded the project if applicable
• When funding is split between multiple sources, the excess
amount will be returned based on the original funding allocation
• Plant fund WBS element will be locked, with no further
posting allowed
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QUESTIONS
• Accounting & Financial Reporting Services
• Chantal Le Rutter, Capital Projects Accountant
Phone: 257-6242 | Email: [email protected]
• Bill Coleman, Capital Assets Accounting Manager
Phone: 257-1111 | Email: [email protected]
• Area Capital Coordinator
• Area Fiscal Officer
• Department performing work
• Campus Physical Plant Division: http://www.uky.edu/facilities/CPPD
• Medical Center Physical Plant Division: http://ppdmc.uky.edu/
• Capital Project Management Division: http://www.uky.edu/cpmd/
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