MINOR PROJECTS BUDGET FLOW (Appropriated and Department Funds)

Transcription

1 MINOR PROJECTS BUDGET FLOW (Appropriated and Department Funds) MINOR PROJECTS 1. Establishment of Projects 2. Contracts and PO s 3. Payments 4. Project Close Out

2 Minor Projects PECO Funded Minor Projects Department Funded Request for Project Space Impact Form Scope Fund Source By Dept. Project Estimate Space Impact Form Approved Prioritization Project Manager Assigned Approved Project Priorities Distributed to FM (Office of the Vice President for Administrative Services) Project Estimate Project Manager Assigned Project Established with in FAST (UCO) Project Established within FAST (UCO) See Contracts and Purchase Order for Project Implementation (Minor Services PO, Contract Change Orders, Minors Services Contracts) See Contracts and Purchase Order for Project Implementation (Minor Services PO, Contract Change Orders, Minors Services Contracts)

3 Minor Services Contract Minor Services Purchase Orders Contract Change Order Vice President Administrative Services Discussion Contract Negotiation Support documentation received & reviewed by PM from vendor(s) Requisition request & supporting docs. submitted to ASBC Purchase Order Change Order Request prepared by FM and submitted to ASBC Contract Preparation General Counsel Review Requisition entered in FAST by ASBC and funding department approves REQ ASBC reviews and submits the Purchase Order Change Order in FAST Vice President Administrative Services Review Contract Execution Vice President, Business & Finance Executed contracts distributed Copies of supporting information submitted to Main Campus Purchasing Purchase Order request is converted to Purchase Order by Purchasing Agent in Main Campus Purchasing Purchase Order is issued to vendor Main Campus Purchasing processes the Purchase Order Change Order in FAST Purchase Order Change Order is issued to Vendor

4 Payments Vendor submits pay request/invoice to ASBC Pay request/invoice is reviewed by ASBC Pay request/invoice is submitted to FM for review and approval Receipt is keyed into FAST by the Fiscal & Business Specialist Payment to Vendor

5 Minor Project Close Out Process Punch list is developed for remaining work Contingency balance is reviewed for possible scope recovery Information Technologies and FM are informed of pending close out for final billings Transactions are reviewed for correctness Final Payments to Vendors Status in FAST is changed to Finished and Inactivate (UCO) FM is provided with documentation Building cost are transferred to Asset Management (UCO)

6 Budgets Legislature Appropriation FBOE submits approved appropriation lists to Universities Department Funds (Budgets established in FAST by the Department) Request for Spending Authorization (OEF 352) is prepared by UCO, FM. ASBC Vice President Administrative Services Review OEF 352 is forward to the President s office for signature Signed OEF 352 is submitted to FBOE OEF is approved by FBOE Spending Authorization Encumbrance is increased on Cash Request (442) Approved OEF 352 is received by UCO Cash Request (442) is prepared based upon Project s cash flow for the next 30 days Budget is established within FAST (UCO)