Capital Programs Management Group (CPM)

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CPM 306–12 Table

At the furniture/fixture and equipment (FF&E) procurement phase, the Capital Programs Management Group (CPMG) or the interior design consultant and the user department determine the scope and budget of all movable equipment.

If the cumulative, total cost of the equipment is less than $100,000, the CPMG or the interior design consultant works with the user department and with Purchasing and Business Services to develop specifications for the equipment, procure the equipment, and budget track the equipment.

If the cumulative, total cost of the equipment is more than $100,000, the user department works with Purchasing and Business Services to specify and procure all equipment.

When the scope and budget have been established for equipment with a cumulative, total cost of more than $100,000:

The CPMG or the interior design consultant requests that Financial Services establish a separate agency/org account for the specified amount of equipment.

Financial Services works with the user department’s vice provost’s office to establish the agency/org manager, set up the account, and provide budget over-run precautions to ensure that the budget is not exceeded.

Purchasing and Business Services meets with the user department representatives and discusses the procurement process and responsibility of the users in developing the specifications for the equipment.

The user department or interior design consultant develops the required specifications for the equipment.

Purchasing and Business Services bids the equipment as required or prices from State Contract and provides a recommendation to the user department regarding the procurement.

The user department accepts the recommendation or justifies an alternative choice and initiates requisitions.

Purchasing and Business Services issues a Purchase Order based on the requisition.

The user department coordinator or interior design consultant works with the vendor(s) to coordinate a delivery and installation schedule, if applicable. Deliveries are to go directly to the user site.

If the equipment cannot be delivered to the project site by the vendor, Receiving and Stores accepts delivery of the equipment and delivers it to the user department representative.

The user department or interior design consultant accepts delivery and inspects the equipment for damage.

If equipment is damaged, the user department or interior design consultant:

  1. works with the vendor to resolve the problem
  2. distributes the equipment to the appropriate user(s) and arranges for installation, if necessary
  3. sends the invoices to Payables and Reimbursements and enters a receiver number
  4. monitors the budget and reconciles the account

    and

  5. expends funds within the time restrictions of the bond issue or according to university restrictions regarding the payment schedule.

When funds are expanded, Financial Services closes the separate agency/org account and notifies the CPMG. Any unused funds should revert back to the main agency/org account.

Return to CPM 306–12

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