Capital Programs Management Group (CPM)

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Effective: 6/1/1986

Revised: 3/1/2005

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CPM 502: Capital Project Agency/Orgs

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Purpose

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To ensure that separate plant project agency/orgs are established for projects

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Source

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University policy

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Applicability

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All capital projects managed by the Capital Programs Management Group

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Policy

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Capital projects managed by the Capital Programs Management Group (CPMG) that require outside service contracts should have individual plant project agency/orgs established.

The director of the CPMG or designee should be the overall org manager for the plant fund agency/orgs. However, for certain academic, departmental, or specialized projects, other university personnel may be allowed to assume the overall org manager responsibility.

Various sources are used to fund plant project agency/orgs (i.e., investment income, local collections, state capital outlays, department budgets, or bond proceeds).

Most project budget estimates that have been approved by deans/directors and responsible vice presidents are funded by the university during the annual Capital Program Request Process. Project budget estimates not funded during this process must identify the source of funds and agency/org number that will be used in order for the CPMG to establish the plant project agency/org with Financial Services.

In general, the agency code for plant project agency/orgs is PL6. Agency/orgs are established through the project approval process. Department-funded projects that can be done in-house by the Department of Facilities Management, using a Service Work Order, should be charged directly to the department’s agency/org.

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ProcedureD

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Responsibility
Action
Responsible vice president
  1. Send the signed original of the preliminary budget estimate form to the Capital Programs Management Group (CPMG).
Capital Programs Management Group (CPMG)
  1. Type the name(s) of the org manager(s) on the preliminary budget estimate form.
  2. Send the original form to Financial Services. Retain a copy for department project files.
Financial Services
  1. Establish a plant project agency/org.
  2. Enter the plant project agency/org number and initial the preliminary budget estimate form.
  3. Make a copy of the preliminary budget estimate form.
  4. Send the original preliminary budget estimate form to the CPMG and a copy to the user department.
CPMG
  1. Inform the user of project expenditures and agency/org status on a regular basis.

endtable

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Cross-References

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For a discussion of the project approval process, see CPM 301–02, “Annual Capital Project Request Process.”

For further information, see the Financial Services Policies and Procedures Manual—FIN 115, “Plant Fund Recoupment.”

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