Initiating Major Construction Projects
New Project Requests
ALL UNIVERSITY PROJECTS MUST FOLLOW THIS PROCEDURE
Step 1: The project is requested by College/Department/Entity and approved through Construction Project Planning Executive Council (CPPEC). The project is then established by Planning Design and Construction (PDC), which is based on the “Facility Program” that follows the Board of Trustees Internal Operating Memoranda 02-3 guidelines.
Step 2: Upon receipt of funding commitment(s), the project is given formal notice to proceed with design and construction for the Architecture, Engineer, and Construction Management selections.
Step 3: The PDC Project Manager and the PDC Contract Administrator are assigned.
Step 4: Following CPPEC approval, the PDC Project Manager creates a project in the Project Tracker system.
Step 5: The College/Department/Entity provides PDC with funding source(s) that will be utilized and/or obtained.
Examples of funding sources
- Public Education Capital Outlay (PECO) funding: Construction Accounting gives advanced budget and draws down cash from the State as needed on a monthly basis.
- Note: PDC follows Board of Governors – There is a Fixed Capital Outlay/Legislative Budget Request process to obtain PECO funds.
- Non-sponsored Contracts and Grants resources, Auxiliary, Interest Earnings on non-appropriation funds, or Private Donations: Cash must be transferred into a construction accounting fund. Division of Sponsored Program approval is required for non-sponsored contract and grant resources.
- Bond funding: Construction Accounting gives advanced budget, and PDC/Construction Accounting requests Treasury Management to draw down cash based on a draw schedule.
- UF Internal Loan: Construction Accounting gives an advanced budget, and requests that Treasury Management draw down cash monthly based on expenses.
- Sponsored Contract and Grant resources: Construction Accounting gives an advanced budget and requests cash monthly, based on expenditures.
- Education and General (E&G) funding: The request to utilize these funds must be approved by Construction Accounting. Construction Accounting will verify that the request to use this type of funding source is allowable based on State Statutes and UF Policy. Unique UF fund codes have been created to track E&G monies that are approved for construction expenses. Cash is required to be transferred into the appropriate construction accounting fund. The account code 787000-Capitalized Construction is no longer available for invoice payment processing by departments outside of Construction Accounting.
- Direct Support Organizations/Affiliates (University Athletic Association, Jacksonville Proton Therapy, etc.): All project accounting is conducted by the entity. PDC reviews and makes recommendations for payments, etc.
Step 6: The PDC Project Manager creates the budget in the Project Tracker system and assigns the department’s fiscal contact.
- The Project Tracker system sends the funding request to the department contact.
- The department contact adds the valid funding source, and the system routes the funding notice directly to Construction Accounting, who then processes the request.
- If the project requires additional department funding, the PDC Project Manager routes a “budget amendment” to department for approval, inclusion of valid funding source, and subsequent routing to Construction Accounting for processing.
Step 7: Construction Accounting will create a project in PeopleSoft with the receipt of funding request from department.
Note: Construction Accounting will check to ensure project is on the PECO approved list provided by the Florida Department of Education if PECO monies have been identified.
Step 8: The PDC Contract Administrator submits requisitions in PeopleSoft to UF Procurement Services to create Purchase Orders after receipt of approved quotes, proposals, and contracts from PDC Project Managers for the actual cost of work.
Step 9: Invoices are directly uploaded by the vendor to the University of Florida’s Accounts Payable system, MyUF Payment Solutions, and are reviewed and approved by the PDC Project Manager.
Step 10: The invoice is routed to the PDC Contract Administrator for a second review and approval.
Step 11: The PDC Contractor Administrator routes approved invoices to the Construction Accounting team for processing and final approval.
Step 12: Construction Accounting team reviews to ensure monies are available to pay the invoices and breaks down the invoices for “componentization” to be classified and accounted for as an asset on the University’s books.
Step 13: Invoice is paid.
Step 14: At the completion of the project, it is reviewed for closeout and capitalized in the accounting system.
01/31/2021: reviewed content
Construction Accounting: (352) 392-5778
Planning, Design and Construction: (352) 273-4000