guidelines and instructions for fiscal year 2021 capital budget … · 2020. 1. 8. · fy21 capital...

Guidelines and Instructions

for Fiscal Year 2021 Capital Budget Submission and Input Spreadsheet

Contents

Executive Summary and Submission Overview p. 2

Input Template 1. Cover Page p. 3

Input Template 2. Continuing Capital Projects p. 4

Input Template 3. New Capital Projects p. 6

Input Template 4. Debt Funded Projects p. 10

PPM Construction Cost Template p. 12

Executive Summary

The Capital Budget for Fiscal Year 2021 will be reviewed for approval by the Board of Trustees at the

annual meeting in May 2020. The Office of Budgets and Planning provides a consolidated capital

budget to the Board of Trustees including total costs for all projects beginning design and/or

construction after June 30, 2020. Projects submitted for design cost only in the FY20 capital budget

should be resubmitted for construction cost approval in the FY21 Capital Budget.

The following key items are highlighted in the FY21 Capital Budget:

expected timing of capital expenditures in Fiscal Years 2021-2023

sources of funding from gifts, grants, operations and/or debt

uses of funding by Medical Center, River Campus, ESM, MAG and University-wide

uses of funding by project type: new construction, renovations, mixed, IT, equipment

renewal/replacement

segmentation of Routine and Non-routine project costs

total capital for deferred maintenance

status of major continuing capital projects, those with total costs greater than $0.5M and

approved or started in prior fiscal years with expenditures continuing into FY21.

A forward looking 3-year capital plan including potential projects, non-routine capital requests and

placeholders contingent on further review, funding sources and debt capacity is presented along with a

review of University credit ratings and key capital ratios which are used to measure and monitor

progress.

Submission Overview

The capital budget input templates are designed to meet the information needs of the Board of Trustees

and to support effective decision making. Detailed instructions for completing the input templates are

on the following pages. The due date is Monday January 27, 2020. Please email your capital budget

submission spreadsheet to [email protected].

Six input templates need to be completed in the submission file:

1. Cover Page to identify the department/division submission and contact person

2. Continuing Capital Projects to input existing major projects greater than $0.5M approved in prior

fiscal years that have costs continuing in FY21 and beyond

3. New Capital Projects to input new projects beginning in FY21 (July 1, 2020) the Capital Budget

and potential new projects beginning in FY22 and FY23 the 3 Year Capital Plan

mailto:[email protected]

4. Debt Funded Projects to input new projects that require financing from existing bond issues and/or

from new debt.

5. Business Case Template for all new projects in excess of $1.0M total costs. If you have a

separately developed business case for your project(s) you may submit that in lieu of the attached

form.

6. ***New for FY2021*** PPM concurrence with construction project costs $0.5M and higher is

required. A Construction Project Budget Estimator template has been developed (included in the

budget mailing) and a “Yes/No” column has been added to the New Projects tab in the submission

file to indicate this review has occurred as part of the budget development process.

New Debt Requires Advance Approval by Holly Crawford SVP & CFO

The University will have limited access to borrowed capital. All requests for debt funding including

leases must be approved in advance by the Senior Vice President and CFO. Please contact Michael

Andrews if you have leasing and/or debt requirements.

If you need help with your submission or have questions please call David Hester 275-9957.

Key Requirements

We need to know about ALL projects being contemplated although they may not be fully

developed. Often we find out about projects after the budget has been approved! Please identify and

submit all capital projects being considered, even if timing and cost information is tentative at the

time of submission. For these situations we label the project as a placeholder; we will update with

more exact information (or delete) before the capital budget becomes finalized in May.

Categorize projects as non-routine or routine (annual capital). For significant non-routine capital

projects greater than $0.5M please provide a detailed project narrative, cost flow and timeline.

Reference projects listed in your FY20 Capital Budget approval letter sent to you in May 2019

when completing the Continuing Capital Projects template. Against this list determine if the

approved projects will be completed by June 30, 2020.

Indicate if the project is deferred maintenance. Final determination of deferred maintenance

content will be made by University Facilities & Services.

Submit $ in thousands ($000’s).

1. Cover Page

Please enter your Company and/or department name in the appropriate cells. Use the drop down menus

to select Company number and name. First place cursor in cell (D6) and a triangle icon appears, click on

the icon and select your Company number from the drop-down list. Repeat process to make selection for

Company name. Note drop-down menus are available in all the input templates. Please select from the

drop-down list in columns D and E as their use standardizes data for consolidation and reporting.

Enter the name of the submitting individual, along with email and phone contact information in columns

I, J, K, L. This information entered on the cover page will link to titles in the other input templates.

2. Continuing Capital Projects

Use this worksheet to input existing major continuing capital projects. These projects should have been

already reviewed and approved by senior administration and the Board of Trustees as appropriate.

The following criteria must be satisfied for a project to be submitted as continuing capital:

(a.) total project cost greater than $0.5M,

(b.) a project approved in a prior fiscal year that has been started or a project with construction approval

but has not yet been started, and

(c.) has costs continuing into FY20 and/or beyond.

Again, please reference projects listed in your FY20 Capital Budget approval letter sent to you in May

when completing the Continuing Capital Projects template. Against this list determine if the approved

projects will be completed by June 30, 2020.

Input Sections have separate column headers highlighted in olive green. In the first screen shot from the

continuing capital projects template on the next page three input sections are visible. This include for

Major Project (Title), Basic Project Information and Approval Authorization. The section on Cost Flows

is only partially seen.

1. Cover Page

FY21 Capital Budget Submission Spreadsheet

Company and Dept. Submitted by

please select from drop-down list (Optional) (Optional)

Company # Company Name Dept. # Dept. Name First Name Last Name

10 Central Administration David Hester

Due Date: Monday, January 27, 2020

Basic Project Information:

Enter the project title then select from the drop-down list to provide Basic Project Information for:

University Campus, Routine or Non-Routine and Project Type. Simply place cursor in spreadsheet cell,

click on triangle button and select item from list to input a value.

The keys to abbreviations used in the University Campus and Project Type drop-down lists are:

Approval Authorization:

In this section, type the most recent approval date or anticipated approval date for the project and type in

the estimated completion date in the format shown in the example. Enter the approved total project cost

($ in thousands). Cost flows by fiscal year when summed must equal this total.

Project Cost Cash Flows:

Input cost flows ($ in thousands) for estimated project costs to be incurred through the end of FY20 and

cost flows projected for FY21, FY22, FY23 and beyond. The sum of the cost flows must equal the

approved total project cost.

Central Administration

Hester, David



Major Continuing Projects Basic Project Information Approval Authorization

In construction, purchase or final approval please select from drop-down list

prior to July 1, 2020. Most Recent Estimated

or Anticipated Project Approved

University Routine or Project Board Approval Completion Project Cost

Title of Project Campus Non-Routine Type Date Month Year Total

Sample Continuing #1 UW Non-Routine NC 30-Jun-18 May-21 2,000$

-$

-$

-$

Sources of Funding:

Enter sources of funding ($ in thousands) from operations/reserves, gifts and/or debt for the continuing

capital project. The sum of the funding sources must equal the approved total project cost.

If debt is a funding source, then the amount of continuing project debt needs to be recorded also in a

different budget input template called Debt Funded Projects.

In the Debt Funded Project template, shown below, enter the same project title from earlier and select

from the drop-down list to input Continuing in the Basic Project Info section. Determine whether project

is funded from existing debt (borrowed before 7/1/20) or new debt (incurred after 6/30/20). For

existing debt, select from the drop-down list to input the bond series or lease. For new debt, select from

the drop-down list to input either bond or lease.


Hester, David



Major Continuing Projects Project Costs Cash Flow Sources of Funding

In construction, purchase or final approval enter cost in $ thousands enter funding in ($) thousands

prior to July 1, 2020.

Approved Project to date ($) ($) ($) ($)

Project Cost Through Beyond Project Cost Reserves or Gifts or Funding

Title of Project Total FY20 FY21 FY22 FY23 FY23 Total Operations Grants Debt Total

Sample Continuing #1 2,000$ 500$ 1,500$ -$ -$ -$ 2,000$ -$ -$ 2,000$ 2,000$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$


Hester, David

4. Debt Funded Projects


Debt Basic Project Info. Funding From Existing Debt Funding From New Debt

Capital Projects funded with All Debt borrowed before July 1, 2020 All Debt incurred after June 30, 2020

existing and/or new debt. use drop down list use drop down list enter ($000) use drop down list enter ($000)

New or

Continuing Existing Funded by New Debt Funded by

Title of Project Project Bond Series or Lease Existing Debt Bond or Lease New Debt

Continuing #1 Continuing Bond Series2015 2,000$ -$

New #1 New Future Debt -$ Bond 500$

-$ -$

-$ -$

Project Questions:

Return again to the Continuing Capital Projects input template. Here you need to update the latest

status of the continuing project and type in your answers to the questions in columns X through AD.

Also provide any supporting documentation and budget detail if previously prepared for other uses.

3. New Capital Projects

The New Capital Projects input template is for new projects beginning in FY21 (specifically, July 1,

2020 or later) the Capital Budget and potential new projects beginning in FY22 and FY23 the 3 Year

Capital Plan.

Key Requirements:

We need to know about all projects being contemplated even if they are not fully

developed. Please identify and submit all capital projects being considered, even if timing and

cost are not fully known at the time of submission. For these situations, label the project as a

placeholder and estimate a cost. We will update with the most recent information or delete the

project before the capital budget becomes finalized in May.

Submit $ in thousands ($K).

Input new projects with cost greater than $25K individually; projects with costs less than $25K

should be aggregated and input in total as lump sum projects.

Input new projects or subsequent phases of existing projects that will require additional review

and approval.

Strategic plan projects need to be specifically identified.

Categorize projects as non-routine or routine (annual capital). Major non-routine capital projects

greater than $0.5M require a detailed project narrative, cost flow and timeline.

Indicate if the project is for deferred maintenance.

Indicate if the project is needed for faculty recruitment.

Basic Project Information:

Type in the title of the new capital project then select from the drop-down list to input Basic Project

Information for the project. Drop-down lists are provided for: University Campus, Routine or Non-

Routine, Project Type, Faculty Recruitment, Deferred Maintenance and Estimate % Deferred

Maintenance. Simply place your cursor in the spreadsheet cell, click on triangle button and select item

from list to input a value.

The keys to abbreviations used in the University Campus and Project Type drop-down lists are:

All new Information Technology (IT, ITRR) projects greater than $25K should be reviewed

with appropriate University Information Technology personnel. Please contact Kate Crowley,

Director of University IT (273-4068).

***New for 2021*** All Construction (NC), Renovation (R) and Mixed (M) projects with

costs over $0.5M must be documented on the included template and be reviewed with the Planning

and Project Management (PPM) Office. Please contact [email protected].

Indicate if the new capital project is for Deferred Maintenance and select from the drop-down list

Yes/No. Deferred Maintenance projects relate to work on or within buildings and campus infrastructure

(roads, parking lots, etc.) that has been deferred due lack of funding.

If Yes, then also select from the drop-down list provided to input the percentage of the project that is

deferred maintenance; for example 50%. The final determination of Deferred Maintenance content will

be made by University Facilities & Services.

All Deferred Maintenance projects should be reviewed in advance with UF&S Management.

Please contact Mark Schwartz (275-2026) or Jeff Foster (273-5755).

Indicate if a new capital project is needed for Faculty Recruitment and select from the drop-down list

Yes/No. Recruitment projects relate to capital for laboratory or office renovations and equipment

purchases incurred in connection with faculty recruitment/hiring.


Hester, David



New Projects FY21 (beginning after June 30, 2020) Basic Project Information

Capital projects beginning in FY21, FY22, and FY23 please select from drop down menu

(the 3 Year Capital Plan period).

(Yes/No) (Yes/No) Estimate %

University Routine or Project Faculty Deferred Deferred

Title of Project Campus Non-Routine Type Recruitment Maintenance Maintenance

Sample New #1 MC Routine MIXED No Yes 50%



Hester, David



New Projects FY21 (beginning after June 30, 2020) Project Costs Cash Flow

Capital projects beginning in FY21, FY22, and FY23 enter annual cost in $ thousands


($)

($) ($) ($) ($) Beyond Project Cost

Title of Project FY21 FY22 FY23 FY23 Total

Sample New #1 250$ 250$ -$ -$ 500$

-$ -$ -$ -$ -$

-$ -$ -$ -$ -$

Project Costs Cash Flow:

In this section, type the annual project cost ($ thousands) in the appropriate fiscal years. A formula sums

the project total cost. It is likely that depending on project scope, the cash flows will cross multiple fiscal

years. We recognize that timing of project costs are estimates and subject to change.

Outside the scope of the 3 Year Capital Plan:

The 3 Year Capital Plan is FY21 through FY23. There is a column in the spreadsheet for costs beyond

FY23. This captures future cash flows for projects that will begin in FY21, FY22 or FY23 and continue

forward.

Submitted projects beginning in FY24 and later are outside the scope of the 3 Year Capital Plan; and as

such, any cost entered in this column for projects starting after FY22 will be eliminated from your

submission when consolidated by the Office of Budgets and Planning.

***New for FY2021*** For construction projects (i.e. new construction, renovations, or mixed) with

costs of $0.5M or more, please complete the attached Construction Project Budget Estimator template

and, if required, indicate that PPM has reviewed the total cost estimate in Column P.

Sources of Funding:

Sources of funding for capital projects are one or a combination of operations, reserves (examples:

PR7XXXXX, SC53815; or OP349533 SC53815), gift or grant FAOs, and/or debt.

New Debt Requires Advance Approval from Holly Crawford, Sr. VP & CFO

The University will have limited access to borrowed capital. All requests for debt funding including

leases must be approved in advance by the Senior Vice President and CFO. Please contact Michael

Andrews if you have leasing and/or debt requirements.

Enter the amount ($ thousands) from each applicable source of funding in the appropriate column and

input the associated Financial Account Object (FAO) and Spend Category. Submissions with

incomplete or missing account numbers will be returned. Also make sure the operating or reserve you

provide has a sufficient balance available to fund the capital project.

If funding is from operations, this spending must be included in the FY21 Operating Budget submission.

Please confirm this with Cheryl Bennett (275-8372).

If debt (existing bond series, new bond or lease) is a funding source, then the amount of debt for the new

project also needs to be input in the Debt Funded Projects template.

The sum of the funding sources must equal the approved total project cost:

Balanced Submission Total Sources of Funding = Total Project Cost

Please inspect that your submission is in balance by project line item. If the above equation does not

hold true for each project line then the submission will be returned. The template has a built in sense

check to test for this condition, which is displayed below.

Project Description:

Provide detailed project description and narrative of the capital project in column AE. The cells are

formatted to wrap text, so please include all salient information about the project in terms of business

need, scope and project deliverables. Major non-routine capital projects greater than $0.5M require a

detailed project narrative, cost flow and timeline. The Office of Budgets and Planning will be in further

contact if your project is selected as a highlighted capital project in the FY21 Capital Budget Book. In

addition, the Business Case Template must be completed for all projects with total cost of $1.0M or

more.


Hester, David



New Projects FY21 (beginning after June 30, 2020) Sources of Funding

Capital projects beginning in FY21, FY22, and FY23 enter funding in ($) thousands drop-down list


($) ($) ($) (Yes/No) ($) ($)

Project Cost List Reserves or List Gifts or Listed in Funding

Title of Project Total FAO/SC Operations FAO/SC Grants Worksheet (4) Debt Total

Sample New #1 500$ 100$ -$ 400$ 500$

-$ -$ -$ -$ -$

-$ -$ -$ -$ -$


Hester, David



New Projects FY21 (beginning after June 30, 2020) Basic Project Information Balanced Submission

Capital projects beginning in FY21, FY22, and FY23 please select from drop down menu project cost equals funding


($) ($) (True/False) ($)

University Project Cost Funding Balanced Project cost

Title of Project Campus Total Total Submission Funding gap

Sample New #1 MC 500$ 500$ TRUE -$

-$ -$ TRUE -$

-$ -$ TRUE -$


All requests for debt funding including operating and capital leases must be approved in advance by the

Sr. Vice President and CFO. The University will have limited access to borrowed funds. Please contact

Michael Andrews if you have leasing and/or debt requirements for FY20.

Basic Project Information

Type in the same project title used in the New Capital Project template earlier and select from the drop-

down list to input New in the Basic Project Info section.

Funding From Existing/New Debt

Determine whether project is funded from existing debt (borrowed before 7/1/20) or new debt (incurred

after 6/30/20). For existing debt, select from the drop-down list to input the bond series or lease. A

recommended reference document is the Bond Reimbursement report issued by Carrie Ballou

([email protected]), Finance Plant and Debt Accounting.

For new debt, select from the drop-down list to input either Bond or Lease.

Type the total amount ($ in thousands) of project funded by new debt and/or the total amount ($ in

thousands) of project funded by existing debt in the appropriate column.

Cash Outflows of Borrowed Proceeds

Type the debt amount ($ in thousands) in the appropriate fiscal years of the 3 Year Capital Plan. The

amounts represent the cash outflow of the borrowed proceeds that fund the capital project.


Hester, David



Debt Basic Project Info. Funding From Existing Debt Funding From New Debt

Capital Projects funded with All Debt borrowed before July 1, 2020 All Debt incurred after June 30, 2020

existing and/or new debt. use drop down list use drop down list enter ($000) use drop down list enter ($000)

New or

Continuing Existing Funded by New Debt Funded by

Title of Project Project Bond Series or Lease Existing Debt Bond or Lease New Debt

Continuing #1 Continuing Bond Series2015 2,000$ -$

New #1 New Future Debt -$ Bond 500$

-$ -$

-$ -$


Balanced Submission:

Debt Sources of Funding (Continuing and New) = Total Debt Funded Projects

The total in the Debt Funded Projects template is the sum of Existing and New Debt. It should be equal

to the subtotal of Debt Sources of Funding input submitted in both the Continuing Capital Projects and

New Capital Projects templates.

Please inspect that your submission is in balance by project line item. If the above equation does not

hold true for each project line then the submission will be returned.


Hester, David



Debt Basic Project Info. Cash Outflows of Borrowed Proceeds from New Debt

Capital Projects funded with Cash flow by fiscal year

existing and/or new debt. use drop down list enter annual cash flow in ($) thousands

New or Project to date

Continuing Through Beyond Cash Flow

Title of Project Project FY20 FY21 FY22 FY23 FY23 Subtotal

Continuing #1 Continuing 500$ 1,500$ -$ -$ -$ 2,000$

New #1 New -$ 250$ 250$ -$ -$ 500$

-$ -$ -$ -$ -$ -$

-$ -$ -$ -$ -$ -$


Hester, David



Debt Basic Project Info. Funding From Existing Debt Funding From New Debt Total

Capital Projects funded with All Debt borrowed before July 1, 2020 All Debt incurred after June 30, 2020 Sum of Existing

existing and/or new debt. use drop down list use drop down list enter ($000) use drop down list enter ($000) and New Debt

New or

Continuing Existing Funded by New Debt Funded by Project Debt

Title of Project Project Bond Series or Lease Existing Debt Bond or Lease New Debt Total

Continuing #1 Continuing Bond Series2015 2,000$ -$ 2,000$

New #1 New Future Debt -$ Bond 500$ 500$

-$ -$ -$

-$ -$ -$

Planning and Project Management

Construction Guidelines

All projects over $0.5M which contain construction (new construction, renovations, mixed) require

completion of the Construction Project Budget Estimator file. Instructions and an example template are

included in the file. The file includes an updated cost matrix that is linked to the project estimation. The

full matrix is available as a separate tab for reference as well. Projects over $0.5M require review by

Planning and Project Management (PPM). If you have more than three projects requiring the template

you can add additional tabs.

Please submit templates to [email protected],copying [email protected],by

January 13, 2020. PPM will return templates to departments no later than January 20. Please contact

[email protected] for assistance or questions.




guidelines and instructions for fiscal year 2021 capital budget … · 2020. 1. 8. · fy21 capital...

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