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Capital Projects and Purchases Policy


Davidson College continues to rank among the very top of all liberal arts colleges in the nation. To maintain this position, the college will, from time to time, make capital improvements to facilities, scientific, or plant equipment inventories, and/or technology related items.


The purpose of this policy is to provide for the efficient allocation of capital improvement funds and the growth of the college in a manner that is consistent with the strategic goals of the college's administration and Board of Trustees.


All Capital Projects and Purchases must be documented on an online Capital Project/Purchase Authorization Form (the "Form"). Completion of the Form ensures that funding sources are identified and charged in advance for all capital items. This will enable the Business Services Office to monitor expenditures for compliance with the approved budget for the project or expenditure. This policy applies to all Capital Projects or Purchases with a total cost of $5,000 or more, including an aggregate purchase for multiple capital items that individually are less than $5,000.


"Capital Projects and/or Purchases" include expenditures for new construction, building renovations and additions, scientific, office and plant equipment, and technology-related items that will benefit your department for at least three years.

Administration of Policy

The Controller/Director of Business Services shall oversee this policy and review it at least once every two years. Changes to this policy shall be made in accordance with the college's Policy on Policies.

The following procedures should be followed by individuals submitting a request for capital expenditures:

Open online form and complete the required information. Click submit button. Any detailed documentation supporting the cost of the project (quotes, budgets) may be forwarded via campus mail to the Controller/Director of Business Services, or by attaching the information to an email to the Controller/Director of Business Services. As the Capital Project application is web tool, all users that access the application to either submit, review, or approve a project must be logged onto a computer that is connected to the Davidson network. If you are not logged onto a computer on the Davidson network, you will receive the message "The page cannot be displayed". This includes users who accesses email through the Outlook Web Mail tool. Outlook Web Mail does not connect you to the Davidson Network. (Netscape users: Netscape users do get a login box. To access, simply follow standard Davidson protocol of userid = "davidson\username" and your Davidson network password).

When the confirmation email arrives from "Capital", click on the provided link to access the project. Review/Edit and then submit the project for approval. Please add "" to your safe-sender list so that it will not be filtered to your junk mailbox. To submit for approval, type the email address of the person who will approve your project and click on the Submit for Approval button.

Note for Academic Affairs Users: Academic Affairs capital projects require the approval of the Associate Dean for Academic Administration and the Vice President for Academic Affairs, therefore, department heads must route projects to the Associate Dean for Academic Administration.

If your project is denied, you will receive an email with the reason for denial. Open the link, make the necessary changes and press the Submit for Approval button. This will direct the form back to the person who denied the project. You can view the status of your capital project.

The following procedures should be followed by those reviewing capital expenditure requests:

  1. You will receive an email from "" indicating that a capital project needs your approval. Click on the link in the message to access the form.
  2. To disapprove the project, click on disapprove. You will be taken to the Disapprovals Page. Select your position from the drop-down menu and describe why you are disapproving the project. Click on Disapprove and Unlock Edit Lock. This will send the project form back to the individual submitting the request. They will then make the necessary changes and the project will be routed back to you for re-approval.
  3. To approve the project, click "approve". This will take you to the Approvals Page. Select your position from the drop-down menu and click "submit".
  4. You will be directed to the Forward to Next Approver Page. Select the next approver from the drop-down menu (this page will also show the approval hierarchy for reference purposes) and click on submit. The page will be directed to the next approver.

The final approval of capital expenditure requests is subject to the following procedures:

  1. The Controller/Director of Business Services (for projects under $25,000) or Vice President for Finance and Administration (for projects exceeding $25,000) will forward the fully approved online form to the Assistant Controller.
  2. The Assistant Controller will assign the project number (the 965XXX or 966XXX) and move the estimated cost from your funding source, to the assigned project number. An approved form, which includes the assigned project number, will be routed back to the originator. All expenses related to the project should be charged to this project number, not your funding source (the project number replaces the fund number - i.e., if your funding source were 10-321000-740100 and the project number were 965100, then all expenses would be charged to 965100-321000-740100)

Last Revised: May 6, 2013