Use the Capital Project/Purchase Authorization Form for 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 items, which will benefit the department for at least three years, include:
- Expenditures for new construction
- Building renovations and additions
- Scientific, office and plant equipment
If you have any questions about this form, contact our assistant controller at 704-894-2066.
Online Capital Project Authorization Form
When you submit the Capital Project/Purchase Authorization Form, your department head will receive an email with a link to the form. They should approve the form online and forward the form to the next approver. For more detailed instructions, review the capital project and purchases policy. You can also review the status of your capital project form. Please note that if you are off campus, you must be logged in to VPN.
Projects/purchases approved by the Trustees as a part of the fiscal year Capital Budget process will be assigned a "Capital Budget ID" and a funding source. The funding source indicates which account within the Capital Budget will provide funding for the project. A Capital Project Authorization Form is still required to ensure that affected departments (Physical Plant, T&I, etc.) are aware of and able to support the project, as well as notify the Business Office for cash management and financial statement purposes.
Please include the "Capital Budget ID" and the funding source on the capital project authorization form. If the funding source includes "xxxxxx", please replace with your departmental organization number.
Capital Budget ID numbers (e.g CP23001) and funding sources (e.g., 967000-xxxxxx-730591) can be found here:
- FY23 Trustee Approved Capital Budget (Google Doc)
- FY22 Trustee Approved Capital Budget (PDF)
Once the capital project form has been fully approved, a Banner fund number (also known as Capital Project #) will be established. All activity related to the project must be charged to that Banner fund (Capital Project #), not to the funding source. The full general ledger code will be in the form of: Capital Project Fund - Department # - Account # - Program #. For example, if the Controller's office (Department # 321000) submitted a capital project form to purchase equipment (account 730510) and the Capital Project # assigned was 965111, the full general ledger account would be 965111-321000-730510-01.