Kentucky State University Business Policies and Procedures Manual

  • Prepare form SAS-14 for the named project,
  • Obtain CFO approval on SAS-14 on behalf of the University,
  • OSBD creates the unique state project number 435-XXXX (435-designates it as KSU),
  • File a Division of Engineering and Contract Administration (DECA) origination form online to request the assignment of a state project manager.
  • Request a new FOAP for the project from accounting.
  • Fixed Assets Accountant creates the new FOAP:
  • Obtain approval from Controller/CFO to create new FOAP elements for CIP project (see General Ledger and Chart of Accounts section).
  • Each state project account is mapped to a FOAP.
  • eMARS Fund = Banner FUND 91XXXX
  • eMARS Obj/Rev = Banner ACCT – new account structure 8607 CIP
  • E701 = 731001 Architect/Engineer
  • E703 = 731002 General Construction
  • N113=
  • Capital Projects Manager requests the OSBD to transfer funds from the approved capital construction appropriation to the assigned state project account when the approved project is ready to commence or requires additional funding to continue. The DECA Project Manager assists with providing estimates for the budget categories.
  • Email request to OSBD to prepare form SAS-5 to initiate the funds transfer

including:

  • Account
  • Amount
  • Source of funds: specific allocation, assets preservation, grant funds, or operating budget
  • Budget category:
  • E-701 Architectural and Engineering Services
  • E-703 Construction Services
  • OSBD:
  • Prepares form SAS-5.
  • ■ Sends to the University's CFO for institutional approval.
  • ■ Routes approved SAS-5 to the FAC for approval.
  • ■ Transfers funds to project account – state contributes its portion and pulls institutional match from 132Y account.
  • Fixed Assets Accountant records the transfer of funds to the state accounts.
  • Capital Projects Manager:
  • Holds progress meetings with the DECA Project Manager and design phase consultants as needed to review schematics, developmental design, and the completion of construction documents.
  • Reviews and approves cost estimates from the design phase to ensure they are in line with available capital budgets.
  • Finance and Administration Cabinet (FAC) bids the project: