• Request funding via Facilities Project Sheet - Web form filled out by Project Manager
• Routing to Director -> Assist VP Facilities -> Gail -> D. Hollowell

After Dave, back to Gail -> Carol Rylee

• Establish proper account (by Budget Office)
• Process initial funding JV (by Budget Office)
• Create Service Slip – Budget Office creates account and creates initial JV to put money in acct. Facilities creates service slip from Maintenance system for small projects. Reads GADESC to validate account code.
• Initiate purchase orders against project – Standard activity
• Approve purchase orders- Standard Activity
• Batch charges for project through clearing accounts

Update activity through weekly system upload

• Provide project status information to project managers

• Reconcile discrepancies - Initial notice of suspense items from Maint System. Once in General Acctg, sometimes have to clear suspense.
• Request additional funding if necessary
• Move unrelated charges - sometimes charges hit account that proj manager says don’t belong there.
• Close out commitments - Clear out encumbrances (PO’s) - email to Budget telling them project is complete and account can be closed out.
• Request closing of project account
• Archive project information - keep paper records for three years. Electronic records are not archived. (No determiniation of how long electronic records will be kept).

• Establish project number for feasibility study – 5 digit number created to identify project. Kept in log book - manual creation. Feasibility Study - exploratory process by Architect and rough estimate of cost.
• Prepare project budget- Use feasibility costs negotiation between DH, Dept and Facilities. may require fuller study by architect. At some time architect brings paper document with costs and category- architect work creates budget for project. 
• Receive initial funding - Dave Hollowell or department- sends e-mail to Budget to establish account for project -- sometimes no money is moved, but account is permitted to be deficit until such time as money is moved.
• Establish proper account (by Budget Office)
• Process initial funding JV (by Budget Office)
• Initiate contracts (Purchasing in bidding process and negotiation of paper contract to winner of paper phase of contract.) when signed contracts come in they are routed through UD signature process = Dir FO-> Asst VP Fac ->Budget -> D. Hollowell -> Roselle -> Pete Heyward ->back to facilities.

• Review contracts
• Verify funding - Budget
• Obtain purchase order numbers
• Prepare contract routing sheets
• Route contracts for signatures
• Post contracts to project file - Use quicken to track projects. Will have all that is known - expenses that already exist - put in everything known such as estimates, change order requests. Most large projects are multiple account codes. (Put full project amount in Quicken so they don’t have to look at multiple account codes to find out where we are on project

• Create Service Slip for Facilities Management support - Same process as above - allows any shop that assists in construction to charge time and material to the project.
• Verify funding for change orders - manual process, checking to be sure money is available.
• Route change orders for signatures - Change orders are paper. Dir FPC -> D. Hollowell -> Financial svcs in Facilities
• Post change orders to project file - (Put in quicken)
• Record expenses by category and class in project file - (quicken)
• Maintain information on encumbrances and disencumbrances in project file - Quicken.
• Reconcile account or accounts related to project - reconcile GA statements with quicken.
• Reporting provided to appropriate parties
• Assure proper spending order on multiple source funded projects - (State first, or Exec VP directed to spend certain monies first - UD, State, Federal, Gift, Endowment (usual order - State, Gift, University - normal way to spend money without any other direction - very little federal money and no endowmnet money.)
• Close out commitments
• Request account closings

• Request project closing - after all accounts are closed out and inactivated. Budget office closes all accounts.
• Archive project information - same as above. Keep quicken files longer than three years before sending to archives. Project files withState and federal monies are required to be kept for seven years?? - In facilities for three then to archives. 

All updates to GA are through batch files. Batches are uploaded regularly - GA is updated every night, but not every subsystem feeds into GA every night. GA not updated on weekends.