Capital Instructions

SLU Budget & Financial Planning

We are beginning the process of developing a list of capital requests for Fiscal ’18, and the procedure and timeline are similar to last year’s.  Department managers should compile their capital requests on the attached Capital Project Submission Template, which categorizes projects as Legal or Regulatory; Critical Repair/Maintenance & Safety; Annual Capital Maintenance; New Growth/Expansion/New Capabilities, and Donor Funded.  The departments’ lists should be presented to their Senior Staff member by no later than November 30.   

Capital requests are due to Finance by December 16.

Technology Request Review - To ensure that compatibility and support issues are addressed and accurate quotes are included in all technology requests, technology projects must be reviewed by appropriate IT staff prior to capital request submission.

Computing Requests: Do not include requests for the replacement or upgrade of desktop computers. Information Technology staff will plan for replacement of existing desktop computers based on a standard replacement cycle.  However, new desktop systems as well as any peripherals (i.e. printers, scanners) and non-desktop technology requests should be included.

The Capital Equipment/Project form is used to identify needs for renovation projects or replacement of capital equipment. A Capital Equipment/Project is any item costing $1,500 or more and with an expected life span of two years or more.

Items costing less than $1,500 but with an expected life span of two years or more are capital items that do not have to be approved through the Annual Capital Approval process.  These items should be budgeted on departmental operating expense budgets in object codes 60100-60199, and must be purchased by June 30 of the budgeted fiscal year.  

Items costing less than $1,500 or with an expected life span of less than two years are expense items and are budgeted on departmental operating expense budgets in object codes 52500–52519.

Completing the form:

  • Complete the top of the form with your Department’s name and Sr. Staff / Division Leader’s name.
  • Enter the requested projects in priority order for your department and categorized in the proper category:
  • Legal, Regulatory or Contractually Required.

A capital expenditure that is, as a matter of law, regulation or contractually required

  • Critical Repair, Maintenance or Safety.

A capital expenditure that, if not made, i) creates or continues a campus safety issue  or ii) results in a material impact to the University’s activities or operations

  • Annual Capital Maintenance.

Normal capital maintenance activities with the focus on assets or a program/activity that we already have and are in place

  • New-Growth, Expansion or New Capabilities.

A capital expenditure that adds capability to the campus or a program/activity or the delivery of service to our students or community

  • Donor Directed.

Identified projects that are funded by donors


  • Assign a Project Name that is fewer than 20 characters, but will appropriately distinguish it from other projects.
  • Provide your best dollar estimate for the Capital Requested.  When a Contingency amount is included, that contingency is included in the Capital Requested dollar estimate.
    • e.g. Capital Requested of 100,000  = 95,000 for the project plus $5,000 potential additional costs.
  • Operating Cost Impact Direction
    • “Up” or “Increase” means that the operating budget will increase or have more expenditures as a result of acquiring this capital asset.
      • e.g. inspection cost to an outside agency, maintenance contract, or licensing fees.
    • “Down” or “Decrease” means that the operating budget will decrease or the expenditures in the budget will go down as a result of acquiring this capital asset.
      • e.g. greater efficiencies in heating or other utility costs, elimination of a maintenance contract due to performing the work in house, eliminating the need for replacement parts in exchange for more durable products.
  • Operating Cost Impact $’s - provide your best dollar estimate for the Operating Cost Impact Direction.  Show “increases” as a positive dollar figure and show “decreases” as a negative dollar figure.  All Operating Cost Impact $’s should be annualized.
  • Indicate if there is a linkage to Facilities or Information Technology.
  • Timeline – when will the project need to be done - Fall of 2017, Spring of 2018, Summer of 2018, when students are not on Campus?
  • Write a short explanation of why this project is important, , why it is a safety or legal issue, a student life issue, etc.  Include the location, building and/or room number where the equipment will be placed or the renovation will take place. 
  • Provide additional details you feel will aid in reviewing the request;

Contact Paula Sturge for questions regarding the capital process or the capital form · 315-229-5559