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Section 5: Capital Project Accounting

Institutionally Managed Capital Projects

Effective Date:


Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs


Last Revised On:


For Assistance Contact:

Assistant Vice President, Financial Affairs and Controller
Capital and Special Project Accountant


This guideline provides the approval, accounting and payment procedures for institutionally managed capital projects.


UT System Policy UTS168, Capital Expenditure Policy



Table of Contents

A. Overview

Institutionally managed projects are projects managed by The University of Texas at San Antonio (UTSA) rather than by the UT System Office of Facilities Planning and Construction (OFPC).  A project is automatically designated as institutionally managed and not included in the UT System-managed Capital Improvement Program if the project is:

  • new construction or repair and rehabilitation under $10 million,
  • not funded with debt, and
  • not architecturally or historically significant.

 However, OFPC will manage such projects if requested to do so.  Projects that do not meet these criteria are managed by OFPC unless designated as institutionally managed by the UT System Board of Regents (BOR). 

NOTE: Although OFPC does not manage institutionally managed projects, it could still be involved in the project because OFPC records appropriations and expenditures of debt proceeds on behalf of the BOR. 

B. Projects Funded with Departmental Funds

The procedure for projects funded with departmental funds includes the following steps (for other projects see Projects Initiated by Facilities):

1. The requesting  department completes and sends the Major Project Request form to the UTSA Office of Facilities (Facilities). The form is available on the Facilities website (instructions are included in the form).
2.  Facilities reviews the completed Major Project Request form.
3.   Facilities identifies and documents the scope of work and estimated project cost in a Project Cost Estimate (PCE).
4.   Facilities sends the PCE to the requesting department for review and approval.  
5.  The requesting department reviews and approves the PCE to ensure the following:

    The request type and project scope are accurate;
    The total project cost (TPC) estimate amount is approved; and
    The correct funding source(s) is identified and funds are available.

NOTE:  Major repair and rehabilitation of buildings and facilities may be funded from appropriated funds, but not from general revenue (state) funds that are not expressly identified or allocated for such purposes.

 6.  The requesting department completes the Project Funding Form (PFF) and obtains the signatures of the authorized administrator(s) for the funding source(s) and the appropriate Vice President or designee.

7. The completed and signed PFF is returned to Facilities for further processing.

C. Project ID Establishment and Maintenance

Responsibilities for Project ID establishment and maintenance are determined by the TPC.

1. Projects with a TPC less than $100,000
    a. The PCE is signed by the project requestor and retained by Facilities.  
    b. The requesting department is responsible for ensuring that the funding source on the PCE has the correct Function Code (see FMOG - Chart of Accounts). Facilities also assists in ensuring the correct Function Code is used. Departments may transfer project amounts to appropriately coded funding sources for such projects.
    c. Funds are expended directly from the funding source identified in the PCE and coordinated by Facilities. 

2. Projects with a TPC of $100,000 or more
      a. The PCE is signed by the project requestor and returned to Facilities.
      b. Facilities forwards the PFF, Budget and PCE to the Capital and Special Project (CSP) Accountant.
      c. The CSP Accountant reviews the PFF for completion, accuracy and funding.
      d. The CSP Accountant creates a Project ID (see FMOG - Chart of Accounts)
      e. The CSP Accountant completes a transfer to the newly created Project ID from the funding source identified on the PFF.
      f. The PFF is reviewed and signed by the Assistant Vice President for Financial Affairs/Controller (AVPFA/Controller) and a copy is sent to Facilities and in some cases the Budget Office (if funds are being transferred from another capital project, the Budget Office does not receive a copy of the PFF).
      g. Upon selection of a vendor, Facilities forwards the completed PCE, contract and other documentation to the Business Contracts Office for execution of the contract.

D. Payment Process

Facilities identifies construction costs from institutionally funded projects.

    1. If the project is performed by:
      a. An external vendor: The vendor submits invoices to Facilities as construction work is completed and/or in accordance with the terms and conditions of the contract.

NOTE: External vendors are selected and approved in accordance with established bidding guidelines and procedures. See the UTSA Purchasing & Distribution Services Department Terms and Conditions of Bid for more information.

      b. Facilities: Facilities creates the invoices and interdepartmental transfers (IDTs). 

    2. The appropriate payment document with supporting documentation is forwarded to Disbursements and Travel Services (DTS) for processing.

    3. DTS approves the voucher and processes the payment. The voucher is forwarded to Accounting Services.

    4. Accounting Services reviews the voucher to:
      a. Verify that the proper Account code is used; and
      b. Determine whether the project meets applicable capitalization thresholds.       

E. Projects Initiated by Facilities

The following projects are initiated by Facilities:

  • Projects that include funds previously allocated for deferred maintenance: Facilities completes a Capital Projects Transaction Request Form signed by the Associate Vice President for Facilities and sends the form to the CSP Accountant.  For projects greater than $50,000, documentation with approval from the Vice President for Business Affairs (VPBA) is required.

  • Projects that are funded by campus reserves, project reserves, utility reserves, interest on construction funds, or renovation allocations: Facilities obtains approval from the VPBA and forwards the approval and Pages 1 and 2 of the PCE to the CSP Accountant.  The CSP Accountant completes the PFF and establishes the Project ID.  The CSP Accountant works with the Office of the Associate Vice President for Financial Affairs (AVPFA) to identify and confirm the funding source and to have the appropriate transfers completed. The transfers are processed by the Office of the AVPFA. A copy of the PFF is sent to Facilities and a copy of the PFF with appropriate approvals is forwarded to the Budget Office.

F. Project Status Report

The Office of the AVPFA/Controller prepares a Capital Project Status Report quarterly. The report includes:

  • budget information,
  • amount expended,
  • amount encumbered, and
  • available budget balance.
The report is sent to Facilities to update the estimated date of completion and current status field.  The final report is sent to the AVPFA for dissemination as appropriate.

G. Project Close Out

The Capital Projects Transaction Form is completed by Facilities when construction is completed and expenses are no longer recorded against the project. 

The Capital Projects Transaction Request Form includes the total amount expended for the project, the project budget and any excess funds remaining. The form is signed by Facilities and sent to the CSP Accountant to transfer any remaining funds back to the project funding source.  The CSP Accountant then initials the form and returns it to Facilities.  Facilities sends a copy to the department.


None at this time.



UT System Policy UTS168, Capital Expenditure Policy


1.  Major Project Request Form

2.  Project Funding Form

3. Capital Projects Transaction Request Forms


Date Description


Update to PeopleSoft terminology.


Updated dollar amount in section D1.


Added new form called 'Project Funding Form' under the 'Related forms/worksheets' section


Updated DEFINE information for transition to PeopleSoft.


Updated title of FMOG. Added links/references/forms and updated existing links. Edits for language consistency.


Modified the Identification and Approval of the Project Scope and Funding Source section to include CIP projects supplemented by institutional funds. Also, completed additional edits to the Initiating a Project and Account Set-up and Maintenance sections.


Published guideline.

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