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Capital Requests

Capital Requests. What are Capital Request items?. Additional items needed on the campus that are not included in the annual campus budget Non-Annual Expenditures Examples: Additional library books Band instruments Athletic equipment Computers /printers

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Capital Requests

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  1. Capital Requests

  2. What are Capital Request items? • Additional items needed on the campus that are not included in the annual campus budget • Non-Annual Expenditures • Examples: • Additional library books • Band instruments • Athletic equipment • Computers /printers • Etc. – whatever the budget manager determines the campus / department needs.

  3. Capital Request “timeline” • Budget Managers submit capital requests along with their annual budgets (2/14 budgets are due from BM’s) • Board reviews and approves / denies requests • Capital request funds are available to spend when new budget monies are available (Beginning of July) • Purchasing deadline (from Director of Finance) also applies to these items.

  4. Are the accounts for Capital Request items different than other account numbers? • Yes! • These items contain a “c” in the budget code after the program intent. • For example: • 1994-11-XXX-11CXX-6399-00

  5. How to look up Capital Request items in Finance Plus • Click Tools • Choose Cognos Reporting • This will open up a new window for Cognos.

  6. Cognos • May look different depending on the user settings • Choose BUDGET PREPARATION

  7. Cognos • Choose Capital Requests by Budget Manager

  8. Cognos • Click the Blue Triangle to access the Run with options screen

  9. Cognos • Change the FORMAT to PDF • Click RUN

  10. Cognos • New window will appear • Enter your Campus’ Budget Manager code • Choose the current Fiscal Year • Click OK

  11. Cognos • The report will generate • Will show the items requested with the original requested dollar amount.

  12. To get current balance remaining in account • Use E-finance plus. • Use the account number(s) listed on the report with the Expenditure Budget to see the remaining balances. • To access the Expenditure Ledger in e-finance choose: • ApplicationsFundAccountingBudgetLedgersExpenditure Ledgers

  13. Expenditure Ledger • Enter Budget Number & Account • Click FIND

  14. Expenditure Ledger • The remaining balance in the account is shown in the Balance column

  15. Additional Reminders • When entering Capital Request requisitions, make sure to choose the location code ending in “CO” • This ensures that the correct persons responsible for approving Capital Request items review & approve these items(currently Sonja Hockin & Cindy Gardin) • If incorrect location code is chosen, the requisition will be returned for correction.

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