Policies & Procedures

Capitalization Policy

The policy outlines the criteria, thresholds and procedures for capital assets.

  • Project Request Form (PRF) – The form that must be used to establish a construction in progress (CIP) project greater than $10,000.
  • Approval is required from the Dean, Vice President or designee, Associate Vice President of Campus Planning and Facilities Management, Vice President of Campus Planning and Facilities Management, and the University Budget Office when the project is $10,000 or greater.  The Senior VP of Finance/CFO’s approval is required on any project $250,000 or greater. Any project $3,000,000 or greater requires approval from the Board of Trustees.

Major Expenditure Request Form (MERF)

The form used for any project greater than or equal to $250,000 which outlines the needs of the project.  The MERF must accompany the PRF before the approval process can begin.

Board Resolution

The Board of Trustee’s must approve all projects $3,000,000 or greater.  A copy of the Board Resolution showing the Trustee’s approval for the project must accompany the PRF and MERF before the approval process can begin.

Plant Expenditure Reimbursement Request

The form is used to reimburse a department/school for expenses associated with a plant gift Speedtype. Supporting backup documentation such as the income/expense statement showing the charge and copy/copies of the invoice(s) must be provided to Capital Asset Accounting at controller-equipment@case.edu  for approval. The request will be reviewed for proper usage of the funds before a journal is recorded to reimburse the Speedtype where the charge originally occurred. The reimbursement will be recorded with the use of the 550099/450099 accounts.

Capital Expenditure Request Form

This form is used to reimburse a department/school for assets purchased, but budgeted through working capital.  Supporting backup documentation such as the income/expense statement showing the charge and copy/copies of the invoice(s) must be provided to Capital Asset Accounting at controller-equipment@case.edu for approval.  The request will be reviewed for proper usage of the funds before a journal is recorded to reimburse the Speedtype where the charge originally occurred. The reimbursement will be recorded with the use of the 550099/450099 accounts.