Capital Projects
Tracking Manual

Table of Contents
Introduction ........................................................................................................... 2
Section One: New Project ...................................................................................... 3
New Project Form..................................................................................................................................... 4
Sample Entry in FRAGRNT ........................................................................................................................ 5
Fund A Project Notes................................................................................................................................ 6
Sample Bond Funded JE ........................................................................................................................... 7
Sample Entry in FRABUDG ....................................................................................................................... 8
Section Two: Update Project .................................................................................. 9
Sample Income Statement ..................................................................................................................... 10
Sample CIP Entries .................................................................................................................................. 11
Sample CIP Entries (continued) .............................................................................................................. 12
Sample Budget Revision ......................................................................................................................... 13
Section Three: Close a Project .............................................................................. 14
Close a Project Form .............................................................................................................................. 15
Returning Funds Note ............................................................................................................................ 16



1


Introduction
This manual is designed to assist the Plant Fund Accountant in monitoring the Colorado School of
Mine’s capital projects from inception to completion.

The task of monitoring the institutions capital projects can be divided in three distinct phases. The first
phase is the “New Project” phase. This is followed by the “Update Project” phase. And finally, the
“Close Project” phase. Each of these phases will be covered in the sections that follow.

This manual is designed to provide an overview of the process as well as pages that include both
checklists and samples.


2


Section One: New Project
The process of tracking a capital project begins when the budget for the project is received. During the
New Project phase the project is assigned an Index, setup in Banner, and funded.



3

New Project Form

Project Name:______________________ Budget Date:__________

Fund #_____________ Org #_____________ Prog#_____________
1. Check Budget for required signatures □
2. Assign Index Number from excel file "Available 9xxxxx Index Numbers.xlsx" □
3. Assign Organization Code (refer to project title) □
1. IH = 53240 – for CPC projects
2. FM = 51886 – for Facilities Management projects
4. Assign Program code □
1. 1700 = Operation/Maintenance of Plant (Expense)
2. 3200 = Additions to Plant Facilities (Capitalize)
5. Enter in FRAGRNT (see page 5) □

6. Deliver budget to Banner setup person □
7. Once project is setup, transfer funds (see page 6 and 7) □
8. Save scan of budget in Project File Folder on “I:” Drive and enter on Project Income Statement □
9. Email budget to Budget Department □
10. Enter Budget Information in FRABUDG - Acct 5905P (see page 8) □
11. Send original budget via campus mail to:
CPC- Contract Admin if IH project < OR > FM- Facilities Mngt if FM project □
4

Sample Entry in FRAGRNT




5

Fund A Project Notes

Transfer for cash funded projects
From 8972
To 8872

Intra Fund Loan
From 1397
To 2352

Enter Bond Funded Project

Seq 1 Index - 961906 is Related Bond Fund (see table below)
Seq 2 Index - project being funded SEE Page 7
Seq 3 Fund Always 1002 Acct always 1103
Seq 4 Fund Always 1002 Acct is Related Bond Acct (see table below)


Acct
Bond
Fund Title
Acct Title
Current YTD Rptg Cat Related Project
Fund
Fund
1104
961906
2009B Bonds
Bond Proceeds at

WT
WR
908281
Treas- WTWR
-
1105
961928
2009D Bonds
Bond Proceeds at

MRQ9
9046
Treas- MRQ9
-
1106
961906
2009B Bonds
Bond Proceeds at

RHLL
906332
Treas- RHLL
-
1107
961862
2008B Bonds
Bond Proceeds at

BR
WN
906807
Treas- BRWN
-
1109
961906
2009B Bonds
Bond Proceeds at

HLTH
907921
Treas- HLTH
-
1115
961937
2010B Bonds
Bond Proceeds at

MRQW
9046
Treas- MRQW
-
1119
961972
2012B Bonds -
Bond Proceeds at

ELMD
911396
Housing/Dining
Treas-ELMD
3,759,157.00
1122
961993
2012B Bonds -
Bond Proceeds at

S

CRM
913221
Student Center
Treas-SCRM
-
1123
961988
2012B Bonds -
Bond Proceeds at

WE
LC
911317
Foundation Building
Treas-WELC
-
1124
961975
2012A Bonds -
Bond Proceeds at

CCAC
910333
Stadium
Treas-CCAC
-

6



Sample Bond Funded JE





7

Sample Entry in FRABUDG



***THIS ENTRY POSTS OVERNIGHT IN BANNER***
8

Section Two: Update Project
The process of updating capital projects involves duties that are performed every month and duties
that occur occasionally.

I.
The duties that should be performed on a monthly basis include:
a. Updating the Income Statement spreadsheet for the project (see page 10)
b. Making CIP journal entries for projects that will be capitalized (see page 11)

II.
The duties that will occur occasionally include:
a. Making journal entries for transfers in and out of a projects (see page 6)
b. Making journal entries for budget revisions and corrections (see page 13)


*** NOTE***
CP&C is currently coding its transaction to a variety of accounts that include accounts such as 5303 and
5129. The prior practice was to code all transaction to account 5957.


9

Sample Income Statement





10

Sample CIP Entries









See Pg12
Month ly CIP entries:














Dr
9052911
18022
500000
For each
A

CIP
9052911
Cr
53240
5495
3200
500000
project









Dr
909006
50850
5495
3200 All Projects

B


Cr
909006
1806

All Projects











Dr
9601
18022
All Projects

C


Cr
9601
53240
5495
3200
All Projects



When
CIP is capitalized:















Dr
9052911
53240
5957
3200
500000



Cr
9052911
18022

500000













Dr
9090063
1806
500000



Cr
9090063
50850
5957
3200
500000












Dr
96014
18225
500000



Cr
96014
18022

500000























1905291 Project Number







21802,1803,1804, or 1805







3909006 Contra Fund







49601 Plant Fund








5= Non-CIP actual asset account

(ie. "1823 Buildings Improv" for "1805 CIP-Buil
ding



Improv"







CIP Building

1802








CIP Equipment 1803








CIP Land Improv 1804








CIP Building Improv 1805














11

Sample CIP Entries (continued)







12

Sample Budget Revision





13


Section Three: Close a Project
Closing a project is initiated by the receipt of an email from the Capital Planning & Construction
department or the Facilities Management department asking for the project to be closed. The primary
steps in closing a project include:

1. Making sure there are no open purchase orders for the project
2. Making the monthly CIP and Closing CIP entries (if applicable)
3. Make sure project has a $0 Fund Balance
4. Changing project to “Inactive” Status in the Grant Module
5. Update “Income Statement” spreadsheet






14

Close a Project Form

Project Name:___________________________________________________

Fund #_______________________
1. Save Email authorizing Closing of Project □
2. Query FTMFUND (use fund field) to see if Fund is Active □

3. Check for Open Purchase Orders FPIOPOF

If Open - Ask Purchasing Dept. to close

4. Make sure monthly CIP entries have been made (if needed) □
5. Make Closing CIP Entries (if needed)
CIP only needed for 3200 program codes > $50k
CIP not needed for a Project with Title that includes "M#####" or 1700 program code

6. Transfer Remaining Funds (see Returning Funds Note on next page) □
7. Email Banner Setup Person asking to close project □
8. Once closed - Flag project "Inactive" in FRAGRNT if project # is = to or > 908935 □
9. Mark "I" & Highlight green-on Income Statement Workbook □



15

Returning Funds Note

Per Controller, this is how the funds should be spent on multi-source projects:
1. Foundation (gift) accounts
2. Auxiliary
3. General Fund
In other words, funds would be returned in the reverse order (but check with Controller if it is a gift
fund).


***If org 50050 or 50320 Transfer to 920201(Renew & Replace Fund)





























Created 10/2012
16