STATE OF CALIFORNIA
JACK SCOTT, CHANCELLOR
CALIFORNIA COMMUNITY COLLEGES
CHANCELLOR’S OFFICE
1102 Q STREET
SACRAMENTO, CA 95811-6549
(916) 445-8752
http://www.cccco.edu
Memorandum
March 25, 2010
To:
Chief Business Officers
Facilities Planners
Other Interested Parties
From:
Frederick E. Harris, Assistant Vice Chancellor
College Finance and Facilities Planning
Subject:
State Capital Outlay Project Completion Reporting
FP 10-02
(Via E-Mail Only)
Due to requirements contained in the State Administrative Manual (http://SAM 6856), the
Chancellor’s Office is tasked by the Department of Finance to verify the ”completion” of
those projects funded with state bonds, including both revenue and general obligation
bonds. This requirement has been in effect since at least 1998, and has not been
consistently enforced by us – until now.
We are about to be audited by the Department of Finance on the administration of the
Proposition 1D bond funds (2006 Higher Education Capital Outlay Bond, fund #6049). In
order to be ahead of any audit finding and the resultant fallout that could be detrimental to
our system’s state bond program, effective immediately for all projects funded from
Proposition 1D please share with us the following “project completion” information in
FUSION:
1. Notification that the project is ready for occupancy: Done at either the time of final
inspection, beneficial use or occupancy, whichever occurred first. Also, please update the
JCAF 32 (“Cost Estimate Summary and Anticipated Time Schedule”) with the actual total
project costs and final schedule of the project.
2. Copy of the “Notice of Completion” prepared per Section 3093 of the California Civil Code
(http://CC3093). Due 30 days after issuance and within 1 year of the date of occupancy.
3. Notification of Project Closeout: A formal communication from the district that reflects the
closing of a project’s financial records affirming that all state funds have been claimed and
any costs in conflict between the district and others have been resolved. This allows the
state’s financial records and budget tracking files to be closed and removed from the
active project database. Also, please include a copy of the Division of State Architect’s
project closeout certification.
REPORTING IN FUSION
We have tried to make this renewed reporting responsibility as painless as possible for
you by integrating it into FUSION (http://fusion.deltacollege.edu) as follows:
1. Create a “change request” in the FUSION Project module for each submittal:
A. PROJECT OCCUPANCY SUBMITTAL
Designate the project as “On Line” (i.e., building is occupied) by clicking the box in the
project’s title screen. If the project’s space has already been included in the campus space
inventory, checking the “On Line” button will ensure that the project space will not be
counted twice in FUSION. Attach the notification of Beneficial use/Occupancy as a PDF file
to this “change request.”
B. NOTICE OF COMPLETION AND RELATED PROJECT CLOSEOUT INFORMATION
SUBMITTAL *
Designate the project as “Complete” by clicking the box in the project title screen. (Leave
the “On Line” button box checked.) Attach PDF files of the Notice of Completion and other
related closeout documents to this “change request.”
* After a project is designated “Complete”, and when the FUSION Planning Year “rolls over” in
order to allow districts to create their next 5-Year Plan, the project will not be visible in the new
Planning Year modules. If a district wishes to review the project’s data again, they may do so by
selecting an older Planning Year in either the FUSION Planning or Project modules.
2. Update the JCAF 32 to reflect actual total costs (both state and local) and the final schedule.
3. Hit the “Submit to FPU” button in FUSION, and notify your district’s FPU Specialist via email
that a “change request” is pending.
4. Your FPU Specialist will review the “change request” and either approve it or return it to you
for revision.
Please share this memo with all individuals responsible for your district’s Project
Completion. For projects that are already occupied and/or closed out AND are funded
from Proposition 1D, please submit these “change requests” in FUSION as soon as
possible. If such a past project is no longer available in FUSION, and/or for any other
question or concern, please contact your district’s FPU Specialist (http://FPU Staff district
assignments).
Thank you in advance for your continuing fulfillment of these reporting requirements.
Staying in compliance with these requirements will ensure that we can keep the state
bond money flowing to your projects.
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