St. John Fisher College FY 16 Budget
MID-YEAR Capital Purchase Request Process and Timeline
Complete this form to submit a capital purchase for consideration for mid-year funding.
Capital Purchase
A purchase is considered “a capital purchase” if 1) the purchase has a useful life of 3 years or
greater, and 2) a cost of $1,500 or greater. Categories of capital purchases include:
Capital Repairs, Renovations, and Maintenance
These are repairs, renovations, and maintenance that extend the useful life or improve the
value of an asset.
Technology Purchases
SJFC defines “technology” broadly and includes any college-owned equipment that
connects to the college’s wired or wireless network or for which OIT will be expected to
provide technical support. Examples of some common technology are:
 All desktop and laptop computers
 Software
 Cabling
 Office telephone
 Tablet mobile devices (iPads, etc.)
purchased in quantity
 All local and networked printers
 Televisions
 Network infrastructure
 Smart Boards
 Classroom and conference room
technology, including but not
limited to projectors, smart board,
document cameras, etc.
Please note:
 The purchase of computers for students as a part of their course curriculum
must be facilitated by OIT but budgeted and charged to the respective
department and budgeted in account 71212—Tuition Included Expense.
 Contact the OIT Help Desk (x8016) for price quotes on proposed technology
purchases. This will ensure that the College’s educational pricing is
considered, the item is consistent with the established technology standards,
and the item is supportable by OIT.
 TO AVOID DELAYS in finalizing your request and obtaining OIT sign off,
please contact OIT as early as possible.
Non-technology Purchases
SJFC defines non-technology purchases as furniture, fixtures, and non-technology-based
library collection materials and equipment (i.e., a new vehicle or laboratory equipment).
Capital Purchase Request Form
MID-YEAR FY16 Instructions
St. John Fisher College FY 16 Budget
MID-YEAR Capital Purchase Request Process and Timeline
Cost Estimates
Two (2) external cost estimates are recommended to support all capital purchase requests.
Since a quote is a legally binding document to provide a good or service at a specific price for a
specific period of time and our budget process may last longer than the period for which a quote
is valid, vendors will usually provide a more informal cost estimate. This less formal document
is called a “Budget Estimate”, “Budget Pricing”, or “Budget Quote” or some other name
indicating that the cost is for budgeting purposes and is appropriate for submission with your
capital purchase request.
Please note: If your request is approved and it contains a purchase of goods and services of
$25,000 or greater Anne Bezon in Purchasing (x 8049 or abezon@sjfc.edu) will need to provide
three (3) quotes to initiate the purchase.
Available Funds, Review, and Approval Process
A college-wide pool of $100,000 is available for mid-year capital needs that have arisen
recently. The prioritization process would favor replacements for broken or damaged
equipment and smaller dollar purchases for newly identified needs and would not favor large
projects or larger dollar purchases for newly identified needs, as the approved requests must be
completed by 05/31/16.
The Long Range Planning & Budget Committee (LRP&BC) will convene a Working Group to
review the submissions and provide recommendations to the full Committee, which will review
the submissions and forward a funding recommendations to the Cabinet.
Alignment with the College’s Strategic Plan is a critical factor in the review and approval of
capital purchase submissions. Please identify which of the Strategic Plan Goals is supported by
the capital purchase request and demonstrate how the specific goal, strategy and tactic the
purchase supports (see the College’s website for the St. John Fisher College Strategic Plan:
https://forms.sjfc.edu/strategicplan).
Capital Purchase Request Form
MID-YEAR FY16 Instructions
St. John Fisher College FY 16 Budget
MID-YEAR Capital Purchase Request Process and Timeline
Timeline
February 2, 2016 4:00 pm
Submission deadline (deliver to Business Office [Kearney Hall
Room 217] or to lsteinkirchner@sjfc.edu [via e-mail])
February 4-9, 2016
Working Group review of submissions
February 10, 2016
Working Group provides recommendations to Long Range
Planning & Budget Committee members for review in advance of
meeting
February 11, 2016
Long Range Planning & Budget Committee (includes review of
recommendations)
Submission Deadline
The submission deadline is 4:00 pm Tuesday February 2, 2016. The submission should be
delivered to the Business Office or submitted electronically to Linda M. Steinkirchner
(lsteinkirchner@sjfc.edu).
Please use this checklist to ensure that your submission is complete.
_____ Signature of requesting department (required)
_____ Signature of Facilities Department (required)
_____ Signature of Chief Information Officer (required)
_____ Signature of School Dean (required)
_____ Signature of Provost or Vice President (required)
_____ 3rd party cost estimates attached (required)
_____ Additional supporting information (optional)
Please note: incomplete submissions will not be reviewed. Do not submit the request
until it contains all required signatures.
Questions
If you have any questions regarding this form please contact Linda M. Steinkirchner (x 5242 or
lsteinkirchner@sjfc.edu).
Capital Purchase Request Form
MID-YEAR FY16 Instructions
St. John Fisher College FY 16 Budget
MID-YEAR Capital Purchase Request Process and Timeline
NOTE: YOU MUST SUBMIT A FORM FOR EACH CAPITAL REQUEST
Requesting Department/Faculty/Staff: ______________________________________________
Description of capital purchase: ___________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Estimated cost per attached cost estimate: ___________________________________________
Life expectancy of the equipment (in years) _________________________________________
Impact to the College if not funded: _______________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Please identify which goal, strategy, and tactic the purchase supports.
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Alignment with the College’s Strategic Plan is a critical factor in the review and approval of capital
purchase submissions. Please identify which of the Strategic Plan Goals is supported by the capital
purchase request and demonstrate how the specific goal, strategy and tactic the purchase supports (see
the College’s website for the Strategic Plan: https://forms.sjfc.edu/strategicplan).
NOTE: Signature lines must be signed for the submission to be complete (See Checklist).
_____________________________________
Facilities Review
Date
____________________________________
OIT Review
Date
_____________________________________
Department Concurrence
Date
____________________________________
Dean Concurrence
Date
_____________________________________
Provost/Vice President Concurrence Date
MID-YEAR FY16 Budget—Capital Purchase Request Form
Submission Page 1