Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Office of Physical Plant (OPP) provides feasibility studies, design, and/or construction for projects based upon requests from University departments. The e-Builder Project Request process can be submitted by a Facilities Coordinator (FC) or other authority representing the requesting department before being forwarded to the OPP Project Desk (PD). The OPP PD evaluates the Project Request process to ensure all required information is included in the customer request. OPP PD identifies an OPP Project Leader (OPP PL) to manage the project.
The FC or other authority representing the requesting department is the primary point of contact, or liaison, to OPP. This individual is charged with monitoring all project activity within the Academic or Administrative areas.
Once a project has been created in e-Builder, a funding request authorization (FRA) or Special Project Funding Request (SPFR) process can then be started in e-Builder to obtain proper authorizations, per Policy FN18 University Approval Authorization, and to have charges direct billed to the requesting department, per Policy FN16 Interdepartmental Transactions and Procedure FN2069 Direct Billing, for construction projects completed by OPP.
| Abbreviation | Definition |
|---|---|
| FRA | Funding Request Authorization |
| FC | Facilities Coordinator |
| OPP | Office of Physical Plant |
| OPP PD | Office of Physical Plant Project Desk |
| OPP P&E | Office of Physical Plant Planning & Estimating |
| OPP PL | Office of Physical Plant Project Leader |
| P&E | Planning & Estimating |
| PROJR | Project Request |
| SPFR | Special Project Funding Request |
Once a project has been officially set up in e-Builder, either the FC or other authority representing the department, or an OPP PL may initiate a funding request on the project. Funding must be established on the project by initiating either a Funding Request Authorization (FRA) or Special Project Funding Request (SPFR) in e-Builder prior to any work being done. Each phase of the project can be funded separately (e.g., study, design, construction) once the cost of the phase has been determined. Both processes require a cost object and electronic approval signatures per Policy FN18 University Approval Authorization.
Once a PROJR has been fully approved and accepted by an OPP Project Leader, an official project will be set up in e-Builder. Once the project has been set up, the project will be assigned a project number and users from the PROJR will be added to the project.
Once a project has been officially set up in e-Builder, either the FC or other authority representing the department, or an OPP PL may initiate a funding request on the project. Funding must be established on the project by initiating either a Funding Request Authorization (FRA) or Special Project Funding Request (SPFR) in e-Builder prior to any work being done. Each phase of the project can be funded separately (e.g., study, design, construction) once the cost of the phase has been determined. Both processes require a cost object and electronic approval signatures per Policy FN18 University Approval Authorization.
For any project that is expected to exceed $1.0M, the funding authorization is to be requested via the SPFR. When a SPFR is processed, the required funds authorized for the project will be recorded by journal entry by the Treasury Office from the department’s cost object into the special project internal order. All project costs will then be charged to the OPP project internal order and billed monthly to the special project internal order rather than being direct billed to the department cost object.
For any project the utilized the FRA for funding purposes, OPP will direct bill the costs of the project per the direct billing authorization stated on the FRA monthly.
The submission of charges and the processing of direct billing financial activity information for construction jobs must be processed per guidelines documented in Policy FN16 Interdepartmental Transactions and Procedure FN2069 Direct Billing. Approval documentation for long-term construction projects shall be valid for the life of the project up to the stated authorized amount. Due to the duration of some long-term construction projects, it becomes beneficial for OPP and the FC or other authority representing the requesting department to review the status of a project periodically, as funding authorization via FRAs do not encumber the funds on the requesting department's account.
Upon substantial completion of the construction project, OPP PL will review the status of the project with the respective FC or other authority representing the requesting department and complete a "punch list" for closing of the project.
Any contention to the accuracy of the billing information by the department being charged must be made to the OPP Accounting Office and/or the OPP PL.
It is the responsibility of the Financial Officer for OPP to review the direct billing operation at least once a year to ensure compliance with the provisions of Policies FN18 University Approval Authorization, FN16 Interdepartmental Transfers, Procedure FN2069 Direct Billing and this procedure.
Violation of a financial policy and/or procedure should be reported to y our supervisor, unit manager, Human Resources representative, and/or office responsible for the policy and/or procedure. Where those resources are inadequate, you may choose to make an anonymous report through the Penn State University hotline by calling 1-800-560-1637.
The Office of Physical Plant Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for collaborating with Internal Audit when audits are being performed in the administrative area. Audits relating to sponsored activities or other audits performed by external auditors may also be performed. The Financial Officer would also be responsible for collaborating with the external auditor and/or a central university office related to these procedures.
University Records must be retained and managed in accordance with Policy AD35 University Archives and Records Management and the University's Records Retention Schedules that have been approved by the Records Management Advisory Committee (RMAC), the Office of General Counsel, and Senior Vice President and Chief of Staff. These Records Retention Schedules are derived from - or based upon - federal, state, and local statutes or regulations (i.e., Federal Acquisition Regulations, the OMB Uniform Guidance, Internal Revenue Service, and other regulations governing the auditability and retention of financial records), University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.
University Records and Transitory/Disposable Records are defined below. See Policy AD35, Definition of Terms for additional information.
Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. In many cases, retention periods and disposition methods may be determined by comparing the type of record (i.e., reports, correspondence, etc.) to similar records series with known retention periods listed on the Records Retention Schedule. If the disposition method for University Records states "Review by Archives" on the Records Retention Schedule, the Unit responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center (IRC).
Exceptions to the disposition process are as follows:
To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy, AD53 Privacy Policy, or student records, as defined in University Policy, AD11 Confidentiality of Student Records, must be securely destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53 Privacy Policy.
Additional questions may be directed to the Office of Records Management.
There are no exhibits associated with this document.
For questions or additional details, please contact the OPP Project Desk.
To request changes to this procedure, please contact the Office of Systems and Procedures by submitting a GURU Technical Support Request Form.
August 9, 2024