2004 GO BOND COLLEGE FINANCIAL REPORTING GUIDELINES (click here for Word version)

Last updated: October 21, 2005

OVERVIEW

On November 2, 2004, the voters approved a new issuance of General Obligation (GO) Bonds totaling $951,359,000. This guideline will provide an overview of the account and budget structure for this new program. This document will be eventually posted, along with subsequent updates, at http://www.dist.maricopa.edu/business/caa/ .

FUND 731 - TRACKS ACTIVITIES OVER ENTIRE LIFE OF PROJECT AND PROGRAM ( The Whole Plan )

Fund 731 was established as a budget only fund designed to track total activities ($951,359,000) over the life of the bond. District Office will be primarily responsible for managing this project-to-date (multi-year) budget pool fund.

Within Fund 731, there are six budget pools that approximate The 2004 Capital Development Program Summary with some adjustments (i.e. college managed reserve and project management). These pools are identified by charge centers that start with 774xxx. The 3 rd digit "4" corresponds to the 2004 program while the "77" identifies Fund 731. The last three digits help to describe the pool categories. For clarification, Unit 700 represents District Only activities for the district office building and Stauffer while Unit 701 represents District-wide activities that District oversees for all of MCCCD. The following six pools, accounted for by charge centers, reflect the program at a very summarized level:

The Construction and Remodel Pool (Charge Center 7741XX) is for construction and technology improvements at existing Colleges, purchase of buildings, expansion of existing college centers, new college centers and other locations, project management, and additional land.

The College Managed Reserve Pool ( Charge Center 774199) will allow colleges to save for future contingencies. This new charge center, with the recent CEC decision to allow the colleges to control inflation money in bond projects, will be available as a useful tracking and planning tool.

The Maintenance Pool ( Charge Center 7742XX) is for maintaining, constructing, repairing, replacing, improving, abating, removing, or complying with the following: security of buildings, facilities, roofs, parking lots, roads, central plant, athletic facilities, hazardous materials, disaster recovery, OSHA, and EPA. Routine (yearly) and smaller dollar maintenance projects should be funded with State Aid or applicable operating dollars while large and more complex projects spanning multiple years should be funding with bond money. Up to 20 percent of the college's bond maintenance funding may be used for upgrades or expansion of campus utility and infrastructure with prior consultation from CDAC.

The Compliance and Conservation Pool (Charge Center 7743XX) is for continuing, replacing, or initiating compliance with ADA, regulatory materials (such as CFC in chillers), energy conservation, and water conservation.

The District-wide Technology Pool ( Charge Center 7744XX) is for the purchase and install of computing, data, telecommunications and media equipment, instructional applications, network technology, technology expansion of existing and future centers, data and network security, strategic initiatives, and management systems. Please note that the Information Technology Advisory Council (ITAC formerly ITEC) will have oversight authority in regards to the approval process for the 95 million allotted to District-wide Technology.

The Occupational Education Pool (Charge Center 7745XX) is for the purchase and install of new equipment along with upgrades for existing equipment and facilities to support occupational education and workforce development training needs of diverse employer organizations and communities throughout Maricopa County.

FUND 730 - TRACKS CURRENT YEAR ACTIVITIES OF PROJECT AND PROGRAM ( Approved And Ready To Start )

Fund 730 will track fiscal year expenditure and budget activity. 2004 Bond charge centers will start with 754xxx. The 3 rd digit "4" corresponds to the 2004 program while the "75" identifies Fund 730 activity. Charge centers in Fund 731 correspond with the charge centers in Fund 730 with the second digit - "5" for Fund 730 and "7" for Fund 731 - being the key distinction. Fund 730 charge centers (year-to-date) account for activities at a more detailed level than the fund 731 pools (project-to-date) from which they derive. Review Appendix A support schedules for more detailed listing of charge centers and budget allocations.

All system documentation (such as requisitions), should distinguish between the old 1994 GO Bond program activities still remaining versus the new 2004 GO Bond Program by the proper use of applicable charge centers. Furthermore, 2004 GO Bond funds should only be used for allowable capital items as described in the Proposition 401 Full Bond Ballot Language (11/02/2004 General Election) documentation.

PROJECT

A project is typically larger in scope than just a one-time purchase of a single item. Characteristics often include multiple years, vendors, components, and/or funding sources. Often a project will require design, planning, and staff coordination. Completed projects, funded initially with district-wide funds, will have all remaining project budget balances revert back to the originating district-wide pool.

Facilities Planning & Development (FP&D) will be responsible for assigning project numbers for the projects they manage. FP&D will forward to General Accounting the FP&D New Project Request Form for system setup.

The Colleges and ITAC will submit the Request For New Project Number In CFS Form to General Accounting who will both assign a project number and perform system setup. This form must have funding sources and estimated (do your best) project budgets. College projects will continue to be assigned sequentially starting with 7XXXXX while ITAC related projects would be assigned sequentially starting with 8XXXXX. To avoid delays, fill out the form completely, and try to answer as many of the how, what, why, when, where, and who type questions. Send this form via Email using the group distribution list dl-biz.svcs-project-support@memo.maricopa.edu .

Some projects are co-managed amongst the Colleges, FP&D, and/or ITAC. This requires coordination in the use of a consistent project number across all components of a project. Further information regarding the Capital Development process can be found at the FP&D webpage http://www.maricopa.edu/facilitiesplanning/ .

  CHANGES TO THIS GUIDELINE

The 2004 GO Bond has been a dynamic process requiring necessary adjustments as we continue to learn. To help with the constant change, this guideline, along with subsequent updates, will be posted periodically on the CAA website .