Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.60-5 (Revised)

SUBJECT: IFAS; Use of SHARE Funds for Construction of Facilities

1. Whenever a unit administrator determines that a capital improvement is needed and that SHARE funds are the only possible source from which to accomplish this, the following procedures will apply:
   1. Obtain approval for the use of SHARE funds in accordance with Internal Management 6C1-6.60-2.

   2. Develop tentative specifications of the capital improvement.

   3. Send tentative specifications and a drawing to the Director, IFAS Facilities Operations, who will determine whether or not the proposed capital improvement specifications meet all applicable codes.

   4. After approval of the tentative specifications by the Director, IFAS Facilities Operations, the unit administrator will prepare a Form 90 in accordance with Internal Management Memorandum 6C1-6.40-5.

   5. Upon approval of the Form 90 and release of Fixed Capital Outlay Budget, funds will be transferred from SHARE to the unit's Combined Grants account in accordance with Internal Management Memorandum 6C1- 6.60-3.

   6. At this point, the unit administrator may issue a Purchase Order to begin the acquisition process.
      1. Depending on the size and complexity of the project, it may be necessary to develop formal plans and specifications (Consult with the Director, IFAS Facilities Operations).

      2. Forward Purchase Order with at lease six copies of the plans and specifications (if more are needed, they will be called for) to the IFAS Purchasing Office.

      3. If there are any unusual requirements, e.g., a specific item available from only one source, this should be discussed with the Assistant Director of Purchasing prior to submitting the Purchase Order.

      4. The Assistant Director for Purchasing will arrange for bidding the project in the usual manner.

2. Regardless of the initial fund source, the facility will become the property of the State. Copies of supportive documentation (Purchase Orders, invoices, etc.) are to be sent to the Property Manager, IFAS Fiscal Services.