The Funding and Approval Timeline

Project Funding

The funding and approval processes for Major Capital Projects are generally outlined in the U. T. System Capital Expenditure Policy, which provides a uniform method for documenting the full capital expenditure lifecycle so that capital expenditure activity can be effectively communicated to the Board of Regents.  Additional information and direction regarding capital project financing can be found at the U. T. System Office of Finance Capital Project Financing Web Page.

Project Approvals

The requirements for obtaining funding and receiving necessary approvals at each major phase of the Major Capital Project delivery process are outlined in the Major Capital Project Approval Process Chart.  The approving authorities for Major New Construction and R&R projects are summarized in the Major Capital Project Approval Authority Chart below.

The Project Timeline

Major Projects seeking funding and inclusion in The University of Texas System Capital Improvement Program (CIP) must follow the prescribed processes for each of the major phases as defined below.  Detailed information regarding the requirements for each phase can be found via the links provided.

The Planning Phase consists of each institution’s ongoing capital planning and reporting activities.  Once an institution has determined that it is ready to proceed with its highest priority project, it can then request approval from the appropriate Executive Vice Chancellor and the Chancellor to secure funding and begin the Project Definition Phase.

The Project Definition Phase approval authorizes expenditures of up to 5% of the anticipated Total Project Cost from reimbursable institutional funds and includes Pre-Project Planning activities, Programming, and Schematic Design.  Successful completion of the Definition Phase makes the project eligible for inclusion in the Capital Improvement Program (CIP) upon approval by the Board of Regents.

The Design Development Phase places the project in the UT System Capital Improvement Program and authorizes expenditures of up to 10% of the anticipated Total Project Cost from reimbursable institutional funds.  Successful completion of the Design Development Phase makes the project eligible for review and approval to complete the design and build the project in the next phase.

The Construction Documents and Construction Phases authorize full expenditure of the approved Total Project Cost to complete the design and build the project.

Project Completion and Close-Out includes administrative and reporting activities for project completion and close-out to remove the project from the CIP.

The Operations Phase (not covered in this guide) consists of each institution’s ongoing operations, maintenance, and reporting activities.