Capital Request FormsCapital Renovation Requests ($100k and above)

1. Submitting departments are responsible for completing a detailed justification summary and/or business plan that demonstrates value of investment to UTMB.  

(Justification should include return on investment (when applicable) by either service fees recovered perspective or impact/enhancement of new grants. Justification should also include consequence of request being delayed or denied.)

2. Upload department justification to the electronic submission form below:

https://forms.office.com/Pages/ResponsePage.aspx?id=bSXve9uFJkWnLTGuolRoUv4GRCHPrIdJtCzGi3mZLv1UMVFSS1FDSjBHMjJVQ1hLNU5HQVU0TFMwOC4u

 3. Forward justification and narrative to Jamie Spencer, jamspenc@utmb.edu, to expedite review.  

Capital Equipment Requests (Individual assets valued $5k and above) 

1. Submitting departments are responsible for completing a detailed justification summary or business plan that demonstrates equipment value and necessity to UTMB. 

(Justification should include return on investment (when applicable) by either service fees recovered perspective or impact/enhancement of new grants. Justification should also include consequence of request being delayed or denied.)

 2. Upload/input department justification into the AE Service Center POWER module:

https://aebizprodweb.utmb.edu/ProvostWeb/Login

NOTES:

1. The AE Service Center will not submit PeopleSoft requisitions for capital equipment purchases prior to review and approval from the Provost Office. 

2. The capital approval process is unique by UTMB entity and determined by each EVP team. In lieu of a capital steering committee review, all Academic Enterprise capital investment is reviewed by the Provost Office and prioritized for approval.    

3. Capital submissions to the AE Service Center require one of the three valid documents below: 

  1. Valid Exclusive Acquisition Justification (EAJ) or
  2. Three Valid Quotations or
  3. State contact number

For reference, “Best Value Purchasing” practices:  https://www.utmb.edu/supplychain/purchasing/policy.asp

4. Ensure PeopleSoft Account coding is correct:

  • Capital equipment requires expense account code “532030” (individual equipment valued $5,000 or greater).   
  • Maintenance agreements must be coded to one of the following:
    • “521060” – Maintenance Agreements-Computer Soft
    • “521070” - Maintenance Agreements-All Other
    • “521080” – Maintenance Agreements-Computer Hard
  • Funding sources setup under department numbers different from the asset “home” department must include a “Product ID” field, detailing home department number.  
  • For coding questions and assistance, please contact Dave Ngdjng@utmb.edu, of Asset Management.

5. After requisition has been setup and approved in PeopleSoft, if all valid documentation is attached, the procurement department will make best efforts to issue purchase order issuance within ten business days of receipt.  

6. Any requested capital equipment to be paid with funding sources or extramural awards reviewed at the Provost level during award application (UT System STAR Award, S10 instrumentation grant, Real Estate, Space, and Capital Committee approved initiatives, etc.) will be exempt from the capital equipment review process.  Please upload supporting documentation when submitting into POWER module.  


To obtain early/prior approval, requestors may utilize the request forms below. Please send request to Jamie Spencer, jamspenc@utmb.edu.

Space, Real Estate or Capital Equipment Application (PDF)

Capital Equipment Redundancy Check (PDF)