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| Project funding status report template excel |
Project funding status report template excel free download
Instructions for Completing the Project Funding Status Report
The completion of this document is required as part of the Capital Budget Request for State-owned projects due June 30th. Agencies should complete the attached Project Funding Status Report and return an electronic copy to their Capital Budget Analyst along with any other required submission materials.
Requested Information:
The Project Funding Status Report should include all appropriation items that currently have outstanding encumbrances or an unencumbered balance. It is important to remember that appropriations must be encumbered within 7 years in accordance with Section 8-128(i) of the State Finance and Procurement Act. All balances scheduled to expire due to this rule will be included for reversion unless compelling justification is provided to extend the encumbrance deadline. However, all funding, regardless of age will be reviewed in this process and detailed information should be provided for each appropriation.
The table below lists the information requested in the Project Funding Status Report and a brief description is provided to help facilitate completion of the report. This information is necessary to allow the Office of Capital Budgeting to complete its review of all outstanding balances. Providing thorough responses will facilitate this review process and decrease the need for follow-up information requests.
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| Project Funding Status Report sample |
Preparation Instructions:
There is an example sheet included in the Project Funding Status Report that demonstrates how to complete the form. This also includes basic descriptions of each field. Please review the example sheet while reading these instructions.
Entries should be in chronological order grouped by project. This means that if a project has an appropriation with balances in years 2005, 2007, and 2008 those three appropriations would be in consecutive rows. This would mean that a project with the oldest funding remaining in 2006 would be listed after the final entry for the previous project. This will provide a list that is in chronological order by project. See the example below.
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| Project funding status report example |
Status of Project and Justification for Maintaining Funding:
These two sections in the report are vital to determining the need to retain funding and provide an opportunity for the agency to explain the current situation of the project. It is important to provide enough information in these sections to present the big picture of the project. Providing specifics about status of design (schematic, design, construction, etc.), awarded contracts or requests for proposals, and progress of construction will help DBM conceptualize the progress your agency has made to date. It is also important to include any barriers or setbacks involved in the process so that DBM is cognizant of potential cost overruns or the need to extend appropriations for projects. The more information provided, the easier and more accurate the review process will be.
Submission Directions:
An electronic copy of this report should be emailed to your agency’s DBM capital budget analyst by no later than June 30th. The file should be saved as “your agency name” Project Funding Status Report FY 20XX (i.e. DBM Project Funding Status Report FY 2016).
Project Funding Status Quick Reference Check List
- Agencies should use the Project Funding Status Report Template provided. If you need an electronic copy please contact your budget analyst.
- All appropriations that have outstanding encumbrances or unencumbered balances should be included in the report.
- Reports should include as much of the requested information as possible to limit the need for follow-up requests.
- Appropriations should be grouped by project and then listed chronologically.
- Please provide as much detail as is necessary in order to describe the status of the project and justification for retaining funding.
- This includes any barriers to completion the project has encountered.
- BPW Item numbers and dates should be provided to ensure timely review.
- The file should be saved as “your agency name” Project Funding Status Report FY 20XX (i.e. DBM Project Funding Status Report FY 2016)
- Project Funding Status Report should be emailed to your DBM Capital Budget Analyst by June 30th!
- Be ready to update the information later in the Fall if fund balances have changed!
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