Non-Routine Reimbursables to Management Contractor

Originator: Associate Vice President, Operations

Subject: Non-Routine Reimbursables to Management Contractor

The University's Inn and Conference Center (ICC) is managed by a management company under a reimbursement agreement. The University reimburses the company for any expenses resulting from routine operations of the ICC. The University also uses a maintenance services company for building and facilities maintenance. At times the University may, at its discretion, use these outside firms to perform minor renovation or related projects that may be additions to the work being contracted under the original agreement. Reimbursements for these add-on projects are non-routine reimbursables and will be governed by this Policy.

1. The Operations department shall obtain prior written approval from the Senior Vice President and CFO for all non-routine reimbursable projects that are over $100,000, but less than $250,000.
2. The Operations department shall obtain written prior approvals from the Senior Vice President and CFO for all non-routine reimbursable projects that are over $250,000 and will prepare the necessary documents for the Senior Vice President and CFO to obtain the Vice Chancellor for Administration and Finance's approval and, if necessary, the Board of Regent's approval.
3. The Operations department shall obtain prior written approval from the President for any non-routine reimbursable projects in excess of $500,000. If such projects are construction related, prior to the commencement of the project, the Operations department shall work with the Procurement Office to ensure that State regulations are followed and to obtain approval from the Board of Public Works.