- d
(Approved by authority of the President)
Purpose
Capital expenditures must be treated in accordance with Generally Accepted Accounting Principles (GAAP), the state Office of Financial Management’s State Administrative and Accounting Manual (SAAM), the National Association of College and University Business Officers (NACUBO) guidelines, and the federal Office of Management and Budget (OMB) Circular A-110.
Scope
This policy applies to all capital expenditures at the University and affiliated entities that are included in the University’s financial reporting entity.
Definitions
Capital Asset—Tangible, permanent item with a life of more than one year that is held for purposes other than investment or resale and has a value of $5,000 or more for moveable equipment. There are six types of capital assets: moveable equipment, fixed equipment, buildings, building components, land, and improvements other than buildings.
Capitalize—To record the cost as an asset that is subject to depreciation over its estimated useful life rather than as an expense for one accounting period.
Improvement (Other than Buildings)—Modification to an outside area other than repairs. Examples include sidewalks, parking lots, utility lines, and fences.
Intangible Asset—Asset not having physical substance (e.g., a patent, goodwill).
Policy Statements
1. Capital Expenditures
1.1. Buildings
Buildings with a cost of $250,000 or greater should be capitalized.
1.2. Certificates of Participation
All capital assets acquired with Certificates of Participation (COP) should be capitalized.
1.3. Equipment, Art, and Library Books
All other capital assets with a unit cost (including ancillary costs) of $2,000 or greater, or collections with a total cost of $5,000 or greater, should be capitalized unless otherwise noted. Recharge and cost centers may have different capitalization thresholds for internal purposes. Refer to Service and Recharge Center Information.
1.4. Improvements Other Than Buildings
Improvements other than buildings with a cost of $250,000 or greater should be capitalized. Examples of improvements other than buildings include fences and retaining walls.
1.5. Infrastructure
Infrastructure with a cost of $250,000 or greater should be capitalized. Examples of infrastructure assets include roads, sidewalks, bridges, tunnels, drainage systems, water and sewer systems, dams, and lighting systems.
1.6. Intangible Assets
Intangible assets with a cost of $1,000,000 or greater should be amortized. This includes intangible assets purchased or internally developed. Examples include land use rights not acquired with the purchase of land, software, patents, and trademarks that are “identifiable” by meeting either of the following conditions:
- The asset is capable of being separated or divided and sold, transferred, licensed, rented, or exchanged; or
- The asset arises from contractual or other legal rights regardless of whether those rights are transferable or separable.
1.7. Land
All land should be capitalized. This includes land use rights with indefinite lives acquired with the purchase of the underlying land, and ancillary costs.
1.8. Leasehold Improvements
Leasehold improvements with a cost of $250,000 or greater should be capitalized.
2. Construction Capitalization
2.1. Capitalized Expenditures
Expenditures should be capitalized if they:
- Result in additional asset services (expanded facilities);
- Result in more valuable asset services (upgraded facilities); or
- Extend normal service life beyond one year.
2.2. Non-Capitalized Expenditures
Expenditures should not be capitalized if they:
- Are incurred to maintain assets in good operating condition; and/or
- Do not meet the criteria for capitalization as stated in Section 2.
The following examples, although not all-inclusive and subject to varying circumstances, are generally considered to be current non-capitalized expenditures:
- Roof repairs and replacements.
- Repainting.
- Window replacements.
- Furniture refurbishing.
- Alterations and rearrangements which prepare existing space for new purposes.
- Replacement projects which cost less than $250,000 and are not equal to ten percent of the replacement value of the asset.
- Replacement floor and window coverings, such as: linoleum, tile, carpets, blinds, and drapes. However, these costs associated with new construction are capitalized.
Responsible Office and Additional Information
For further information contact the Capital Accounting Operations.
History
October 1996; May 5, 2008; October 19, 2012; [formerly numbered APS 61.8] March 3, 2026.