Facilities Planning

Avoid Delays in Payment of Building Aid (4/90)

Building Aid will not be paid if a school district reports expenditures which exceed authorizations. A new form, Request for Revision of Financial Information, form FP-FI has been developed to avoid this situation.

When final plans and specifications for a capital construction project are approved by the Bureau of Facilities Planning, a Notification of Building Project, form SA-4 (the "blue sheet") is sent to the Bureau of State Aided Programs. This form records information furnished by the district regarding approved method(s) of financing (bonds, or BANs, or budgetary appropriations, etc.) and related dollar amount(s), and cost estimates for the construction work.

Upon receipt of the SA-4, the Bureau of State Aided Programs sends to the district a Request for Building Project Data, form SA-139, a copy of the SA-4, and a copy of the new FP-FI revision form. After construction contracts are signed, the school district must complete the SA-139. If it is then apparent that the total cost of the project exceeds the authorized financing that was reported on the SA-4, or if any method of financing has changed, then the Bureau of Facilities Planning must be requested to revise the financial information. The district must submit a Request for Revision of Financial Information, form FP-FI to the Bureau of Facilities Planning before the district submits the SA-139 to the Bureau of State Aided Programs. The FP-FI form provides spaces to record the financial information previously approved by the Bureau and spaces to record the new information. Additionally, documentation for any new authorization(s) or method(s) of financing must accompany the form.

Two copies of this form, properly executed, shall be submitted to the Bureau of Facilities Planning, when the total of approved sources of funds must be increased to be equal to, or greater than expenditures for the project. This circumstance could occur on two occasions: 1) when form SA-139 is submitted to the Bureau of State Aided Programs immediately subsequent to signing construction contracts, and/or 2) when the Final Building Project Report is sent to the Bureau of Facilities Planning at the completion of work.

In relating to filing form SA-139, Request for Building Data with the Bureau of State Aided Programs, form FP-FI shall be submitted prior to submitting form SA-139: 1) if the total project cost reported on the SA-139 exceeds the sum of method(s) of financing which are reported on the form SA-4, and/or 2) if there is any change in the method(s) or amount(s) of financing as reported on the form SA-4.

In relating to filing the Final Building Project Report to the Bureau of Facilities Planning, the Request for Revision of Financial Information shall be submitted together with the Final Building Project Report: 1) if the Grand Total of revenues approved by the Bureau of Facilities Planning is less than the Grand Total of expenses reported on the Final Building Project Report and/or 2) if there is any changes in the method(s) or amount(s) of financing as reported on the form SA-4.

Last Updated: June 19, 2009