Capital Expenditure Pre-Approval Request Form
This file provides step-by-step instructions for completing the Capital Expenditure Pre-Approval Request Form, designed for School Food Authorities operating the National School Lunch Program in Arizona. It includes guidelines on identifying capital equipment items, understanding the capitalization threshold, and properly filling out the necessary form.
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How do I fill this out?
To fill out the Capital Expenditure Pre-Approval Request Form, you need to identify capital equipment items, understand Arizona's capitalization threshold, and familiarize yourself with the Pre-Approved Capital Equipment List. The process will involve locating and properly completing the form. Detailed instructions will be provided below to help you with each step.
How to fill out the Capital Expenditure Pre-Approval Request Form?
1
Identify the necessary capital equipment items.
2
Understand Arizona's capitalization threshold for equipment purchases.
3
Refer to the Pre-Approved Capital Equipment List.
4
Locate the Capital Expenditure Pre-Approval Request Form.
5
Properly complete and submit the form.
Who needs the Capital Expenditure Pre-Approval Request Form?
1
School Food Authorities (SFAs) operating the National School Lunch Program (NSLP) need this form to seek pre-approval for capital expenditures.
2
School administrators require this form to ensure compliance with Arizona Department of Education guidelines.
3
Financial officers in school districts use this form to manage budget approvals for capital equipment purchases.
4
Procurement officers need this form to document and justify the acquisition of capital equipment.
5
Regulatory compliance officers use this form to maintain accurate records of pre-approved capital expenditures.
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What are the instructions for submitting this form?
To submit the Capital Expenditure Pre-Approval Request Form, please complete all required fields and gather the necessary approval signatures. Submit the form via email to hns@azed.gov, fax it to (602) 542-1531, or mail it to the Arizona Department of Education at 1535 W. Jefferson Street, Bin #7, Phoenix, AZ 85007. Ensure you meet the submission deadlines at the end of each fiscal quarter: March 31, June 30, September 30, and December 31. My advice is to double-check all information for accuracy before submission to avoid delays.
What are the important dates for this form in 2024 and 2025?
Important dates for the Capital Expenditure Pre-Approval Request Form in 2024 and 2025 include submission deadlines at the end of each fiscal quarter: March 31, June 30, September 30, and December 31.
What is the purpose of this form?
The Capital Expenditure Pre-Approval Request Form is designed to facilitate the approval process for significant equipment purchases by School Food Authorities operating under the National School Lunch Program in Arizona. This form ensures that all capital expenditures meet the guidelines set forth by the Arizona Department of Education. By properly completing and submitting this form, school administrators can obtain the necessary approvals to procure essential equipment, thereby supporting the effective operation of school nutrition programs. Additionally, the form helps maintain transparency and accountability in the use of funds allocated for capital expenditures.
Tell me about this form and its components and fields line-by-line.
- 1. Capital Equipment Item: A description of the equipment being requested for purchase.
- 2. Cost Estimate: The estimated cost of the capital equipment item.
- 3. Justification: A rationale for why the equipment is needed.
- 4. Approval Signatures: Signatures from authorized personnel to approve the request.
- 5. Submission Date: The date when the form is submitted for approval.
What happens if I fail to submit this form?
Failing to submit this form can result in several issues pertaining to compliance and operational efficiency.
- Non-Compliance: Failure to comply with state regulations for capital expenditures.
- Operational Delays: Delays in acquiring necessary equipment for school operations.
- Budget Mismanagement: Potential mismanagement of budgets without proper approval.
How do I know when to use this form?
- 1. Purchasing New Equipment: When you need to purchase new capital equipment for school nutrition programs.
- 2. Replacing Obsolete Equipment: When replacing outdated or non-functional equipment.
- 3. Expanding Program Capacity: When increasing capacity for school nutrition programs through new equipment.
- 4. Compliance with Regulations: To ensure adherence to state guidelines for capital expenditures.
- 5. Budget Approvals: When seeking budget approvals for significant equipment purchases.
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