Physical Plant-Project Director's Office

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Board of Regents Reports

Arranged By:   Chronological
Application Number:   89-23
Item Number:   370.01

Purpose

This record series consists of reports which are periodically submitted to the Board of Regents by the project director.  These reports contain information pertaining to various proposed construction projects and requests permission to do the following:  undertake the proposed construction projects to seek and accept bids for these projects and to hire architectural and engineering firms for the projects.  Also included on a quarterly basis are progress reports of any current construction projects.

Procedure

Retain in office for five (5) years, then transfer to University Archives for permanent retention.

Budget Information Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   370.02

Purpose

This record series consists of information regarding the yearly capital and operating budgets for the Physical Plant and the University.  Included are the office's record copies of summations of appropriations to each department of the Physical Plant, copies of the budget requests filed by the various departments of the Physical Plant, and copies of the total capital, bond revenue, Build Illinois, and Capital Development Board budgets for the University.

Procedure

Retain in office for three (3) years, then dispose of providing that all administrative value has expired, and all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Construction Payment Files

Arranged By:   By project title
Application Number:   89-23
Item Number:   370.03

Purpose

This record series consist of construction payment files maintained for each University construction project.  Documents contained within the series include the following:  copies of contracts between the University and the low bidder for the project;  copies of purchase orders issued to the contractor for the project;  copies of invoice vouchers for payment of the contractor;  copies of invoices rendered by the contractor;  original affidavit of partial completion forms;  original waivers of liens from subcontractors of the contractor;  original "Walker Forms" (Notarized lists of all subcontractors and material supplies for the project);  copies of change orders;  and original correspondence regarding payments to the contractor.

Procedure

Retain in office for six (6) years following full payment and/or settlement of the project accounts, then dispose of providing no litigation is pending or anticipated.

Administrative Correspondence and Reference Files

Arranged By:   By subject
Application Number:   89-23
Item Number:   370.04

Purpose

This record series consists of miscellaneous correspondence and subject information of the project director's office.

Procedure

Retain in the office for three (3) years, then with the assistance of University Archives staff, review the series and transfer any documents possessing archival value to the University Archives for permanent retention and dispose of the remaining balance of extraneous records.

Remodeling Request Forms

Arranged By:   By building, then Numerical
Application Number:   89-23
Item Number:   370.05

Purpose

This record series consists of completed remodeling request forms received by the project director from various departments of the University.  These forms are completed by departments seeking remodeling of rooms, buildings, etc. and sent to the project director.  The Physical Plant then determines if the work can be done by its personnel or if it would have to be contracted out and determines a rough cost estimate.  A decision is then made by the fiscal officer of the requesting department, and if approved, work orders are sent out.

Procedure

Retain in office for three (3) years, then dispose of providing no litigation is pending or anticipated.

Utility Consumption Record Files

Arranged By:   Chronological
Application Number:   89-23
Item Number:   370.06

Purpose

This record series consists of monthly utility consumption records maintained by the project director. These reports include the following information regarding each utility used by the University:  amount used; total cost; total of any levied taxes; and unit cost.  Maintained with the reports is any correspondence regarding utility rate changes, notifications of utility rate changes, and copies of rate schedules.

Procedure

Retain in the office for three (3) years, then with the assistance of University Archives staff, review the series and transfer any documents possessing archival value to the University Archives for permanent retention and dispose of the remaining balance of extraneous records.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu