Capital Expenditure Request and Justification Form at a glance
What it is: Capital Expenditure Request and Justification Form of The Southern Baptist Theological Seminary, for the capital expenditure requested by a department.
Who signs: Under Approved by, the Department Head or Dean, the Director of Procurement and the Senior Vice President of Institutional Administration each sign and enter the Date.
A filled-in Capital Expenditure Request and Justification Form example: a department requests equipment
How to fill out Capital Expenditure Request and Justification Form, box by box
Department and division
In DEPARTMENT, enter the name of the specific department making the request.
In DIVISION, enter the name of the department's organizational location: Academic Administration, Institutional Administration or Institutional Relations (the 9 before each name is not part of the name).
Priority
Priority 1: Critical is required to prevent a critical reduction in service, operating efficiency, economy, and/or safety; to protect valuable property; and/or comply with insurance or code requirements. Routing and approval process, for any request: send the request, signed by the department budget manager, along with any explanatory attachments to the Office of Procurement, Sampey Hall, Room 4103.
Priority 2: Upgrade is required for significant upgrade in service, operating efficiency, economy and/or safety of current operations.
Priority 3: Desirable is required to introduce desirable, but optional new service, program, faculty or staff, or to make small improvements in operating efficiency, economy and/or safety.
Equipment
Equipment is any item(s) not affixed to a building or land, and includes computer items, vehicles, furniture, etc. Describe it under (1) EQUIPMENT.
In A. Estimated cost of equipment, enter the total cost of acquiring and placing the equipment in service, including shipping, installation, consulting, training and other direct costs.
In B. Was an estimate of cost submitted by a vendor?, mark Yes or No. If yes, attach a copy of estimate to Request form. Although helpful, quotes are not required as a part of the request for capital expenditure process.
If the request is approved, the following schedule should be adhered to for securing quotes: "$2,500 or above requires three (3) quotes; $10,000+ requires the RFP process." (checked November 9, 2026)
In E. What is the proposed disposition of the old machine?, if the old equipment is traded in to receive a lower price on the purchase of new equipment check "Trade" box. If not check "Surplus" box and contact Central Stores for removal.
Land purchase, building addition, or building improvement
(2) Land Purchase, Building Addition, or Major Improvement includes any new independent, habitable structures, additions or renovations of existing habitable structures, and furnishings and equipment which are permanently affixed to a habitable structure.
In A. Estimated cost for project, include shipping, installation, consulting and all other costs directly associated with acquiring the improvement and placing it in service.
In B. Was an estimate of cost submitted by a vendor?, see explanation on (1) Equipment.
Justification for the request
Under "JUSTIFICATION FOR ABOVE REQUEST", write the justification.
Requested by
Under Requested by, sign and enter the Date, with the Name and Title.
More rules for Capital Expenditure Request and Justification Form
Budget Managers are expected to anticipate needs for their departments prior to the annual budget approval process. Future capital needs should be planned for and incorporated during the annual budget request.
Routing and approval process: send the request, signed by the department budget manager, along with any explanatory attachments to the Office of Procurement, Sampey Hall, Room 4103.
Sources
[1] Capital Expenditure Request and Justification Form, The Southern Baptist Theological Seminary (the Official source link on this page).
