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Contracts & Agreements - Space Use Agreements (SUA) - Complete "Space Request"

The Extension supervisor requesting a new space use agreement or a modification an existing agreement needs to complete a "Space Request". This form is what will be submitted for approval through this workflow and will initiate the process of creating or modifying or space use agreement.

Background

  • The Division of Extension does not have the signature authority to sign space use agreements. 
  • UW-Madison Facilities Planning & Management (FP&M) has delegated signature authority for space use agreements (depending on the type, cost, and duration).
  • Extension supervisors are responsible for completing the "Space Request" which will be reviewed and approved by delegated signature authorities. This initiates the process of creating or modifying a space use agreement.

Instructions

  1. Open the "Space Request" form in your document set to begin editing.
  2. Contact kate.sullivan@wisc.edu to verify square footage per employee, terms of the agreement, rental rate, parking, proximity, and telecommunications/IT for the agreement. These details will need to be verified by FP&M prior to submitting the "Space Request" for signature.
  3. Contact your direct supervisor and make them aware of the "Space Request" and meet with them to discuss the request. This will likely be an Assistant Dean (scroll down) or Institute Director. Make sure to verify which funding will be used to pay for the space.
    • If you need help with the funding string, please contact your financial manager. Send a short justification, including who is paying for the space and where the funding is coming from. Insert funding codes provided by the Office of Financial Services (OFS) into the "Space Request" form.
  4. Complete the rest of the form using the guidance below. If you have any questions along the way contact Extension's Senior Institutional Planner kate.sullivan@wisc.edu

Guidance

Please refer to this section when completing the "Space Request." If you have any questions regarding the form, please contact kate.sullivan@wisc.edu.

Section 1: Top Section

 Form Field  Description
 Institution  List "UW-Madison".
 Existing Location
 List the address of the current or space use agreement where Extension employees work.
 Proposed Address
 List the proposed address for the new space use agreement where Extension employees will work (if there is a proposed address).
 Space Request Number Work with FP&M to fill out the space request number (instructions above).
 Lease NumberIf there is an existing agreement, it should have a lease number.
 Length of Occupancy Work with FP&M to fill out the length of occupancy (instructions above).
 Desired Length of Renewal Options Work with FP&M to fill out the renewal options (instructions above).
 Desired Occupancy DateTarget date for occupying the new space. 
 Units/Division Affected List "Division of Extension"
 Temporary/Permanent Indicate whether this will be a short-term office space (temporary) or a long-term office space (permanent).
 Currently in Leased Space Indicate whether or not you and your employees are currently in a leased space.
 Type of Space Requested Select "Office".
 How Much Space is Currently Leased Indicate the square footage of the current agreement (if there is an existing lease).
 Current Annual Lease Budget Indicate the annual budget of the current agreement (if there is an existing lease).

Section 2: Space Allocation by Number of Positions

Form Field Description
 Space allocation by Classification Indicate the classifications of the employees that will work in the space (should be faculty and staff in most cases).
 Furniture or Office Work with FP&M to fill out the furniture or office (instructions above).
 # of Positions - Existing Indicate the number of existing positions for any given classification (e.g. how many academic staff total).
 # of Position - Forecast  Indicate the number of future positions for any given classification (e.g. how many academic staff there will be if there is a hire in process or approved position).
 Standard Work with FP&M to fill out the standard amount of square feet per position (instructions above).

Section 3: Special-Use Spaces

  • If there are additional special use spaces that you will need to complement the office space, please complete this section as needed.
  • Work with FP&M to determine the square footage.

Section 4: Housing

Extension supervisors should not need to complete this section. 

Section 5: Justification for Space Request

Extension supervisors should work with FP&M to complete this section if necessary.

Section 6: Budget Impact

Extension supervisors should work with FP&M to complete this section.

Section 7: Funding

  • Work with your institute director or assistant dean to identify funding. They will need to know how  the space or lease will be paid for. OFS will be able to assist with the exact funding string once the source of funding is identified. 
  • If you need help with the funding string, please contact your financial manager. Send a short justification, including who is paying for the space and where the funding is coming from. Insert funding codes provided by the Office of Financial Services (OFS) into the "Space Request" form. 

Section 8: Signature Approvals

Submitting the "Space Request" form through the approval process will complete all of the necessary signature approvals.




Keywords:Space-Request-From,SUA,Space-Use-Agreement,FP&M,SRF   Doc ID:97103
Owner:Nathaniel S.Group:Extension Employee Handbook
Created:2020-01-14 17:05 CDTUpdated:2020-04-10 13:50 CDT
Sites:Extension Employee Handbook
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