Repair and Rehabilitation Matching Funds Guidelines – FY21

The R&R Matching Funds Program for the West Lafayette campus is designed to support projects with a facilities component that academic units have identified as high priorities. By enabling the funding of projects from a combination of departmental resources and central university funds, the R&R Matching Funds Program will advance strategically-important projects.


For a project to be considered for the R&R Matching Funds Program, the following minimum guidelines must be met:

  • Address R&R needs in facilities classified as academic or administrative
  • Be located on the West Lafayette campus
  • Include at least one R&R building component, e.g. wall finish, floor finish, ceiling, HVAC, electric, classroom
  • Be prioritized within the context of all submitted projects
  • Demonstrate a connection to the unit's strategic goals and priorities

Each department may submit one project request. Up to five projects may be submitted for estimating, but no more than three requests may be submitted by a college or unit. Highest priority will be given to projects that have the greatest proportion of deferred repairs.

For FY21, available university matching funds will be limited to a maximum of $250,000 per project, and the applicant will be responsible for any additional funding beyond the original estimate provided on the application.

Application Process

As of May 1, 2019, the following information is required to be completed in the SAP-PPM item request form for each submittal for the R&R Matching Funds Request:

  • In the Project Objective box, enter "FY21 RRMF" followed by the objective, scope and justification statement
  • Near the bottom, change the R&R Matching Funds (Y/N) flag to "Yes"
  • An overall ranking of each project within the college or unit is required. On the right side approximately half-way down the form, change the Ranking flag to either "High," "Medium," or "Low" to indicate the ranking of the three submitted requests.
  • In the Questions and Answers section of the form, complete the fields indicated below
    • Question 2: Include the amount of central funding being requested
    • Questions 5-7: Describe any special requirements
    • Question 8: Describe why the repair and rehabilitation is needed and how it fits into your department's strategic plan
  • The DFA must provide account information in the Funding Information section of the request

New estimates must be obtained for each project.

Estimate requests should be submitted as soon as possible to allow time for the completion and return as colleges will need this information to complete the R&R Matching Funds Application.

Contact R&R Manager Keith Moore if assistance is needed with the scope and budget estimates.

By 5 p.m. on December 20, 2019, your request should be included in your unit's FY21 Collection. Please email Keith Moore ( when your request is completed. Any FY21 requests received after the deadline will not be considered for funding.

Review Process

Each proposal will be reviewed by a Physical Facilities cross-functional team that will provide recommendations to the Provost and EVPRP for review. Upon endorsement, Physical Facilities will communicate these awards via email to the dean/vice provost, facility manager, DFA/financial director, and client contact by February 1

Construction Process

Project managers will be assigned for the design and construction of approved projects. Once initiated, each approved matching funds program project will proceed on an independent timeline governed by its scope and operational and departmental parameters.

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