UW Oshkosh Leasing Summary
This document is based off of UW System Administrative Policy 910, Leasing
Lessor – The university is leasing/renting university property (space or land) to someone off-campus.
Rental is for less than 30 days in a year, the rent is for no longer than a year, and annual payment is less than $25,000:
The department completes a Facilities Rental Contract. It needs to be reviewed by Risk Management, and it needs to be approved & signed by the Controller. If the agreement is done through one of the university’s Event Coordinators and the amount is less than $5,000, the designated contract approver may then sign the agreement.
Lease is more than 30 days in a year, the lease is for longer than a year, and/or the annual payment is more than $25,000:
Facilities Rental Agreement is drafted by the department and sent to the Campus Leasing Officer for review. The Campus Leasing Officer can assist the department in developing the agreement. The current UWO Campus Leasing Officer is Joann Rife (rife@uwosh.edu)
If less than $1 million and less than 5 years in length => signed by Chancellor or designee (Vice Chancellor for Finance and Administration).
If more than $1 million or exceeds 5 years in length => agreement is reviewed by UW System and signed by UW System Senior Associate Vice President for Capital Planning & Budget.
If lease involves land => all agreements are signed by UW System Senior Associate Vice President for Capital Planning & Budget.
If a lease is amended and it brings the cumulative amount to over $1 million or over 5 years => signed by UW System Senior Associate Vice President for Capital Planning & Budget.
If a lease permits a facility to be constructed on state-owned land and it would be privately owned or operated => signed by UW System Senior Associate Vice President for Capital Planning & Budget.
Refer to attached Leasing Review and Approval Matrix for additional information.
Lessee – The university is leasing property (land or space) from an off-campus entity.
All lessee agreements need to be reviewed by the UWO Campus Leasing Officer. Signature authority is the same as above. The current UWO Campus Leasing Officer is Joann Rife (rife@uwosh.edu)
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Leasing Review and Approval Matrix |
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Required Approval |
Institution or UWSA Staff |
CBO |
Chancellor |
President or UWSA Designee |
BOR |
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Leases |
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Total Cost |
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Initial term gross cost exceeds $1.0m OR exceeds 5 years |
R |
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S |
A |
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Renewal term gross cost exceeds $1.0m OR exceeds 5 years |
R |
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S |
A |
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Initial term less than/equal to both $1.0m and 5 years and the renewal terms are less than/equal to both $1.0m and 5 years |
R |
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D |
S |
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Other Leases |
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Leased, or privately -owned facility to be constructed on state-owned land. |
R |
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S |
A |
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Agricultural land leases |
R |
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S |
A |
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State owned residence hall leased to other agency |
R |
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S |
A |
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Amendment |
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Modifying a lease that did not need BOR approval and stays within policy threshold |
R |
R |
D |
S |
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Modifying a lease that did not need BOR approval but with amendment now exceeds BOR limits |
R |
R |
R |
S |
A |
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Addenda |
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Correcting or updating information in a lease |
S |
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Exercising renewal option |
S |
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Other Agreements |
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Space Request |
S |
S |
S |
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Facilities Rental Agreement |
R |
S |
S |
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Facilities Use Agreement |
R |
S |
S |
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Interagency Space Use Agreement |
R |
S |
S |
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Land Lease/Rental Agreement |
R |
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S |
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Space Rental Agreement |
R |
S |
S |
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Permanent Easement |
R |
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S |
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Temporary Construction Easement (Permit) |
S |
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If delegated authority for signature |
D |
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Required approval |
A |
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Signatory |
S |
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Review |
R |
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