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College of Engineering
Capstone

Project Budget

Project Budget

Capstone provides an initial team budget. Most teams will start with a $1,500 budget for the team's project-related expenses. Some sponsors may have anticipated higher costs and increased the budget upfront.

Your project expense budget comes from University funds and is subject to University purchasing policies. Failure to follow policy may make you financially liable for a non-conforming purchase.

Project expense budget funds can be spent for any of the following:

  • Supplies and hardware to design and build the project
  • Cloud services, software subscriptions, or other expenses to complete work on your project, including printing artifacts and reports
  • Local travel in BYU vehicles to visit sponsors or suppliers. (Long-Distance travel is handled separately; see Travel for more information).

CAUTION:

  • Your project expense budget may not be used for food purchases of any kind.
  • All purchases from your team budget need prior approval from your coach.
  • Failure to follow purchasing policies may lead to a reduction in the Team Professionalism grade. Significant individual violations of policies may result in a penalty on the individual's grade.

Your project budget funds are only to be used for your team's work on the project. You may not use the funds to purchase materials for the sponsor to work on the project or for any other reason, even if you have funds remaining in your project budget. Please contact the Capstone office if you have questions about this policy.

Tracking Your Project Budget

Access your financial statement using the Team Budget link on the Capstone website at byucapstone.byu.edu/dashboard.

You will not be allowed to make purchases if you do not have budget available.

Increasing Your Project Budget

Some projects will require more funds than the initial team budget. If additional funds are required, follow these steps:

  1. Discuss the need with your sponsor.
  2. If your sponsor agrees that additional funds are needed,
    1. Prepare an anticipated budget, including a Bill of Materials. Look ahead so you can make one request for approval, rather than a series of small, incremental requests. Include good estimates of the costs you know about. Add an appropriate amount for unexpected contingencies. Be sure to include your coach in this process.
    2. Send the request to your External Relations Manager who will contact your sponsor directly for official approval.
    3. If you have not seen a budget increase within 4-5 days of your request, follow up with your External Relations Manager.