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Back to Login Page FAQ What is the purpose of this system? The Capital Assets Lease Approval Online Database is replacing a process of lease submissions via Microsoft Excel spreadsheets. In addition to allowing for new submissions, this website allows each institution to view existing lease submissions and update submissions that have not yet been processed. How do I get my username/password or what if I forget my username/password? To get your assigned username and password, contact your Capital Assets point-of-contact at CCHE. If you have forgotten your password, you can recover it by using the "Forgot Password" link on the login page. It will send your password to the email on record. What do I do with the lease Excel spreadsheet that I have already completed? You must complete the online form. You may copy & paste the data items from the spreadsheet into the textboxes online. After completing the online form, you can attach (upload) the spreadsheet as a supporting document to be stored with the lease. How can I renew an old lease without having to retype ALL of the information? On the main summary page, locate the "Approved" or "Archived" lease and click the "Renew" icon/link for that lease. It will insert a new lease with most of the data points completed. You will have to enter a new date range, rentable space, and amounts. The lease then follows the normal approval process. What is a SESSION TIMEOUT? A session timeout is the limit to how long you can be logged into the system, without any activity, before being logged off. "Activity" is defined by clicking a link forcing the loading of a page. When entering a new lease, it may require you to fill out a lot of information, some of which may require you to make some phone calls or send some emails to verify details. In these cases when you may remain inactive for more than 15 minutes, you can click "Submit Changes" and force the page to refresh. You may receive a message stating that you are missing some information, but this keeps your session active. Data Dictionary Locate a find definition: Annual Base Rent Annual Operating Cost CCFE CCHE CF CFE Contract Type Cost Per Square Feet / Acre Duration FF Justification Lease Type Rentable Space is Rentable Space Tenant Improvements Tenant Paid Improvements Term of Lease Annual Base Rent Enter the full amount to be paid annually for the rentable space. Annual Operating Cost Enter the actual or estimated annual operating cost that the institution will pay as part of the lease, in addition to the annual base rent. CCFE Capital Construction Funds Exempt CCHE Colorado Commission on Higher Education, Capital Assets Department, phone: 303-866-2723 CF Cash Funds CFE Cash Funds Exempt Contract Type Gross - A lease that provides that the Landlord shall pay all expenses of the leased property, such as taxes, insurance, all maintenance, utilities, building management, and other operating expenses. Costs such as telephone and network service costs are not costs associated with the building, therefore these are typically paid by the tenant. Net - A lease that provides that the Tenant shall pay, in addition to the base rent, all expenses of the lease property, except those maintenance costs associated with the building structure, such as the roof, foundation, etc. Modified Gross - A lease that provides that the Tenant shall pay, in addition to base rent, some expenses of the lease property, such as the cost of metered utilities and maintenance of the premises. Cost Per Square Feet / Acre This is automatically calculated from the data entered: (Base Rent + Annual Operating Cost) / Rentable Space. Duration Full Year - The lease is for entire, year-round use of the property or space. Partial Year -The lease is for a partial year, such as a summer use of a mountain cabin for researchers, or for only a few weeks or months of the year. FF Federal Funds Justification Use this to provide further details for leases with an annual cost > $75,000. Lease Type New - New Lease that has not previously been approved by CCHE. Renewal - Renewal of a Lease that had been previously approved by CCHE. Rentable Space is Square Feet Acres Service Other Rentable Space Enter the number of SqFt or Acres or the number of Acres. Specify the proper units in the "Rentable Space is" field. Tenant Improvements Paid in Base Rent - Any improvements to the leased property have been made by the Lessor and the tenant will pay for these improvements over the term of the lease as part of the base rent. Tenant Paid Outright - Any improvements to the leased property are paid for in advance by the tenant and are therefore not part of the base rent. No Tenant Improvements - This applies in cases where there are no required tenant improvements. Tenant Paid Improvements Enter the amount that the Tenant has or will pay towards Tenant Improvements. If this is paid in the Annual Base Rent, leave as zero. Term of Lease Complete date in the format MM/DD/YY. "From date" must be prior to "To Date"
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