Project Office Space Leases

Starting a Lease

  1. Project sends lease to Project Specialist for review
  2. Project Specialist Reviews and sends to Finance Advisor to confirm approval
  3. Project Specialist notifies the Coordinator that it’s ready for signature and flags any insurance requirements for the coordinator
  4. Coordinator sends to signing authority via DocuSign
  5. Coordinator requests Certificate of Insurance (COI), if required
  6. Coordinator sends signed lease to project and accounts payable
  7. Project Specialist informs PEL of  any changes to work locations
  8. Accounts payable enters lease information into Smartsheet
  9. AP sets up recurring payments until the lease ends (ensuring any last months’ payment or deposit is accounted for to avoid overpayments), or if it continues until terminated, until notified of termination

 

Ending a Lease

  1. Project notifies Project Specialist and Finance Advisor of termination of ongoing lease
  2. Finance Advisor carries out analysis to identify and capture impacts (including removing from cashflow projections, confirming any deposit return or cessation of automatic payments with AP)
  3. Notice of termination: Project Specialist to review any notice of termination
  4. Coordinator to file notice following submission (and as needed, support signing prior to submission to landlord)
  5. As applicable, coordinator cancels COI as of termination date
  6. Accounts Payable updates the lease tracker to note lease end
  7. Project Specialist notifies PEL of termination of space and any plans for revised work location for employees (PEL to follow up on any further information required for noting employee work location, impacts on EAs, WCB, EHT, etc)