Distinguishing between Capital Expenditures & Maintenance ...
Distinguishing between Capital Expenditures & Maintenance Expenses
The following table is a guide for differentiating between what should be treated in budgeting and reserve processing as a “capital expenditure” and as a “maintenance expense.”
| |Paid either from Reserves or from Annual Operating Budget |Paid from Annual Operating |
| | | |
| |Capital Expenditures |Maintenance Expenses |
|Categories: | | |
| | | | | |
| | |“Major” |“Routine” |Paid from O & M |
| | |usually from |usually from Annual Op| |
| | |Replacement Reserve |Budget | |
|Appliances | | | | |
|Range, Refrigerator, |Purchase of new |X |X |Replacing or repairing components (burners, bibs,|
|Range Hood, Washer & Dryer, Garbage |Appliances to replace |(>1unit) |(1 unit) |elements, controls, valves, wiring) |
|Disposal, |old units. | | | |
|Ceiling Fan, Water | | | | |
|Heater, et. | | | | |
| | | | | |
|Carpet and Vinyl |Replacement |X |X |Repairs; patching; shampooing & cleaning; |
| | |(>1unit) |(1 unit) |hardware replacement |
| | | | | |
|Painting - Interior |Painting multiple units |X | |Upon move-out: painting; touch-up painting |
| | | | | |
|Painting - Exterior |Painting an entire |X | |Touch-up painting; graffiti removal |
| |building or project | | | |
| | | | | |
|Cabinets & Countertop |Replacement |X |X |Repairs; component & hardware replacement |
|Kitchen & Bathroom | |(>1unit) |(1 unit) | |
| | | | | |
|Doors |Replacement |X |X |Repairs; hardware replacement |
|Exterior & Interior | |(>1unit) |(1 unit) | |
| | | | | |
|Windows & Screens |Replacement |X |X |Window shades & curtains; hardware replacement; |
| | |(>1unit) |(1 unit) |fixing broken windows & screens; caulking & |
| | | | |sealing |
| | | | | |
|Air Conditioning & Heating |Replacement or |X |X |Repairs; replacement of components; changing |
| |Major overhaul |(>1unit) |(1 unit) |filters |
| |Paid either from Reserves or from Annual Operating Budget |Paid from Annual Operating |
| | | |
| |Capital Expenditures |Maintenance Expenses |
|Categories: | | |
| | | | | |
| | |“Major” |“Routine” |Paid from O & M |
| | |usually from |usually from Annual Op | |
| | |Replacement Reserve |Budget | |
|Plumbing | | | | |
|Water & Sewer Pipes |Replacement or major |X | |Fixing leaks |
| |overhaul of water & sewer| | | |
| |lines | | | |
| | | | | |
|Plumbing |Replacement |X |X |Repairs; hardware replacement |
|Bath Sinks, Kitchen Sinks, Faucets, | |(>1unit) |(1 unit) | |
|Toilets | | | | |
| | | | | |
|Electrical – Wiring & Electric Panels |Major electrical work or |X | |Repairs |
| |rewiring | | | |
| | | | |Repairs; hardware replacement; light bulbs, |
|Electrical - Fixtures |Replacement of fixtures |X |X |switch plates, etc. |
| | |(>1unit) |(1 unit) | |
| | | | | |
|Structures - |Major replacement |X | |Repairing holes |
|Walls | | | | |
| | | | | |
|Structures - |Major replacement, |X | |Minor roof repair |
|Roofing |including downspouts & | | | |
| |eaves | | | |
| | | | | |
|Structures – |Extensive replacement |X | |Patching; panel replacement |
|Siding | | | | |
| | | | | |
|Paving – |Major repaving, |X | |Minor paving & crack sealing |
|Sidewalks, parking lots, & driveways |resurfacing, seal coating| | | |
| |Paid either from Reserves or from Annual Operating Budget |Paid from Annual Operating |
| | | |
| |Capital Expenditures |Maintenance Expenses |
|Categories: | | |
| | | | | |
| | |“Major” |“Routine” |Paid from O & M |
| | |usually from Replacement |usually from Annual | |
| | |Reserve |Op Budget | |
|Landscape & Grounds: | | | | |
| Landscaping |Extensive landscape work| | |Seed, fertilizer, individual shrubs & trees |
| | |X |X | |
| Irrigation System |Replacement of | | |Repairing leaks & broken sprinklers |
| |Irrigation system |X | | |
| Lawn Equipment |Lawn mower | |X |Hand tools |
| Fencing |Replacement |X | |Patching, repair, & board replacement |
| Recreational Area |Purchase of new benches | | | |
| |or play-ground equipment|X |X |Minor repairs, hardware |
| |to replace old | | | |
| |benches/equip. | | | |
| Signs |Replacement | |X |Minor repairs, repainting, lighting |
|Accessibility Features |Extensive accessibility | | | |
| |work, ramps, railings |X |X |Minor modifications & hardware |
|Non-residential Areas: | | | | |
|Office |Computer & business | | | |
| |software (incl Industry | | |Small office equipment, furniture |
| |Interface), copier, fax | |X | |
| |machine | | | |
|Common Area | |X |X |Furniture |
|Other | | | |Fire extinguishers, smoke detectors |
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