Welcome to the February /5311 Program Managers Call. Topic: Reimbursing Section 5311 Grantees for Operating Assistance Expenses

Transcription

1 Welcome to the February /5311 Program Managers Call Topic: Reimbursing Section 5311 Grantees for Operating Assistance Expenses

2 Webinar Agenda Instructions and Introduction Topic Explanation & Background State DOT Perspective Vermont Agency of Transportation Kansas Department of Transportation Discussion Questions Q&A and Discussion Among Call Participants Wrap Up and Next Steps 2

3 Topic Explanation & Background Discussion Lead Fred Butler New Hampshire Department of Transportation 3

4 Webinar Agenda Discussion Questions How does your state DOT account for operating assistance reimbursement requests? How does your state DOT handle 5311 Personnel expenses? Do state DOT s have different documentation requirements for new 5311 providers versus existing 5311 providers? How can the 5311 reimbursement process be improved at the state level? 4

5 Topic Explanation & Background Speaker #1 Ross MacDonald Vermont Agency of Transportation 5

6 Sharing: 5311 Program Attributes in Vermont Ross MacDonald, Public Transit Coordinator Vermont Agency of Transportation

7 Vermont s 5311 Program Administration Operations Vehicles 80% federal 50% federal 80% federal 20% local* 50% local* 10% state, 10% local *transit providers are given a separate (and generous) state allocation to use for matching admin and operating. Any match funds needed beyond that are local.

8 How does VTrans document 5311 operating expenses? VTrans only requires subrecipients to provide backup for monthly billings if requested or if it is for something extraordinary. Documentation is required during the triennial management reviews. VTrans does require what we call a SIRS (service indicator report) monthly which details cost and ridership for each route and each type of service (fixed route, demand response, volunteer, etc.)

9 How does Vermont pay expenses to the recipients? Vermont divides the state into 8 regions and has a regional provider in each area. Services range from seasonal tourist to fixed route to demand response and college area and business trip generators. They are mostly private, non-profits, rather than officially incorporated districts or authorities. Any other transit providers in that region, mostly a few senior centers, must subcontract to the regional provider. The regional provider processes all bills. Pre-payments based on estimated and contracted expenditures are required by statute.

10 State Land Area sq. mi Population Population Density Vermont 9, , Kansas 82,278 2,907, New Hampshire 9,349 1,334,

11 VTrans stages of payment review VTrans prepays quarterly for grant amounts for administration and operating. The fourth quarter is adjusted based on projections. Any amended amounts are reimbursement only. Subcontractors submit bills to Regional Transit Agency Transit Agency reviews for accuracy and compliance to contract Subrecipients submit bills electronically to VTrans Transit Coordinators Agencies receive payment electronically if funding is beyond prepayment Transit Coordinators approve and submit to Business Manager VTrans creates drawdown from ECHO if additional funding is warranted Business Manager submits to system

12 How does VTrans handle 5311 personnel expenses? Personnel costs are based on actual payroll plus overhead. Drivers and dispatchers are operating Managers, supervisors and everything else go under administration Funding to pay administrative expenses is flexed from FHWA to FTA VTrans does not establish rates. Payroll and overhead are verified during audit and management reviews

13 Any difference between documentation for new and existing providers? For new providers, we request back up documentation, receipts, etc. for one year. We also review every year rather than every three years. We request extensive documentation, cost allocation plans, audit processes, etc. for new providers in the application process to additionally manage risks. We only request most information from providers in the application process if it has changed, board membership for example. (that said, we haven t had a new provider in recent memory)

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15 Topic Explanation & Background Speaker #2 Mike Spadafore Kansas Department of Transportation 15

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17 Administration Operations Vehicles 80% federal 20% local 50% federal 20% state 30% local 80% federal 20% local

18 KDOT does not require recipients to submit all of their receipts to us, but the agencies must retain receipts for all expenses in their files. Paper receipts are spot checked during the Triennial Review process and all agency financial audits.

19 Kansas has a Coordinated Transit District (CTD) for each of 10 sub-regions Each CTD has an Administrator, a rep from each agency in the region, and a board Chair Monthly billings are processed through the CTD Administrator to their region s agencies Required by statute really simplifies contracting for us

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21 Agency A Staff Agency A Agency C Agency B Manager Grants Coordina tor CTD Administrator Agency C Agency B Agencies submit billings electronically via Black Cat for the month prior. Double review and approval of all billings by CTD. Approved payments made and released to KDOT Fiscal Services for payment to each CTD. CTD Administrator receives funds and distributes to each individual agency. Agencies receive payments. Increased oversight Agency accountability (to each other) Regional coordination (almost) Paperless

22 Personnel costs cannot be based on estimates. Drivers and dispatchers go under operating Transit managers go under administration Cost rates are set and then validated against timesheets. Personnel costs cannot go over the established rate.

23 No, we hold all our subrecipients to the same documentation standard. (Because our staff is so small, we re streamlining as much as possible to be able to keep up with almost 100 different providers.) (we do, however, give New Starts a more stringent review and score accordingly during Peer Review)

24 Thank you Mike Spadafore, LEED-AP

25 Webinar Agenda Discussion Questions 25

26 Webinar Agenda Open Discussion How can the 5311 reimbursement process be improved at the state level? 26

27 Thank you for Participating in the MTAP 5310/5311 Program Managers Call For More Information, Please Contact Richard Price, Program Specialist, MTAP Phone: (202)