FTA Reporting Requirements. Circular D Grant Management Requirements Chapter III, Section 3 available. way of communicating grant

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1 FTA Reporting Requirements Reporting is required by FTA Circular D Grant Management Requirements Chapter III, Section 3 available on FTA s website Reporting is a Grantee s primary way of communicating grant activities to FTA 1

2 Reporting in TEAM Web Quarterly or Annual Reports - due 30 days after the end of the quarter in which h they are due Federal Financial Report Milestone Progress Report American Recovery and Reinvestment Act (ARRA) Reporting 2

3 Reporting Annual vs. Quarterly Over 200,000 UZA: Quarterly Construction Grants: Quarterly ARRA Grants: Quarterly Non-construction ction Grants in areas with less than 200,000 UZA: Annually for 4 th Quarter 3

4 Reporting Timeframes Quarters follow Federal Fiscal Year Quarter 1: October 1 st December 31 st Quarter 2: January 1 March 31 st Quarter 3: April 1 st June 30 th Quarter 4: July 1 st September 30th 4

5 ARRA Reporting Federal Financial i Reports due Quarterly within 30 days after the quarter ends Milestone Progress Reports due Quarterly within 30 days after the quarter ends 1201c reports in TEAM due annually by February 17 th and at grant closeout 1512 reporting in due 10 days after the quarter ends 5

6 Section 1201(c) Reports Section 1201(c) of the American Recovery and Reinvestment Act (ARRA) Requires U.S. Department of Transportation tion (DOT) grant recipients to report on the progress they are making in implementing their ARRA grants 6

7 Section 1512 Reports SECTION 1512 requires reports on the use of ARRA funds by all government agencies. Also referred to as the Jobs Accountability Act. Requires recipients of ARRA funds to report on: (1) the total amount of recovery funds received from that agency; (2) the amount of recovery funds received that were expended or obligated (3) a detailed list of all projects or activities for which recovery funds were expended or obligated, including an estimate of the number of jobs created and the number of jobs retained by the project or activity. 7

8 1512 Reporting Timeframes Recipient Submit Report (Days 1-10) Prime Recipient Review (Days 11 and 12) Direct recipients should review any data reported by subrecipients during this time. You may NOT submit a report during this timeframe. You can only review what was submitted during the first 10 days. Agency Review (Days 13-29) FTA will review your report and comments on potential errors. Release (Day 30) All data from the report is made available for public review. Continuous Correction (starts three days after the end of the reporting period). 8

9 Reporting Common Problems Reports not submitted on time Milestone Progress Report Incomplete or Lacking Required Information Lapsed Milestone Dates Federal Financial i Report Inconsistent with ECHO/ Funds Disbursement Information Lacking required federal cash information 9

10 Milestone Progress Reports Information required to be reported: Current status of each open Activity Line Item (ALI) Narrative description of project status, problems, bids, contract awards, etc. Utilize Project Status Overview for overall descriptions. Detailed discussion of all budget or schedule changes 10

11 Milestone Progress Reports Cont. Dates of expected or actual requests for bid, delivery, etc Actual completion dates for completed milestones Revised estimated completion dates when original estimated completion dates are not met with an explanation at of why dates are not met and how any delays or problems will be resolved 11

12 Milestone Progress Reports Cont. Analysis of significant project cost variances List of all outstanding claims exceeding $100,000, and all claims settled List and description of all potential and executed change orders exceeding $100,000 List of claims or litigation involving third party contracts exceeding $100,000 List of all real property acquisition iti actions 12

13 Milestone Progress Report Summary Tab Include: Overall Project Status Update 13

14 Milestone Progress Reports Milestone Status Tab Include: Milestone Progress Description 14

15 Project Funds Status Project Funding is second tab under Project/Funds Status located by clicking on Project Management age e link on left hand side of TEAM. Shows current ECHO drawdown status. Acc Class Cd shows year and type of funding FP is the financial purpose code under which funds have been reserved. 15

16 Federal Financial Report Information required to be reported: Any Indirect Costs charged to grant Federal cash received & dispersed Federal funds expended on behalf of the grant activities Unliquidated obligations (financial commitments) Program Income Certification that information submitted is true, complete and accurate 16

17 Federal Financial Report Summary Tab Include: Report Type Quarterly Annual Indirect d Expenses Must be preapproved with FTA 17

18 Federal Financial Report Financial Status Include all information requested in boxes with blue outlines Lines A-D are on the cash basis of accounting and are cumulative Lines F-P are on the accrual basis of accounting 18

19 Federal Financial Report Remarks and Certification Include: Recipient Remarks regarding any financial issues or if cash on hand Check the certification box when complete 19

20 Grant Closeout Process Step 1 In TEAM, go to: Project Management - Milestones/Progress - Milestones Status Report Summary y( (first tab) -Project Status Overview box and include the following narratives. A statement that all funds, federal and local, have been expended; A statement that (Grantee) requests FTA action to close this grant; A description of activities accomplished under the grant. 20

21 Grant Closeout Process Step 2 In TEAM, using the paperclip function, upload the following documentation ti where applicable. Any study or report commissioned with grant funds. (If the document is too large to upload into TEAM, uploading the title page and mailing a CD with the full report to the Region 10 office is acceptable.) 21

22 Grant Closeout Process Step 3 Once final Federal Financial i Report, Milestone Progress Report, (1201c if required), and the above documentation are entered, go to New Closeout Process under Project Management and submit closeout amendment. Submitting closeout amendment will populate Closeout Requested list in TEAM and will trigger FTA review 22

23 Grant Closeout Reviewer 23