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Guidelines for Local Program Reimbursements: WYDOT Procedures and Documentation

This document outlines the reimbursement request process for local programs administered by the Wyoming Department of Transportation (WYDOT). It emphasizes the importance of submitting requests quarterly to keep projects active in the federal system. Guidelines for project budgets, documentation requirements, and signature protocols are detailed. Essential information regarding cost reimbursement statements, in-kind matches, force account construction, and final acceptance procedures are provided to ensure compliance and accurate fund management.

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Guidelines for Local Program Reimbursements: WYDOT Procedures and Documentation

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  1. Reimbursements for Local Programs Taylor Rossetti Local Government Coordinator taylor.rossetti@wyo.gov Local Programs Team Sara Janes Local Programs Coordinator sara.janes@wyo.gov Ken Ledet Local Programs Specialist kenneth.ledet@wyo.gov Robert Rodriguez Local Programs Specialist robert.rodriguez1@wyo.gov Cooperative Agreements Janice Burlew Cooperative Agreements Coordinator janice.burlew@wyo.gov Transit Programs Team Talbot Hauffe Transit Program Coordinator talbot.hauffe@wyo.gov Vacant Transit Programs Specialist Joni Kithas-Harlan Transit Fiscal Consultant jkh@rtconnecnt.net

  2. Heading Please submit requests for reimbursement at least quarterly so the project remains active in the federal system. Project Budget • Do NOT incur expenses until a Notice to Proceed has been issued. Recap Signatures

  3. Project Cost Reimbursement Statement $ 200,000

  4. 2,000 8,000 2,000 2,000 3,000 5,000 20,000 183,000 Project Budget 25,000 11,000 239,000 8,800 8,800

  5. $ 200,000 0 $ 8,800 $ 8,800 $ 191,200 RECAP

  6. I certify that the above requested reimbursement for Local Program funds, administered by the Wyoming Department of Transportation is a true and accurate request in accordance with the Project Agreement for this project. Note: signatures must be original – copies and facsimiles will not be accepted. Signatures & Attest Important

  7. Copies of project invoices received from the Contractor or other vendors • Copies of proof of payment for the invoices • Copies of In-Kind donations (labor, equipment and/or materials charges credited to the project) - if applicable • Copies of any other eligible costsincurred on the project, which can be supported by material documentation Reimbursement Supporting Documentation

  8. 1,000 1,000 1,000 1,000 0 2,000 5,000 0 12,000 8,000 83,000 100,000 2nd Reimbursement Request 8,000 17,000 112,000 127,000 89,600 98,400

  9. $ 200,000 $ 8,800 $ 89,600 $ 98,400 $ 101,600 RECAP – 2nd Reimbursement

  10. Definition: A third party donation of cash, real property, labor, materials or equipment provided to satisfy the non-Federal share requirements of a Federal-aid project. In-kind match must be eligible and allocable to the project and must be documented as generally specified in 23 U.S.C. 120, and in specific program guidance. • A third party is an entity (other than a recipient, subrecipient or Federal agency) that is not party to a Federal-aid project agreement, but who may have an interest in the project. ** In Rare Cases** Requires: Prior WYDOT Approval • How to Document: • Use prevailing wage and equipment rates • Establish fair market values for materials • Appraisal for land donations Keep accurate records In-Kind Match

  11. $ 100,000 $ 10,000 $110,000 $ 88,000 $ 22,000 $ 22,000 $ 10,000 $ 12,000

  12. Force Account is construction work performed by the Public Entity (City/County) that receives the federal funds, which is a method other than contract awarded by competitive bidding. Reference: 23 CFR 635 • Must be handled on a case-by-case basis. • Force Account Requests must include: • description of work to be performed, • estimated costs, • estimate of Federal funds, • finding of cost effectiveness, and • supported by a Public Interest Finding **In rare cases** Requires: Prior FHWA approval Force Account Construction

  13. Purpose: Documentation of a public body’s action authorizing the use of force account match (recipient time, equipment or material) or a proprietary product, in lieu of a competitive bidding process for the acquisition of materials and/or services. **In Rare Cases** Public Interest Finding

  14. Completion of the Job / Final Acceptance: • LPA will accept the job first • Make sure all requirements have been met • Contract is between LPA and Contractor • WYDOT will issue final acceptance andwill then reimburse the final 10% of the total project cost. • As Grant Administrator, WYDOT has oversight

  15. Must accompany the Final Reimbursement Billing • Signed by: • Project owner representative • Project Manager/Architect/Engineer • WYDOT District Engineer Completion/Acceptance Form

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