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Federal Transit Administration (FTA) Grants Management

This training session will cover essential aspects of Federal Transit Administration (FTA) grants management, specifically for sub-recipients in the City of Phoenix. We will discuss Grant Agreements, including identification of projects, funding requirements, and federal mandates. Learn about grant reimbursements, including submission forms and supporting documentation. We will also address grant reporting processes, project milestones, and asset management. Lastly, we will cover best practices for grant close-out to ensure compliance and timely fund utilization.

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Federal Transit Administration (FTA) Grants Management

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Presentation Transcript

  1. Federal Transit Administration (FTA) Grants Management City of PhoenixSub-Recipient Training PUBLIC TRANSIT DEPARTMENT

  2. Overview • Grant Agreements • Grant Reimbursements • Grant Reporting • Grant Close-Out • Subrecipient Resources • http://phoenix.gov/publictransit/status/index.html

  3. Grant Agreements • Agreement for Each Grant • Identifies Grant #, Projects & Funding • Federal Amount & Match Required by Project • Reimbursement Requirements • Reporting Requirements • Federal Requirements • FTA Master Agreement

  4. Grant Agreements • Agreement Term • 24 months from grant award date • Executed/Active Agreement Needed Before Vehicle Order or Reimbursement Request • Local Match Deposit at the Time of Vehicle Order

  5. Grant Reimbursements • Submit Requests No More Frequent Than Monthly • Two Required Forms to Submit for Each Request • Invoice Form • FTA Grant Expenditure Reimbursement Request Application • Summary of Costs Included in Request • Complete Detailed Supporting Documentation • Evidence of Payment

  6. Grant Reimbursements • Fixed Asset Information or Vehicle Form, as Applicable • Time Sheets with Evidence of Supervisory Approval for Staff Time Charged to Grant • Indirect Costs Must be Supported by Federally-Approved Cost Allocation Plan • Copy of the Applicable Contract with Initial Request • A copy is not necessary as support for subsequent costs for the same contract • A contract is not eligible for FTA funding without required FTA clauses

  7. Grant Reimbursements

  8. Grant Reimbursements

  9. Grant Reporting • Quarterly Milestone Progress Reports • Sufficient project status detail narrative, including efforts to move project forward if delays • Update estimated milestone completion dates • Quarterly Federal Financial Reports • Accrued expenses – expenses incurred and not yet paid, or not yet reimbursed by grant • Unliquidated obligations – PO’s, encumbered contracts, etc. • Contract change orders > $100K

  10. Grant Reporting • Fixed Asset Report – FTA-Funded Fixed Assets • Annual Reporting • Description • Identification Number • Grant Number • Acquisition Date • Cost • % FTA Share of Cost • Location • Use and Condition • Useful Life • Upon Disposal • Date Removed from Service • Disposal Date • Net Disposal Proceeds

  11. Grant Close-Out • Timely Implementation and Completion of Projects • Timely Draw Down of Federal Funds • Reallocation of Project Savings/Remaining Funds • Grant Inactivity May Jeopardize Remaining FTA Funds

  12. Questions?

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