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• ♦Manual Notice 2011-1
• ►1. Introduction
  • ►1. Overview
    • ♦Purpose of Manual
    • ♦Users of Manual
    • ♦Definition of Subgrantee
    • ♦Availability of Manual
    • ♦Electronic Documents and Forms (eGrants)
    • ♦Mission Statement
    • ♦Program Goal and Objective
    • ♦Funding
    • ♦Organization
    • ♦Responsibilities
    • ♦Titles and Office Designations
  • ►2. Federal Laws and Regulations
    • ♦Background
    • ♦The Highway Safety Act of 1966
    • ♦Applicable Federal Regulations
    • ♦The Common Rule
    • ♦Other Applicable Office of Management and Budget Circulars
    • ♦Documents Available
  • ►3. State Laws and Regulations
    • ♦General
    • ♦The Texas Traffic Safety Act of 1967
    • ♦Uniform Grant Management Standards
    • ♦Governor’s Highway Safety Representative
    • ♦Governor’s Executive Orders
    • ♦Intellectual Property
  • ►4. Signature Authority
    • ♦Introduction
    • ♦Signature Authority
    • ♦Further Delegation of Signature Authority
    • ♦Specific Authority to Contract
• ►2. Planning
  • ►1. Overview
    • ♦Background
    • ♦Planning Overview
  • ►2. State Highway Safety Performance Plan
    • ♦Influencing Factors
    • ♦Highway Safety Program Areas
    • ♦Program Funding
    • ♦Development Process
    • ♦Planning, Problem Identification, and Request for Proposals (Stages 1, 2, & 3)
    • ♦Internal Coordination (Stage 4)
    • ♦Review, Comment and Approval (Stage 5)
    • ♦Implementation (Stage 6)
    • ♦Program Administration Process
  • ►3. Problem Identification and Community Assessment
    • ♦What Is Problem Identification?
    • ♦Purpose of Problem Identification
    • ♦General Problem Identification Procedure
    • ♦Data Collection and Analysis
    • ♦Data Elements
    • ♦Crash Specific Data
    • ♦Data Sources
    • ♦Data Analysis and Interpretation
    • ♦Some Key Questions in Problem Identification
    • ♦Problem Analysis
    • ♦Impediments to Effective Problem Identification
    • ♦Example Problem
    • ♦Traffic Safety Community Needs Assessment
    • ♦Purpose of Community Needs Assessment
    • ♦Baseline Data
    • ♦STEP Projects
    • ♦What the Community Needs Assessment Should Cover
    • ♦Are DWI Issues Involved?
    • ♦Identifying Areas of Need Related to DWI Issues
    • ♦NHTSA Website
  • ►4. Program Area Strategies, Goals, and Performance Measures
    • ♦Overview
    • ♦Overall State Goal
    • ♦Program Area Goals, Performance Measures, and Strategies
  • ►5. Project Performance Measures and Standards
    • ♦Overview
    • ♦Performance Measures - Definition
    • ♦Types of Performance Measures
    • ♦Performance Measures
    • ♦Performance Standards
    • ♦Measurement Characteristics
    • ♦Summary
  • ►6. Cost Assumption Plan
    • ♦Introduction
    • ♦CAP Submission Requirements
    • ♦Content of the CAP
    • ♦Schedule
    • ♦Maximum Allowable Federal Support and Required Match
    • ♦Plan Approval
    • ♦Form
  • ►7. Project Development Process
    • ♦Introduction
    • ♦Development Process
    • ♦Countermeasure Selection
    • ♦Implementation or Project Activation
    • ♦Grant Agreement Content
    • ♦Summary
• ►3. Traffic Safety Project Proposals
  • ►1. Overview
    • ♦Introduction
    • ♦Gaining Access to the eGrants System
    • ♦Completing Traffic Safety Proposals
    • ♦Assistance on Completing Traffic Safety Proposals
  • ►2. General Traffic Safety Proposals
    • ♦Introduction
    • ♦Problem Statement
    • ♦Project Plan
  • ►3. STEP Yearlong Proposals
    • ♦Introduction
    • ♦Eligibility
    • ♦STEP – Yearlong Proposals
    • ♦STEP - CMV Proposals
    • ♦Problem Identification
    • ♦Project Plan
    • ♦STEP Indicator
    • ♦Public Information and Education (PI&E) Activities
    • ♦Operational Plan
    • ♦Maximum Funding Amounts for Yearlong STEP Proposals
  • ►4. STEP Wave Proposals
    • ♦Introduction
    • ♦ STEP Wave Requirements
    • ♦Enforcement Periods
    • ♦Public Information and Education (PI&E) Activities
    • ♦STEP Wave Description of Activities
    • ♦STEP Wave Calendar
    • ♦Maximum Funding Amounts for STEP Wave Proposals
  • ►5. Additional STEP Requirements
    • ♦Grant Agreement General Terms and Conditions
    • ♦STEP Operating Policies and Procedures
    • ♦Responsibilities of the Subgrantee
    • ♦STEP Rank Authorization Form
    • ♦Standardized Field Sobriety Testing Training
    • ♦TxDOT Speed Survey Protocol & Instructions
  • ►6. Other Traffic Safety Grant Awards
    • ♦STEP - Click It Or Ticket (CIOT) Grants
    • ♦STEP - Impaired Driving Mobilization (IDM) Grants
    • ♦STEP Incentive Grant Awards
    • ♦Project Celebration Mini-Grants
    • ♦Target-of-Opportunity Projects
    • ♦Disadvantaged Business Enterprises and Historically Underutilized Businesses
  • ►7. Budget
    • ♦Overview
    • ♦Allowability of Costs
    • ♦Unallowable Costs
    • ♦Project Budget
    • ♦Budget Categories
    • ♦General Proposal - Salaries and Fringe Benefits (100 & 200)
    • ♦STEP Proposal – STEP Overtime Rate
    • ♦STEP Salary Budget Limitations
    • ♦Travel and Per Diem (300)
    • ♦Travel and Per Diem - STEP Enforcement Mileage (300)
    • ♦Equipment (400)
    • ♦Supplies (500)
    • ♦Contractual Services (600)
    • ♦Other Miscellaneous (700)
    • ♦Indirect Costs (800)
    • ♦Reimbursement
    • ♦Method of Payment
    • ♦Profit Prohibited
    • ♦Maximum Allowable Federal Support and Required Match
    • ♦Allowable Matching (Cost Sharing)
    • ♦Examples of Matching Costs
    • ♦Valuation of Donated Services
    • ♦Documenting Matching Costs
    • ♦Grant Matching Calculator
    • ♦Indirect Costs (Facilities and Administrative Costs)
• ►4. Grant and Contract Development and Execution
  • ►1. Project Scoring
    • ♦Introduction
    • ♦Scoring Teams
    • ♦Recommendation
    • ♦Scoring Criteria
    • ♦Subgrantee Past Performance Grade Review
    • ♦Scoring Sheets
    • ♦Process Overview
  • ►2. Project Negotiation Process
    • ♦Introduction
    • ♦Negotiation
    • ♦Negotiation Guidance
    • ♦Cost Analysis
    • ♦Other Costs
    • ♦Modification Process
    • ♦Process Overview
  • ►3. Grant Agreement
    • ♦Introduction
    • ♦Grant Agreement Purpose
    • ♦Grant Agreement
    • ♦Grant Period or Term of Contract
    • ♦Project Period
    • ♦Grant Agreement General Terms and Conditions
    • ♦Reimbursement
    • ♦Legal Authority
    • ♦ Attachments
    • ♦Grant Agreement Process
    • ♦Electronic Signatures
    • ♦Process Overview
  • ►4. Interagency Cooperation Contract
    • ♦Introduction
    • ♦Interagency Cooperation Contract
    • ♦Expenditure
    • ♦Contract Number
    • ♦Charge Number
    • ♦Preparing the IAC
    • ♦The IAC Contents
    • ♦Obtaining the IAC and Attachments
    • ♦Transmittal Form
    • ♦Process Overview
  • ►5. Subgrantee or Contractor Approval
    • ♦Introduction
    • ♦Local Resolutions and Ordinances
  • ►6. TxDOT Approval
    • ♦TxDOT Review
    • ♦When Problems Are Found
    • ♦Changes During Review and Approval
    • ♦TxDOT Signature Authority
    • ♦Originals
  • ►7. Grant Execution
    • ♦Day of Execution
    • ♦Grant Delivery Meeting
    • ♦Meeting Participants
    • ♦Meeting Agenda
    • ♦Record of Meeting
  • ►8. Grant Agreement and Contract Amendment
    • ♦Introduction
    • ♦Amendment Process
    • ♦Approval Process
    • ♦Budget Amendments
    • ♦Allowable Cost Overruns
    • ♦Suspension of Time
    • ♦Amendment Filing
    • ♦Process Overview
    • ♦Grant and Contract Agreement Termination
    • ♦Process Overview
• ►5. Program and Project Administration
  • ►1. Grant Management and Administration
    • ♦Introduction
    • ♦Cost Eligibility
    • ♦Advances Prohibited
    • ♦Grant Administration Tasks
  • ►2. Performance Reports
    • ♦Content
    • ♦Frequency
    • ♦Submission of Performance Reports
    • ♦Assistance on Completing Performance Reports
    • ♦Documentation Requirements
    • ♦Performance Report Review
    • ♦Process Overview
  • ►3. Requests for Reimbursement
    • ♦Reimbursement Conditions
    • ♦Submission of Requests for Reimbursement
    • ♦Payee Identification Number (PIN)
    • ♦Assistance on Completing RFRs
    • ►Summary of Documentation
    • ♦Travel and Per Diem (300)
    • ♦Subgrantee Documentation
    • ♦Accounting for Program Income
    • ♦Charge Numbers
    • ♦Direct Deposit
  • ►4. RFR Review and Processing
    • ♦Introduction
    • ♦Review
    • ♦Approval for Payment
    • ♦Submission to Finance Division
    • ♦Interagency Cooperation Contracts
    • ♦Educational Institutions
    • ♦Process Overview
    • ♦Professional Services, Consultant Contracts and Project Celebration Mini-Grants
    • ♦Questions and Assistance
  • ►5. Vendor Invoice Processing
    • ♦Overview
    • ♦The Prompt Payment Law
    • ♦Receiving and Date Stamping Vendor Invoices
    • ♦TRF-TS Program Manager Review
    • ♦How to Handle a Mistake on an Invoice
    • ♦Receipt Entry Into the Automated Purchasing System (APS)
    • ♦Electronic Submittal of Invoices and Attached Documentation
  • ►6. Program Income
    • ♦Definition
    • ♦Exceptions
    • ♦Program Income as Project Match
    • ♦Requirements
    • ♦Disposition
    • ♦Reporting Income Received
    • ♦Reporting Income Disbursed
  • ►7. File Maintenance
    • ♦Introduction
    • ♦Background
    • ♦File of Record
    • ♦File of Record Content
    • ♦Managing File Contents
    • ♦File Security
    • ♦File Retention
  • ►8. Training
    • ♦Introduction
    • ♦Summary
  • ►9. Public Information and Education
    • ♦Definition of PI&E Materials
    • ♦Production Approval Required
    • ♦Limitations on Purchase of Advertising
    • ♦Ownership of Art Work
    • ♦Use of Promotional Items
    • ♦Criteria for Production Approval
    • ♦Requesting Approval
    • ♦Review and Approval
    • ♦Local Participation Important
    • ♦Outside-of-TxDOT Participation
    • ♦Obtaining PI&E Material
    • ♦District Inventory
    • ♦Receiving Materials
    • ♦Inventory Records
    • ♦Forms
    • ♦Professional Service Contracts and Subcontracts
    • ♦Sources for PI&E Material
    • ♦PI&E Workgroup
  • ►10. Travel for Subgrantees
    • ♦Introduction
    • ♦Criteria for Reimbursement
    • ♦Grant Inclusion
    • ♦Requesting Approval
    • ♦Out-of-State Travel Request Processing
    • ♦Requesting Reimbursement
    • ♦Form
  • ►11. Property Management
    • ♦Introduction
    • ♦Definitions
    • ♦Acquisition of Equipment
    • ♦Requesting Prior Approval
    • ♦Property Procurement
    • ♦Notification of Property Purchase
    • ♦Property Management Standards
    • ♦Certification of Subgrantee Property
    • ♦Property Insurance
    • ♦Tagging
    • ♦Disposition
    • ♦Fair Market Value (FMV)
  • ►12. Financial Information Management System
    • ♦Introduction
    • ♦Financial Information Management System
    • ♦Assignment of Charge Numbers and Contract Numbers
  • ►13. Federal Payment Voucher Processing
    • ♦ Requests for Reimbursement Review
    • ♦Voucher Processing
    • ♦Electronic Transfer of Funds
    • ♦Grants Tracking System
    • ♦Obligation Limitation Transaction
    • ♦Obligation Cost Summary Transaction
    • ♦Advance of Funds Transaction
    • ♦Advance Reduction Transaction
    • ♦Voucher Transaction
    • ♦GTS Reports
    • ♦Audit Exceptions
• ►6. Monitoring and Evaluation
  • ►1. Overview
    • ♦What Is Project Monitoring?
    • ♦Purpose
    • ♦Types of Monitoring
    • ♦Major Elements of Monitoring
  • ►2. Ongoing Monitoring
    • ♦Introduction
    • ♦Frequency
    • ♦Items
    • ♦Procedures
    • ♦Participants
    • ♦Documentation
  • ►3. Project On-Site Monitoring
    • ♦Background
    • ♦Frequency
    • ♦Items to Review
    • ♦Advance Preparation
    • ♦Review of Source Documents
    • ♦Review of Project Status
    • ♦Review of Budget Requirements
    • ♦Direct Observations
    • ♦Documentation
  • ►4. District Compliance Monitoring
    • ♦Background
    • ♦Frequency
    • ♦Items to be Reviewed
    • ♦Advance Preparation
    • ♦Review of Source Documents
    • ♦Review of Project Files
    • ♦Direct Observations
    • ♦Documentation
  • ►5. Resolution of Findings
    • ♦Introduction
    • ♦First-line Resolution - Minor Findings
    • ♦ Resolution of Minor Findings: Options
    • ♦Second-line Resolution - More Serious Error or Discrepancy
    • ♦Resolution of Significant Findings
    • ♦Resolution of Major, Significant Findings: Options
    • ♦Project Audit
    • ♦High Risk Designation
    • ♦Mediation or Cancellation
    • ♦Right to Appeal
  • ►6. Evaluation Overview
    • ♦Background
    • ♦Purpose of Evaluation
    • ♦Why Evaluation is Sometimes Neglected
    • ♦Decision Outcomes
  • ►7. Project Evaluation
    • ♦Introduction
    • ♦Periodic Project Monitoring
    • ♦eGrants Project Grading
    • ♦Final Performance Report
    • ♦Final Requests for Reimbursement
  • ►8. Annual Report to NHTSA
    • ♦Introduction
    • ♦Report Contents
    • ♦Financial Obligation Closeout
• ►7. Program Closeout
  • ►1. Overview
    • ♦Introduction
  • ►2. Project Closeout and Final Federal Reimbursement
    • ♦Final Federal Voucher
    • ♦Closeouts
  • ►3. Single Audit Procedures
    • ♦Introduction
    • ♦Background
    • ♦DUNS and OMB Circular A-133 Compliance Page
    • ♦Responsibilities
    • ♦Reviewing Single Audit Reports
    • ♦Sanction Policy
    • ♦Sanction Procedures
  • ►4. Audit Coordinating Responsibilities
    • ♦Introduction
    • ♦Purpose
    • ♦Procedures
    • ♦Substandard Reports
  • ►5. Resolving Audit Findings Pertaining to Site Audits
    • ♦Site Audits
    • ♦Division Responsibility
    • ♦District Responsibility
    • ♦Types of Findings
    • ♦Process Overview
    • ♦Notification of Findings
    • ♦Handling of Refunds
    • ♦Letters of Appeal
    • ♦When Refund Is Not Received
    • ♦File of Record
    • ♦Questions

Traffic Safety Program Manual

June 2011

Copyright © 2011 by Texas Department of Transportation
All rights reserved.

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