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Section 3: Requests for Reimbursement

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Reimbursement Conditions

Reimbursement of costs under a traffic safety grant is contingent upon the following conditions:

  • the availability of appropriated funds
  • actual costs having been incurred (services provided, hours worked, etc.) in accordance with the approved project budget within the time frame specified in the grant period of the grant agreement, attributable to work covered by the agreement, and which has been completed in a manner satisfactory and acceptable to the Texas Department of Transportation (TxDOT)
  • compliance with Article 3 of the Texas Traffic Safety Program Grant Agreement General Terms and Conditions..

Payment of costs incurred under the “Texas Traffic Safety Program Grant Agreement General Terms and Conditions” is further governed by one of the following cost principles, as appropriate, outlined in the Federal Office of Management and Budget (OMB) Circulars:

  • A-21 (2 CFR, Part 220), Cost Principles for Educational Institutions;
  • A-87 (2 CFR, Part 225), Cost Principles for State, Local, and Indian Tribal Governments; or,
  • A-122 (2 CFR, Part 230), Cost Principles for Nonprofit Organizations.
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Submission of Requests for Reimbursement

  1. For each grant, eGrants will create a Request for Reimbursement (RFR) after the end of the reporting period. For example, after the end of the April reporting period, eGrants will create an April RFR. This report can be accessed from the tab search (located under “RFR” at the top of the screen), under “My Tasks” (under the “Home” tab), or by clicking on the “View Related Items” button under the “Examine Related Items” section of the grant.
  2. Complete the RFR budget category form pages.
  3. Submit the RFR to the TxDOT Traffic Safety Specialist (TSS) or program manager by changing the status of the RFR (found under “Change the Status” section) to “RFR Submitted”. RFRs must be submitted monthly, quarterly (as designated in the grant), or after each Wave period for Selective Traffic Enforcement Program (STEP) Waves, within 30 days after the end of the billing cycle.

NOTE: RFRs are due within 30 days after the end of the billing cycle. After 30 days, eGrants will lock the RFR and a subgrantee will no longer be able to submit an RFR for that billing cycle. A subgrantee would then have to include the billing information from the previous billing cycle in the next scheduled RFR. Missed RFRs will have an impact on a subgrantee’s overall performance for the year.

EXAMPLE: A subgrantee with a grant that stipulates the submission of monthly RFRs should submit the October RFR by November 30th.

NOTE: RFRs will not be able to be submitted until the corresponding Performance Report is submitted to the appropriate project or program manager through eGrants. For example, eGrants will not allow an organization to submit an October RFR until the October Performance Report has been submitted. Subgrantees must submit the final RFR within 45 days of the end of the grant period.

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Payee Identification Number (PIN)

Subgrantees must enter a valid Payee Identification Number (PIN) for their organization into the eGrants system in order to receive RFR payments or any other form of payments.

If the PIN is not entered, not valid, or not entered correctly into the eGrants system, the RFR process cannot proceed.

The PIN can be entered into the eGrants system on the Legal Name page for each organization. The Legal Name link is located on the Organization Information Page. Select the link for the organization under the “My Organizations” section in eGrants in order to navigate to the Organization Information Page.

NOTE: If the organization PIN changes, the updated PIN must be entered and saved in eGrants.

For more information on entering or changing an organization’s PIN in eGrants, see the Payee Identification Number Instructions on the eGrants Help Page.

For more information on obtaining a PIN, visit the State Comptroller’s website at https://fmx.cpa.state.tx.us/fm/index.php

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Assistance on Completing RFRs

Each project RFR form page has a corresponding eGrants help page that provides further assistance and guidance in completing the page. To view a help page, click on the “help link” while in any RFR page that you are working on. To view all the eGrants RFR help pages, see eGrants Request for Reimbursements Help.

The eGrants Subgrantee User Guide provides detailed how-to procedural instructions for accessing and completing required RFRs.

An eGrants Payee Identification Number (PIN) Entry Tutorial is available on the eGrants Help Page for any organization needing further assistance on entering or changing the organization’s PIN in the eGrants system.

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Summary of Documentation

With each RFR, the subgrantee must submit documentation to support program expenditures by cost categories 300 - 700. The TxDOT Traffic Operations Division - Traffic Safety Section (TRF-TS) recommends that source documentation (i.e., receipts, invoices) be attached to the individual RFR pages for all budget cost categories whenever practical. However, there are two budget categories, that due to the nature of the claimed expenditures, preclude the necessity of providing source documentation.

For “Salaries and Fringe Benefits (100, 200),” the source documentation need not accompany the request for payment unless there is a demonstrated need for the requirement. A summary or recap of salaries and fringe benefits costs by budget line item (called an “outlay detail”) is sufficient for the RFR. These costs may be listed on the appropriate “Outlay Detail” form (see below). The listing must show invoice number and amounts, time worked, etc. Each item must be clearly identified and all extensions and totals verified as correct.

There are Outlay Detail forms available on the eGrants Help Page for two of the cost outlay categories shown in the following table.

Outlay Detail Form

Cost Outlay Category

Personnel and Fringe Benefits

( 100, 200)

Travel

( 300)

Program Income Received

(See Section 6)

Program Income Distributed

(See Section 6)



NOTE: The information shown on the outlay detail forms should be detailed enough so that a project or program manager performing a monitoring visit can select and review designated documents to verify that subgrantee source documentation exists to support all claims (see Section 3 of this chapter).

NOTE: A project manager may, at any time, request that all source documents including time sheets, invoices, and other records of costs incurred be submitted with the RFR.

Salaries and Fringe Benefits (100, 200)

To substantiate the expenditures listed on the RFR Salaries and Fringe Benefits budget page, a subgrantee must attach to the RFR one of the documents shown below:

  1. a summary or list of documentation to support program salary and fringe expenditures on the Salaries and Fringe Benefits Outlay Detail Sheet (100, 200), found under “Outlay Sheets” on the eGrants Help Page, or
  2. a Financial Statement from the subgrantee’s organization that shows all employee’s salaries and fringe benefits paid for the reporting period.

The Salaries and Fringe Benefits Outlay Detail Sheet or the Financial Statement should include:

  • dates incurred,
  • employee name,
  • time worked,
  • salary rate,
  • wages or salary paid,
  • fringe benefits paid,
  • date paid, and
  • document type/number.

Each item must be clearly identified and all extensions and totals verified as correct.

For more information on entering “Salaries and Fringe Benefits” expenditures into an RFR, see the following pages in the eGrants help system:

RFR Help - STEP Salaries and Fringe Benefits, or

RFR Help - General Salaries and Fringe Benefits.

Travel and Per Diem (300)

Receipts or invoices must be attached to the RFR for incurred travel expenses such as airfare, hotels, meals and other travel-related expenses. The outlay detail sheet, or other supporting documentation, may be attached to substantiate the total number of enforcement or personal miles claimed for the RFR time period, or any other expenses requiring further clarification.

For more information on entering travel related expenses expenditures into an RFR, see the following pages in the eGrants help system:

RFR Help - STEP Travel and Per Diem, or

RFR Help - General Travel and Per Diem.

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Subgrantee Documentation

The Texas Traffic Safety Program requires the subgrantee to maintain complete documentation of claims in the form of source documents in support of amounts claimed. Source documents include time sheets, invoices, receipts and other records of costs incurred.

Matching costs will be subject to the same financial review procedures as expenditures submitted for reimbursement and must be supported with appropriate documentation. To the extent reasonable, documentation for matching contributions should be supported by the same methods used by the subgrantee’s organization to support all other costs.

The subgrantee must retain all records, including source documentation for expenditures and matching costs, for four (4) years from the date of final payment until completion of all audits, or until pending litigation has been completely and fully resolved.

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Accounting for Program Income

Please see Section 6 for requirements on reporting program income.

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Charge Numbers

eGrants automatically assigns a charge number to each proposal once the proposal is approved for funding. A typical charge number will look like the following:

 Anatomy of a project charge number.  “AA”
in this example indicates that this project is the first in its
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Figure 5-1. Anatomy of a project charge number. “AA” in this example indicates that this project is the first in its series.

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Direct Deposit

Local subgrantees should be encouraged to use the direct deposit system whereby payments are directly deposited to the subgrantee’s bank account using electronic transfer.

To initiate the direct deposit of traffic safety grant reimbursements, a subgrantee must complete the appropriate Direct Deposit Authorization form from the Comptroller of Public Accounts website. In Section 1 (Direct Deposit) of this form, the mail code should already be filled in; if not, the numbers “601” should be used. This helps FIN identify payments made to projects in the Highway Safety Performance Plan (HSPP). When the form has been completed, the subgrantee should send it to the local Traffic Safety Specialist (for TSS-managed projects) or the program manager (for state-managed projects), who will, in turn, send it to FIN for processing to the State Comptroller’s Office.

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