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Section 4: RFR Review and Processing

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Introduction

The project manager or program manager (or other person designated by the project manager or program manager) reviews and verifies Requests for Reimbursement (RFRs). After review and verification, the Texas Department of Transportation (TxDOT) Finance Division (FIN) conducts a review of the RFR, and upon finding the RFR accurate and appropriate, pays the subgrantee. This section explains RFR review and processing.

NOTE: RFRs will not be approved for payment without receipt of a Performance Report for the corresponding period. Final RFRs will not be approved for payment without the receipt of the final Performance Report.

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Review

In reviewing the RFR, the project manager or program manager (or other person designated by the project manager or program manager) will verify that:

  • all entries, extensions, and attachments are correct,
  • each item is clearly identified, and
  • documentation to substantiate the expenditures, or summaries of documentation for salaries and fringe benefits, has been submitted.

If the review of the RFR reveals errors, incomplete information or other problems, the project and program managers can send the RFR back to the subgrantee by changing the status of electronically submitted RFRs through eGrants to “Modifications in Progress” to allow a subgrantee to make any necessary corrections.

If an error is detected after the RFR has been processed, the project manager or program manager will prepare an e-mail or a message through eGrants (as appropriate) requesting the subgrantee to make an adjustment on the next RFR. If the final RFR has been processed, the subgrantee will have to issue a refund check to TxDOT if they were overpaid. If underpaid, the subgrantee will be asked in writing to submit a revised final RFR, if within the time period that final RFRs have to be in for final processing.

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Approval for Payment

After reviewing and verifying the RFR, the appropriate TxDOT official will complete and approve the RFR in eGrants by changing the status of the RFR to “RFR Approved.” Who the appropriate official will be depends on how the grant is managed.

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If the grant is managed by...

Then...

the TxDOT Traffic Operations Division - Traffic Safety Section (TRF-TS), and is statewide

the designated project manager for that project may sign the RFR certification.

the TxDOT TRF-TS TSS, and is local

the Traffic Safety Specialist (TSS) designated by TRF-TS to sign Texas Traffic Safety Program RFRs will sign the certification.



NOTE: It is imperative that districts and the Traffic Operations Division (TRF) assign a high priority to RFRs in order for TxDOT to make payments in a timely manner.

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Submission to Finance Division

After approval of RFRs by the appropriate program manager or district TSS, the RFRs are electronically forwarded to the TxDOT Finance Division (FIN) through eGrants for payment.

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Interagency Cooperation Contracts

Interagency Cooperation Contract (IAC) payments follow the general procedures and requirements as described for RFRs. The IAC subgrantee must complete the applicable RFR form pages in eGrants in accordance with the information included in Section 3 of this chapter.

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Educational Institutions

Office of Management and Budget (OMB) Circular A-21 (2 CFR, Part 220), Cost Principles for Educational Institutions, requires that educational institutions provide a “Certificate of Facilities and Administrative Costs” (F&A) for federally funded projects. In addition, 2 CFR, Part 220 (OMB Circular A-21) requires the following:

“To assure that expenditures for sponsored agreements are proper and in accordance with the agreement documents and approved project budgets, the annual and final fiscal reports or vouchers requesting payment under the agreements will include a certification, signed by an authorized official of the university, which reads essentially as follows:

“I certify that all expenditures reported (or payment requested) are for appropriate purposes and in accordance with the provisions of the application and award documents.”

General detail on these two requirements is contained in OMB Circular A-21.

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Process Overview

See the eGrants RFR Process Flow Chart for an overview of the RFR process.

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Professional Services, Consultant Contracts and Project Celebration Mini-Grants

Professional services and consultant contracts include services such as engineering, management, architectural, computer, educational, financial, accounting, and various other services. These services are governed by Texas Government Code, Chapter 2254.

The subgrantee should provide an invoice or list detailing those specific items identified in the contract. An invoice or list, electronically or manually prepared, is normally sufficient documentation.

The person responsible for payment verification must obtain additional documentation, such as a bar graph, only when the contract specifically requires the additional documentation.

Actual subgrantee source documents, such as time reports, are not required for verifying costs identified on the invoice or detailed list. Prior to processing the final payment, an audit is conducted to verify the accuracy of these documents and determine their compliance with the contract. Therefore, the verification of costs for processing payments of this type of contract requires less documentation.

Payments for Project Celebration mini-grants will be processed through eGrants. See Project Celebration Instructions located on the eGrants Help Page for details.

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Questions and Assistance

Questions concerning the information to be verified, or whether specific information on the RFR is correct, may be directed to the TxDOT Traffic Operations Division - Traffic Safety Section (TRF-TS).

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