Behavioral Traffic Safety Program Manual: NHTSA Resource Documents Available

♦Manual Notice 2021-1
▼1. Introduction
►2. Planning
►3. Traffic Safety Project Proposals
- ►1. Overview
- ►2. General Traffic Safety Proposals
  - ♦Introduction
  - ♦Problem Statement
  - ♦Project Plan
- ►3. STEP Yearlong Proposals
  - ♦Introduction
  - ♦Eligibility
  - ♦STEP - Commercial Motor Vehicle (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. Additional STEP Requirements
- ►5. Other Traffic Safety Grant Awards
- ►6. Budget
  - ♦Overview
  - ♦Allowable Costs
  - ♦Buy America Act
  - ♦Unallowable Costs
  - ♦Project Budget
  - ♦Budget Categories
  - ♦General Proposal - Salaries and Fringe Benefits (100 & 200)
  - ♦STEP Proposal – STEP Overtime Rate and Salaries and Fringe Benefits (100 & 200)
  - ♦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
  - ♦Allowable Matching (Cost Sharing)
  - ♦Examples of Matching Costs
  - ♦Valuation of Donated Services
  - ♦Documenting Matching Costs
  - ♦Grant Matching Calculator
  - ♦Cost Allocation
  - ♦Indirect Costs (Facilities and Administrative Costs)
  - ♦Notes
►4. Grant 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
  - ♦Modification Process
  - ♦Process Overview
- ►3. Grant Agreement
  - ♦Introduction
  - ♦Grant Agreement Purpose
  - ♦Grant Agreement
  - ♦Grant Period
  - ♦Grant Agreement General Terms and Conditions
  - ♦Reimbursement
  - ♦Legal Authority
  - ♦Attachments
  - ♦Electronic Signatures
  - ♦Process Overview
- ►4. Subgrantee Approval
  - ♦Introduction
  - ♦Local Resolutions and Ordinances
- ►5. TxDOT Approval
  - ♦TxDOT Review
  - ♦When Problems Are Found
  - ♦Changes During Review and Approval
  - ♦TxDOT Signature Authority
  - ♦Originals
- ►6. Grant Execution
  - ♦Effective Date
  - ♦Grant Delivery Meeting
  - ♦Meeting Participants
  - ♦Meeting Agenda
  - ♦Record of Meeting
- ►7. Grant Agreement Amendment
  - ♦Introduction
  - ♦Amendment Process
  - ♦Approval Process
  - ♦Budget Amendments
  - ♦Allowable Cost Overruns
  - ♦Process Overview
  - ♦Grant and Contract Agreement Termination
  - ♦Process Overview
►5. 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
- ►4. RFR Review and Processing
  - ♦Introduction
  - ♦TxDOT Review
  - ♦Approval for Payment
  - ♦Submission to Financial Management Division
  - ♦Process Overview
  - ♦Project Celebration Mini-Grants
  - ♦Questions and Assistance
- ►5. Vendor Invoice Processing
- ►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
  - ♦Introduction
  - ♦Public Information and Educational (PI&E) Materials
  - ♦Promotional Material
  - ♦Educational Material
  - ♦Production Approval Required
  - ♦Limitations on Purchase of Advertising
  - ♦Ownership of Art Work
  - ♦Use of Educational Items
  - ♦Criteria for Production Approval
  - ♦Requesting Approval
  - ♦Review and Approval
  - ♦Importance of Local Participation
  - ♦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
- ►11. Procurement Standards
  - ♦Introduction
  - ♦Federal Laws and Standards
  - ♦Subgrantee Responsibilities
  - ♦Codes of Conduct
  - ♦Competition
  - ♦Procurement Procedures
  - ♦Methods of Procurement
  - ♦Cost and Price Analysis
  - ♦Procurement Records
  - ♦Non-Competitive (Sole Source) Procurements
  - ♦Sole Source Records
  - ♦Subcontract Administration
  - ♦Subcontract Terms and Conditions
  - ♦Subcontract Template
- ►12. Property Management
  - ♦Introduction
  - ♦Buy America Act
  - ♦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)
- ►13. Oracle PeopleSoft
  - ♦Introduction
  - ♦Oracle PeopleSoft (OPS)
  - ♦Assignment of Charge Numbers
- ►14. 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
  - ♦NHTSA Grants Tracking System (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
  - ♦Warning Signs
  - ♦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
  - ♦Management Oversight of Grant Monitoring
- ►4. Fraud Prevention
- ►5. Resolution of Findings
- ►6. Evaluation Overview
  - ♦Background
  - ♦Purpose of Evaluation
  - ♦Why Evaluation is Sometimes Neglected
  - ♦Decision Outcomes
- ►7. Project Evaluation
  - ♦Introduction
  - ♦Periodic Project Monitoring
  - ♦Risk Assessment
  - ♦eGrants Project Grading
  - ♦End-of-Grant Performance Report
  - ♦Final Requests for Reimbursement
- ►8. Annual Report to NHTSA
  - ♦Introduction
  - ♦Report Contents
  - ♦Final Administrative Evaluation
  - ♦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 2 C.F.R. Part 200 Compliance Page
  - ♦Responsibilities
  - ♦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
  - ♦Types of Findings
  - ♦Handling of Refunds
  - ♦Letters of Appeal
  - ♦File of Record
  - ♦Questions

Anchor: #i1020158

Section 4: NHTSA Resource Documents Available

Documents Available

The Texas Behavioral Traffic Safety Program is governed by federal regulations issued by the National Highway Traffic Safety Administration (NHTSA). NHTSA has developed a comprehensive, easy to navigate website that includes the foregoing federal laws, regulations, rules and other cited procedural documents. The NHTSA Highway Safety Grants Program Resources Guide provides all necessary information to assist state and federal professionals to manage highway safety grant programs administered by NHTSA.