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Reimbursements for Local Programs Taylor Rossetti Local Government Coordinator Taylor.Rossetti@wyo.gov Local Programs Team Sara Janes Local Programs Coordinator Sara.Janes@wyo.gov Mariah Johnson Local Programs Specialist Mariah.Johnson@wyo.gov Robert Rodriguez Local Programs Specialist Robert.Rodriguez1@wyo.gov Transit Programs Team Talbot Hauffe Transit Program Coordinator Talbot.Hauffe@wyo.gov Vanessa Romero Transit Programs Specialist Vanessa.Romero1@wyo.gov Joni Kithas-Harlan Transit Fiscal Consultant JKH@rtconnect.net Cooperative Agreements Janice Burlew Cooperative Agreements Coordinator Janice.Burlew@wyo.gov

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Heading Recap Signatures Project Budget Please submit requests for reimbursement at least quarterly so the project remains active in the federal system. Do NOT incur expenses until a Notice to Proceed has been issued.

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Project Cost Reimbursement Statement $ 200,000

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Project Budget: DescriptionLine Item Amt. (incl. Local Match) [1] Previous Reimbursement Requests [1] This Reimbursement Request [3] Remaining Budget Amount [1 (2+3)] Design/Planning $ 10,000$$$ Right-of-way costs $ 2,000$$$ Site prep. costs $ 5,000$$$ Utility costs $$$ Admin/Legal costs $ 5,000$$$ Engr./Architect. Costs $ 20,000$$$ Construction costs $ 183,000$$$ Construction Engr./inspection $ 25,000$$$ Total: $ 250,000$$$ C. Total Invoices for Payment (actual less 20%): 80%$ D. Total Funds Approved to Date: (B + C)$ 8,000 3,000 11,000 2,000 20,000 5,000 183,000 25,000 239,000 8,800 Project Budget

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RECAP RECAP E.Maximum project funds available [Federal only]:( A ) F.Previous amount approved for reimbursement:( B ) G.Funds approved for this current request:( C ) H.Total funds approved to date:( F + G ) BALANCE OF PROJECT FUNDS REMAINING:( E H ) [Federal funds only] $ 200,000 0 $ 8,800 $ 191,200

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Signatures & Attest I certify that the above requested reimbursement for Local Program funds, administered by the Wyoming Department of Transportation is a true and accurate request in accordance with the Project Agreement for this project. Note: signatures must be original copies and facsimiles will not be accepted. Attest:___________________By:____________________ Title:______________________Title:______________________ Date of Request: ___/ ___/ ___ Important

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Reimbursement Supporting Documentation Copies of project invoices received from the Contractor or other vendors Copies of proof of payment for the invoices Copies of In-Kind donations (labor, equipment and/or materials charges credited to the project) - If applicable Copies of any other eligible costs incurred on the project, which can be supported by material documentation

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2 nd Reimbursement Request Project Budget: DescriptionLine Item Amt. (incl. Local Match) [1] Previous Reimbursement Requests [2] This Reimbursement Request [3] Remaining Budget Amount [1 (2+3)] Design/Planning $ 10,000$ 8,000$$ Right-of-way costs $ 2,000$$$ Site prep. costs $ 5,000$ 3,000$$ Utility costs Admin/Legal costs $ 5,000$$$ Engr./Architect. Costs $ 20,000$$$ Construction costs $ 183,000$$$ Construction Engr./inspection $ 25,000$$$ Total: $ 250,000$ 11,000$$ C. Total Invoices for Payment (actual less 20%): 80%$ D. Total Funds Approved to Date: (B + C)$ 1,000 2,000 12,000 5,000 83,000 8,000 112,000 1,000 0 8,000 0 100,000 17,000 127,000 89,600 98,400

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RECAP 2 nd Reimbursement RECAP E.Maximum project funds available [Federal only]:( A ) F.Previous amount approved for reimbursement:( B ) G.Funds approved for this current request:( C ) H.Total funds approved to date:( F + G ) BALANCE OF PROJECT FUNDS REMAINING:( E H ) [Federal funds only] $ 200,000 $ 8,800 $ 89,600 $ 98,400 $ 101,600

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In-Kind Match Definition: A third party donation of cash, real property, labor, materials or equipment provided to satisfy the non-Federal share requirements of a Federal-aid project. In-kind match must be eligible and allocable to the project and must be documented as generally specified in 23 U.S.C. 120, and in specific program guidance. A third party is an entity (other than a recipient, subrecipient or Federal agency) that is not party to a Federal-aid project agreement, but who may have an interest in the project. How to Document: Use prevailing wage and equipment rates Establish fair market values for materials Appraisal for land donations Requires: Prior WYDOT Approval Keep accurate records

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Example of combined In-Kind and Cash Match: Actual Cash Outlay for Project (Construction contract) Value of In-Kind Donations/contributions Total Project Cost Federal Share ($110,000 x 80%) Non-Federal Share ($110,000 x 20%) Non-Federal Share (Local Match) Value of In-Kind Donations/contributions Cash Match Required (additional to In-kind) $110,000 $ 100,000 $ 10,000 $ 88,000 $ 22,000 $ 10,000 $ 12,000

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Force Account Construction Force Account is construction work performed by the Public Entity (City/County) that receives the federal funds, which is a method other than contract awarded by competitive bidding. Reference: 23 CFR 635 Must be handled on a case-by-case basis. Force Account Requests must include: description of work to be performed, estimated costs, estimate of Federal funds, finding of cost effectiveness, and supported by a Public Interest Finding Requires: Prior FHWA approval

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Public Interest Finding Purpose: Documentation of a public bodys action authorizing the use of force account match (recipient time, equipment or material) or a proprietary product, in lieu of a competitive bidding process for the acquisition of materials and/or services.

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Completion of the Job / Final Acceptance: LPA will accept the job first Make sure all requirements have been met Contract is between LPA and Contractor WYDOT will issue final acceptance and will then reimburse the final 10% of the total project cost. As Grant Administrator, WYDOT has oversight

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Completion/Acceptance Form Must accompany the Final Reimbursement Billing Signed by: Project owner representative Project Manager/Architect/Engineer WYDOT

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Compiled Forms Document Excel format Filled out at various points in time Each must be submitted to WYDOT LGC for review and approval Keep copies in file

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Local Programs Contact Information Sara Janes Local Programs Coordinator Sara.Janes@wyo.gov 307-777-3938 Mariah Johnson Local Programs Specialist Mariah.Johnson@wyo.gov 307-777-4862 Robert Rodriguez Local Programs Specialist Robert.Rodriguez1@wyo.gov 307-777-4181