FEDERAL-AID POLICY GUIDE
March 31, 1994, Transmittal 9

G 3015.1

CHAPTER 1

ELECTRONIC PROGRESS VOUCHER SYSTEM

OPI: HFS-20

Par.

  1. Purpose

  2. Background

  3. Voucher Submission

  4. State Certification

  5. FHWA Approval

  1. PURPOSE. To establish requirements for the use of the electronic progress voucher system (EPVS).

  2. BACKGROUND. The EPVS allows States to electronically transmit Federal-aid reimbursement vouchers directly to Washington. The authorized State official will certify the voucher using an electronic signature.

  3. VOUCHER SUBMISSION

    1. The State will transmit an electronic voucher and the project detail in accordance with procedures established by FHWA.

    2. The State must claim all costs through the EPVS.

    3. The State will identify on the voucher the date payment should be made by FHWA. The payment date should correspond to the provisions of the State's Cash Management Improvement Act agreement with the U.S. Treasury.

    4. The State will maintain all necessary supporting documentation.

  4. STATE CERTIFICATION

    1. The State will designate officials authorized to certify the voucher.

    2. Each official will receive a password and a unique identification number to enter the system. After entering the system the first time, the official will establish a new personal identification number (PIN). The official will be required to revise the PIN every 45 days.

    3. The State official is responsible for all actions taken under the PIN. It is critical that the PIN not be shared with anyone else. If the security of the PIN is compromised, the official should immediately establish a new PIN. If the official believes that an unauthorized person has entered the system, he or she should contact FHWA.

  5. FHWA APPROVAL

    1. An authorized official in the FHWA division office is required to approve each voucher submitted by the State after the State official has certified the voucher.

    2. Each approving official will receive a password and a unique identification number. After entering the system the first time, the official will establish a new PIN. The official will be required to revise the PIN every 45 days.

    3. The FHWA approving official is responsible for all actions taken under the PIN. It is critical that the PIN not be shared with anyone else. If the security of the PIN is compromised, the official should immediately establish a new PIN. If the official believes that an unauthorized person has entered the system, he or she should contact FHWA Finance Division.

    4. The approving official cannot revise the amount requested by the State. If approved, the State will be reimbursed for the full amount of the voucher. If not approved, the State certifying official will be notified. The State will take appropriate action tocorrect the voucher and resubmit to FHWA in accordance with standard procedures.
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