U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
202-366-4000


Skip to content U.S. Department of Transportation/Federal Highway AdministrationU.S. Department of Transportation/Federal Highway Administration

Illinois Division

Home / About / Field Offices / Illinois Division / Additional Information / Illinois Stewardship/Oversight Agreement / Required Actions List

Required Actions List

The Illinois Division Required Actions List includes all the activities that the Division Office is required to perform throughout the year(s).

Illinois Division
ACTIVITY DUE FREQUENCY REFERENCE DO Review DO Approval State
Contact
HQ
Contact
REMARKS
STATEWIDE PLANNING AND PROGRAMMING
State Planning & Research (SPR) Program
SPR-PL Work Program Jul 1 Annually 23 CFR 420.115 (a) Tr Pln Spec PPD Mgr ND I: HEPP-10 Fwd to HQs; Draft due to Division by May 15
State PL Funds Formula   As needed 23 CFR 420.109 (a) Tr Pln Spec PPD Mgr RB I: HRPD-1  
Annual Performance & Expenditure Report Sep 30 Annually 23 CFR 420.117 (b) (1) & (c) Tr Pln Spec   ND I: HEP-2  
Statewide Transportation Improvement Program (STIP)
STIP Approval Jul 1 Every 2 years 23 CFR 450.220 (a), (c)
23 CFR 450.216
Tr Pln Spec PPD Mgr JS   Approval in Consultation with FTA
STIP Amendments   As requested by State 23 CFR 450.220 (a), (c)
23 CFR 450.216
Tr Pln Spec PPD Mgr JS    
Federal Statewide Planning Finding Sep 30 Annually 23 CFR 450.220 (b) Tr Pln Spec PPD Mgr     Issued in Consultation with FTA as part of STIP Approval
System Actions
Interstate Additions & Revisions   As requested by State 23 CFR 470.111, 115 (a) Tr Pln Spec   KS A: HEPI-1 Approval by HQ - Office Director
Federal-Aid Urban Area Boundaries   As revised by State 23 CFR 470.105 (a) Tr Pln Spec   RB I: HEPI-20  
Functional Classification   As requested by State 23 CFR 470.105 (b) Tr Pln Spec Tr Pln Spec KS I: HEPI-20 "Highway Functional Classification, Concepts, Criteria and Procedures" www.fhwa.dot.gov/planning/fctoc.htm
National Highway System (NHS) revisions   As requested by State 23 CFR 470.113, 115 (a) Tr Pln Spec   KS A: HEPI-1 Approval by HQ - Office Director
Other Statewide Planning Responsibilities
Statewide Transportation Plan   As needed 23 CFR 450.214 Tr Pln Spec   KS I: HEPP-10
I: HEPP-20
Evaluated and Periodically Updated
State Self Certification on Planning Process   Every 2 years 23 CFR 450.220 (a) Tr Pln Spec   KS   Received with STIP
Public Involvement Procedures for Statewide Planning   As needed 23CFR 450.212 (f) Tr Pln Spec   KS I: HEPP-10 State shall publish and allow 45 days for public review and written comments before the procedures are adopted.
Non Metropolitan Public Involvement Procedures   Every 5 years 23 CFR 450.214 Tr Pln Spec   KS   Within 2 years of initial document completion, the State must provide at least 60 days for comment and process modification; thereafter, such a comment and modification process must be completed at least every 5 years.
METROPOLITAN PLANNING AND PROGRAMMING
Unified Planning Work Program (UPWP)
Approval in Transportation Management Areas (TMAs) Jul 1 Annually 23 CFR 450.314 Tr Pln Spec & CMO Pln PPD Mgr RB I: HEPP-10 Annual Approval in Conjunction with SPR-PL Program Approval
Approval in Non TMAs Jul 1 Annually 23 CFR 450.314 (d) Tr Pln Spec, PE & R TL, & CMO Pln PPD Mgr RB I: HEPP-10 Annual Approval by Incorporation into SPR-PL Program
Revisions/Amendments   As needed 23 CFR 420.115 Tr Pln Spec, PE & R TL, & CMO Pln   RB    
Performance and Expenditures Reports   Annually 23 CFR 420.117 (b) Tr Pln Spec, PE & R TL, & CMO Pln   RB I: HEP-2 Annual, not more frequently than quarterly. Includes final reports
Long Range Transportation Plan (LRTP)
Air Quality Conformity Determination on LRTP Concurrent with LRTP update   23 CFR 450.322 (d) Tr Pln Spec & CMO Pln   CM R: HEPN-40 Non-attainment areas only: After receipt of MPO determination, FHWA determination in consultation with FTA
LRTP Updates   Every 4 or 5 years 23 CFR 450.322         Every 4 years for nonattainment areas and 5 years for attainment area.
Beloit WI-IL Dec 4, 2005 Every 5 years 23 CFR 450.322 Tr Pln Spec   CM I: HEPP-10 I: HEPP-20 Wisconsin Division serves as Lead
Bloomington-Normal Oct 12, 2004 Every 5 years 23 CFR 450.322 Tr Pln Spec   SD I: HEPP-10 I: HEPP-20  
Champaign-Urbana Dec 9, 2004 Every 5 years 23 CFR 450.322 Tr Pln Spec   BT I: HEPP-10 I: HEPP-20  
Chicago Oct 20, 2006 Every 4 years 23 CFR 450.322 CMO Pln   GS I: HEPP-10 I: HEPP-20  
Danville Oct 1, 2005 Every 5 years 23 CFR 450.322
New MPO Rules
Tr Pln Spec   BT I: HEPP-10 I: HEPP-20 MPO designated by Governor on 12/16/2003
Davenport, IA-IL Mar 29, 2006 Every 5 years 23 CFR 450.322 Tr Pln Spec   SD I: HEPP-10 I: HEPP-20 Iowa Division serves as Lead
Decatur (DUATS) Dec 15, 2004 Every 5 years 23 CFR 450.322 PE & R TL   BT I: HEPP-10 I: HEPP-20  
DeKalb-Sycamore Oct 1, 2005 Every 5 years 23 CFR 450.322
New MPO Rules
Tr Pln Spec   SD I: HEPP-10 I: HEPP-20 MPO designated by Governor on 04/08/2003
Dubuque, IA-IL Oct 11, 2005 Every 5 years 23 CFR 450.322 Tr Pln Spec   SD I: HEPP-10 I: HEPP-20 Iowa Division serves as Lead
Kankakee Oct 22, 2004 Every 5 years 23 CFR 450.322 CMO Pln   SD I: HEPP-10 I: HEPP-20  
Peoria Feb 2, 2005 Every 5 years 23 CFR 450.322 Tr Pln Spec   LN I: HEPP-10 I: HEPP-20  
Rockford Jul 27, 2005 Every 5 years 23 CFR 450.322 Tr Pln Spec   SD I: HEPP-10 I: HEPP-20  
Springfield Apr 4, 2005 Every 5 years 23 CFR 450.322 PE & R TL   BT I: HEPP-10 I: HEPP-20  
St. Louis, MO-IL Apr 22, 2005 Every 4 years 23 CFR 450.322 Tr Pln Spec   LN I: HEPP-10 I: HEPP-20 Missouri Division serves as Lead
Certification
State/MPO Self-Certification   Annually 23 CFR 450.334 (a) Tr Pln Spec, PE & R TL, & CMO Pln   RB I: HEPP-10  
FHWA/FTA TMA Planning Certification Reviews
              Joint approval with FTA Regional Administrator
Coordination w/Civil Rights Specialist & Finance and Administration
Chicago Jun 2005 Every 4 years 23 CFR 450.334 CMO Pln Division Administrator GS R: HEPP-10  
Davenport Apr 2007 Every 4 years 23 CFR 450.334 Tr Pln Spec Division Administrator SD R: HEPP-10 Iowa Division serves as Lead
Peoria Jul 2005 Every 4 years 23 CFR 450.334 Tr Pln Spec Division Administrator LN R: HEPP-10  
Rockford Jan 2007 Every 4 years 23 CFR 450.334 Tr Pln Spec Division Administrator SD R: HEPP-10  
St. Louis Nov 2007 Every 4 years 23 CFR 450.334 Tr Pln Spec Division Administrator LN R: HEPP-10 Missouri Division serves as Lead
Transportation Improvement Program (TIP)
TIP Approvals Jul 1 Every 4 years 23 CFR 450.312 (b)
23 CFR 450.324 (b)
23 CFR 450.328 (a)
Tr Pln Spec, PE & R TL, & CMO Pln   RB   TIPs are approved into the STIP without modification; Requires FTA consultation
TIP/STIP Amendments for Non-attainment Areas   As requested 23 CFR 450.324-330 Tr Pln Spec & CMO Pln   RB   May require consultation with FTA
TIP/STIP Amendments for Attainment Areas   As requested 23 CFR 450.324-330 Tr Pln Spec, PE & R TL, & CMO Pln   RB   May require consultation with FTA
Air Quality Conformity Determination on TIP Concurrent with TIP approval/modification (unless exempt projects)   23 CFR 450.324 (b)
23 CFR 450.328 (a)
Tr Pln Spec & CMO Pln   CM R: HEPN-40 Non-attainment areas only: After receipt of MPO determination, FHWA determination in consultation with FTA
Metropolitan Planning Organization
Metropolitan Planning Area Boundary changes   When revised 23 CFR 450.308 Tr Pln Spec, PE & R TL, & CMO Pln   RB I: HEPI-20 Approval by Governor, shapefiles forwarded to HQ
Designation/Redesignation of MPOs   When revised 23 CFR 450.306 Tr Pln Spec, PE & R TL, & CMO Pln   RB I: HEPP-10 Approved by the Governor
Cooperative Planning Agreements in Attainment/Maintenance areas   When revised 23 CFR 450.310 Tr Pln Spec, PE & R TL, & CMO Pln   RB    
Cooperative Planning Agreements in Non-attainment Areas
MPA Covers Entire Non-attainment Area     23 CFR 450.310 (d) Tr Pln Spec, PE & R TL, & CMO Pln   CM   Between MPO/State/Transit or in UPWP or Prospectus [23 CFR 450.314 (c)]
MPA Covers Part of Non-attainment Area     23 CFR 450.310 (f) Tr Pln Spec, PE & R TL, & CMO Pln   CM   Between MPO/State DOT/State AQ
Other Metropolitan Planning Responsibilities
CMAQ Eligibility Determination   When requested 04/28/99 HQ CMAQ Guidance Memo Tr Pln Spec & CMO Pln Tr Pln Spec & CMO Pln CM   Non-attainment or maintenance areas
CMAQ Annual Report Feb 1 Annually July 13, 1995
CMAQ Guidelines
Tr Pln Spec   CM I: HEPN-10 IDOT completes through UPACS
Congestion Management Systems     23 CFR 450.320; 500.109 Tr Pln Spec & CMO Pln   RB   Must be established and implemented in TMAs.Update as needed.
Intelligent Transportation System Architecture & Standards Regional Architectures by April 8, 2005 or within 4 years of first ITS project advancing to final design   23 CFR 940 Tr Pln Spec, PER TL, CMO Pln, Mbty Eng   DZ    
Public Involvement Procedures for Metropolitan Areas   As needed 23 CFR 450.316(b)(1) Tr Pln Spec, PE & R TL, & CMO Pln   RB   Must be developed and published. Update as needed.
HIGHWAY INFORMATION
Highway Performance Monitoring System
Data Submittal Jun 15 Annually HPMS Field Manual Tr Pln Spec   RR HPPI-20 IDOT sends directly to HQ, Division formally requests copy of data
Certified Public Roads Miles Jun 1 Annually 23 CFR 460.3 (b) Tr Pln Spec   RR HPPI-20 To HQ with DO Review/Concurrence; approval by governor or delegated authority
Annual CPI Review Nov 1 Annually HMPS Field Review Guidelines; June 2000 Tr Pln Spec Tr Pln Spec RR HPPI-20 Annual Review consists of High Priority Subject Areas, Field Inventory Review, and Data and Trend Analysis.
Vehicle Classification Data Jun 15 Annually HPMS Field Manual Tr Pln Spec   RR R: HPPI-30 Part of annual HPMS Submittal
Highway Statistics Reports               State sends directly to HQ, copy to Division
Motor Fuel-551 M 90 days after end of each reporting month. Monthly Chapter 2 Tr Pln Spec   DE HPPI-10  
Finance- 531, 532, 541, 542, & 543.(optional) Apr 1 Annually Chapters 8 and 9 Tr Pln Spec   DE HPPI-10  
Motor Fuel-556 Apr 1 Annually Chapter 2 Tr Pln Spec   DE HPPI-10  
Vehicles & Drivers - 561, 562, 566, & 571 Apr 1 Annually Chapters 3,4,5 & 6 Tr Pln Spec   DE HPPI-40  
Finance-534 Jun 15 Annually Chapter 12 Tr Pln Spec   DE HPPI-10 Annually for State, Biennially for Local.
Finance-536 Sep 30 Annually Chapter 11 Tr Pln Spec   DE HPPI-10 Biennial and on odd-numbered years. Due 9 months after end of reporting year.
DOT/Toll Authority Audits and Published Annual Reports + 539 (Optional)   Annually Chapter 10 Tr Pln Spec   CS HPPI-10 Annual - Due as soon as available.
DOT Budgets and Published Annual Reports   Annually Chapter 13 Tr Pln Spec, PE & R TL, & CMO Pln   CS HPPI-10  
Transportation Bond Referendums   Annually Chapter 9 Tr Pln Spec, PE & R TL, & CMO Pln   CS HPPI-10  
Highway Finance and Tax Legislation   Annually Chapter 13 Tr Pln Spec, PE & R TL, & CMO Pln   CS HPPI-10  
Permanent AutomaticTraffic Recorder Data Monthly - DOT may forward it directly to HPPI-30 Annually Chapter 13 Tr Pln Spec   RR R: HPPI-30 Monthly within 20 days of the second month following the data collection month
Annual Truck Weight Data June 15 Annually Chapter 13 Tr Pln Spec   RR R: HPPI-30
Other Highway Information Responsibilities
Motor Fuel Review Sep 2005 Every 3 years 1989 HQ Memo Tr Pln Spec Tr Pln Spec DE R: HPPI-13  
Heavy Vehicle Use Tax (HVUT)               Principal Contact: Mick Ramirez, Sec of St
Proof of Payment Certification Jul 1 Annually 23 CFR 669.7 Tr Pln Spec Tr Pln Spec MR R: HPPI-10 Governor approval delegated to Sec of St
Compliance Review Dec 2006 Every 3 years 23 CFR 669.21 Tr Pln Spec Tr Pln Spec MR R: HPPI-10  
Transportation, Community and System Preservation (TCSP) Evaluation Report Jun 30 Annually TEA-21, Section 1221 PE & R TL     I: HEPP-10  
MFT Evasion Project Funds Request   When requested HQ Memo soliciting appl. PPD Mgr PPD Mgr KS    
MOBILITY / ITS
Congestion Management Systems   As needed 23 CFR 500.109 Mobility Engineer       As revised by MPO/State & during Certification Reivew
Conformity with Regional ITS Architecture   As needed 23 CFR 940.11 TE's & Mobility Engineer       See ITS Checklist
ITS Deployment Program (Project Descriptions)   As requested by State TEA-21, Section 5208 and 5209 Mobility Engineer Mobility Engineer     Earmarks
ITS Deployment Program (Work Orders)   As requested by State ITS Partnership Agreements Mobility Engineer Mobility Engineer     Earmarks
ITS Life Cycle Cost (>$3M and ITS Financing and Operations Plan   As needed TEA-21 Section 5210 Mobility Engineer        
Operations Support Program Summary Report Oct 1
Program Approval Aug 1
Annually Annual Memo from HQ Mobility Engineer       Eligibility determination made by HQ
Vehicle Size & Weight Enforcement Certification Jan 1 Annually 23 CFR 657.13 Mobility Engineer        
Vehicle Size & Weight Enforcement Plan Oct 1 Annually 23 CFR 657.11 Mobility Engineer Mobility Engineer      
National Truck Network Modifications   As requested by State 23 CFR 658.11 Mobility Engineer Mobility Engineer     Recommend actions to HQ
Must go through Federal Register Process.
Traffic Incident Management Self Assessment Aug 1 Annually Annual Memo from HQ Mobility Engineer       Complete with partners and forward to HQ
Work Zone Self Assessment Aug 1 Annually Annual Memo from HQ Mobility Engineer
Safety Engineer
      Complete with partners and forward to HQ
Congestion Partnerships Assessment Jul 1 Annually Annual Memo from HQ Mobility Engineer       Complete with partners and forward to HQ
AIR QUALITY
Transportation Plan Conformity Determination for Non-attainment Areas Concurrent with LRTP update As needed (NTE 4 years) 23 CFR 450.322(d) Tr Pln Spec, CMO Pln Tr Pln Spec, CMO Pln     Non-attainment areas only: After receipt of MPO determination, FHWA determination in consultation with FTA. Per FTA/FHWA Planning Collaboration Agreement
TIP Conformity Determination for Non-attainment Concurrent with TIP approval/modification (unless exempt projects) As needed (NTE 2 years) 23 CFR 450.330(b) Tr Pln Spec, CMO Pln Tr Pln Spec, CMO Pln CM R: HEPN-40 Non-attainment areas only: After receipt of MPO determination, FHWA determination in consultation with FTA. Per FTA/FHWA Planning Collaboration Agreement
Project Level Conformity Determination for Non-attainment   As needed 23 CFR 450.332 Tr Pln Spec, CMO Pln Tr Pln Spec, CMO Pln     Needed when a TIP is amended.
FTA/FHWA Planning Collaboration Agreement
CMAQ Funds Report Feb 1 Annually HQ CMAQ guidance memo dated 04/28/99 PE & R TL   CM   Urban program planning responsible for using UPACS to input data for report.
CMAQ Funds Eligibility Determination   As requested by State HQ CMAQ guidance memo dated 04/28/99 Tr Pln Spec, CMO Pln Tr Pln Spec, CMO Pln GS & LN   Coordination w/FTA. Refer to FTA/FHWA Planning Collaboration Agreement
TE will coordinate with Planner
MPO/State Air Quality Agency Agreements   As needed or revised by MPO/State 23 CFR 450.310c Tr Pln Spec, CMO Pln Tr Pln Spec, CMO Pln     Only required when MPO is not designated for air quality planning.
Environment last update 6/5/2007
Notice of Intent (NOI)   As requested by State 23 CFR 771.123(a), TA6640.8A TEs
Envr Engr
Env Prog Engr
Division Administrator      
Draft Environmental Impact Statement (DEIS)   As submitted by State 23 CFR 771.123, TA6640.8A TEs
Civil Rights Specialist
ROW Mgr
Env Engr
Env Prog Engr
ETL
Env Prog Engr
     
Final EIS No sooner than 45 days after publishing the Draft EIS As submitted by State 23 CFR 771.125, TA6640.8A TEs
Civil Rights Specialist
ROW Mgr
Envr Engr
Env Prog Engr
ETL
Env Prog Engr
    FEIS Legal Sufficiency review must be obtained from FHWA Legal Counsel prior to FEIS approval.
Record of Decision (ROD) No sooner than 30 days after publishing Final EIS As required 23 CFR 771.127, TA6640.8A TEs
Env Prog Engr
Division Administrator      
180-day Statute of Limitation Notice for Environmental Documents   As requested by State or by FHWA SAFETEA-LU Section 6002(a), 23 USC 139(l) Env Engr
Env Prog Engr
Division Administrator      
EIS Written Re-evaluations If no action is taken within 3 years after Final EIS As submitted by State 23 CFR 771.129, TA6640.8A TEs
Civil Rights Specialist
ROW Mgr
Envr Engr
Env Prog Engr
ETL
Env Prog Engr
     
Environmental Assessment   As submitted by State 23 CFR 771.119, TA6640.8A TEs
Civil Rights Specialist
ROW Mgr
Envr Engr
Env Prog Engr
ETL
Env Prog Engr
     
Finding of No Significant Impact (FONSI)   As applicable 23 CFR 771.121, TA6640.8A TEs
Envr Engr
Env Prog Engr
ETL
Env Prog Engr
     
Timeframes Agreement for EAs and EISs   As submitted by State SIA for Establishment of Timeframes for EISs and EAs /s/ by Stoner 3/3/05 TEs
Envr Engr
Env Prog Engr
TEs
Envr Engr
Env Prog Engr
     
Environmental Document Determination
(CE-I Projects)
  As requested by State 23 CFR 771.117 and 771 .111(a)/(b), TA6640.8A TEs, at IDOTs request N/A      
Environmental Document Determination
(CE-II Projects)
  As submitted by State 23 CFR 771.117 and 771.111(a)/(b), TA6640.8A TEs TEs      
ECADs   As submitted by State 23 CFR 771.117, TA6640.8A TEs
ROW Mgr
Civil Rights Specialist
TEs
Envr Engr
Env Prog Engr
     
Section 4(f) De MinimisFinding   As submitted by State SAFETEA-LU Secttion 6009, 23 USC 138(b) TEs
Env Engr
Env Prog Engr
TEs      
Section 4(f) Programmatic   As submitted by State 23 CFR 771.135, TA6640.8A TEs TEs      
Section 4(f) Individual   As submitted by State 23 CFR 771.135, TA6640.8A TEs
Envr Engr
Env Prog Engr
ETL
Env Prog Engr
    Legal sufficiency review must be obtained from FHWA Legal Counsel prior to Section 4(f) approval.
Coordination with Native American Tribes   As requested by State 36 CFR 800 Env Engr
Env Prog Engr
Division Administrator      
Project Level Agreements (e.g., Section 106 MOAs, Section 106 Project Level Programmatic Agreements)   As submitted by State 36 CFR 800 TEs TEs      
Certification of Public Hearings Review   As needed on projects 23 CFR 771.111(h)(2)(vi) TEs N/A      
Statewide Agreements (e.g., NEPA/404 Merger, CE Agreement, Section 106 Programmatic Agreements)   As submitted by State Various Env Engr
Env Prog Engr
Division Administrator      
NEPA/404 Merger Meetings   As needed or requested by State NEPA/ 404 Merger Agreement July 1, 2000 TEs
Env Engr
Env Prog Engr
N/A      
Statewide Public Involvement Program Approval   When policy is revised 23 CFR 771.111(h) TEs
Civil Rights Specialist
Envr Engr
Env Prog Engr
Env Prog Engr      
Civil Rights
Title VI Plan Accomplishments and Next Year's Goals Oct 1 Annually 23 CFR 200.9 Civil Rights Specialist Civil Rights Specialist     Courtesy copy to HQ
Title VI Plan Update   As needed or requested by State 23 CFR 200.9 Civil Rights Specialist Civil Rights Specialist     Courtesy copy to HQ
State Internal EEO Affirmative Action Plan (Title VII) Accomplishments and Goals Oct 1 Annually 23 CFR 230.311 Civil Rights Specialist Civil Rights Specialist     Courtesy copy to HQ
State Internal EEO (Title VII) Plan Update Oct 1 Annually 23 CFR 230.311 Civil Rights Specialist Civil Rights Specialist     Courtesy copy to HQ
EEO Contract Compliance Review Reports (Form FHWA 86)   As submitted by State 23 CFR 230.409
23 CFR 230.413
Civil Rights Specialist Civil Rights Specialist     If contractor is found non-compliant, a courtesy copy is sent to EEO Specialist, Resource Center Midwest
State Employment Practices Report (EEO-4) Aug 1 Annually 23 CFR 230.311 Civil Rights Specialist       Report sent to HQ quarterly for informational purposes and recommendation sent to HQ annually for approval
Disadvantaged Business Enterprise (DBE) Awards & Commitment Jul 15 / Jan 15 Semiannually 49 CFR 26 Appendix B Civil Rights Specialist       Recommendation sent to HQ for approval
Disadvantaged Business Enterprise (DBE) Program Revisions   As needed or requested by State 49 CFR 26.21(b)
Annual Procedures Memo from HQ
Civil Rights Specialist Civil Rights Specialist     When litigation is pending or there are significant changes, recommendations sent to HQ for approval.If no litigation pending or significant changes, approval is at Div Office level.
State's DBEPprogram Goals Aug 1 Annually 49 CFR 26.41
Annual Procedures Memo from HQ
Civil Rights Specialist Civil Rights Specialist     When litigation is pending or there are significant changes, recommendations sent to HQ for approval.If no litigation pending or significant changes, approval is at Div Office level.
Supportive Services Funds Requests   As requested by State 23 CFR 230.113 Civil Rights Specialist       Recommendation sent to HQ for approval
Annual Contractor Employment Report (Construction Summary of Employment Data (Fform PR-1392) Sep 25 Annually 23 CFR 230.121(a) Civil Rights Specialist       Recommendation sent to HQ for approval
Report onSupportive Services (On-the-Job-Training (OJT) & DBE) Apr 15/Jul 15/Oct 15/Jan 15 Quarterly 23 CFR 230.121(e)
23 CFR 230.111, 113
Civil Rights Specialist       Recommendation sent to HQ for approval
OJT Goals & Accomplishments Jan 30 Annually 23 CFR 230.111(b) Civil Rights Specialist Civil Rights Specialist      
Minority Institutes of Higher Education Planned Awards Report   Quarterly Pres. Exec. Orders 13021 / 13230         Prepared by Civil Rights Specialist and submitted to HQ
Minority Institutes of Higher Education Peformance Awards Report Nov 1 Annually Pres. Exec. Orders 13021 / 13230         Prepared by Civil Rights Specialist and submitted to HQ
Americans with Disabilities Act Complaint Reviews   As requested by HQ Pres. Exec. Order 11246 Civil Rights Specialist       Conduct evaluation & mediate for correction
If no resolution reached, remand to HQ w/report
Americans with Disabilities Act Complaint Review Report Oct 1 Annually Pres. Exec. Order 11246 Civil Rights Specialist        
Civil Rights Activity Report (Title VI, Limited English Proficiency, Title IX, Persons with Disabilities) Apr 15/ Jul 15/ Oct 15/ Jan 15 Quarterly Pres. Exec. Order 12250         Prepared by Civil Rights Specialist and submitted to HQ
DBE On-site Verification and Interviews   As needed 23 CFR 230.409(e) TEs       Coordinate findings with Civil Rights Specialist
Right of Way (ROW)
State ROW Manual Recertification Jan 1 Every 5 years 23 CFR 710.201(c) ROW Mgr ROW Mgr     Last recertification 12/00
Uniform Relocation Assistance & Real Property Acquisition Report -(OMB Form 2125-0030) NLT Nov 15 Annually 49 CFR 24.9c & Appendix B ROW Mgr       (Required every 3 years per regulation)
Requests for Waivers   As submitted by State 49 CFR 24.204(b) ROW Mgr ROW Mgr      
Real Property Acquisition Statistical Report Nov 15 Annually FHWA Order 6540.1 ROW Mgr       Prepare and submit to HQ
Use of ROW Air Space Authorization Request (on Interstate System)   As needed on projects 23 CFR 710.405 ROW Mgr, TEs, Bridge Engr ROW Mgr      
Use of ROW Air Space Authorization Request (off Interstate System)   As needed 23 CFR 710.405 ROW Mgr, TEs, Bridge Engr       State takes action.
ROW Disposal Authorization Request (if on Interstate System)   As needed on projects 23 CFR 710.409   ROW Mgr     TEs review for Environmental Clearance
ROW Disposal Authorization Request or Air Space Rentals (if not on Interstate System at less than Fair Market Value)   As needed 23 CFR 710.409 ROW Mgr       State takes action
ROW Relinquishment Requests   As needed 23 CFR 620 (b)
23 CFR 710.401
23 CFR 710.403
ROW Mgr, TEs ROW Mgr, TEs      
Functional Replacement   As needed 23 CFR 710.509 ROW Mgr       State takes action
Outdoor Advertising Policies and Procedures Revisions   As needed or submitted by State 23 CFR 750.304 ROW Mgr ROW Mgr      
Outdoor Advertising Sign Removal Projects   As needed on projects 23 CFR 750.307 ROW Mgr ROW Mgr      
Lead Agency Uniform Act Monitoring Activities   As needed 49 CFR 24.603 ROW Mgr       Submit to HQ
ROW Oversight Agreement   As needed 23 CFR 710.201(I) ROW Mgr ROW Mgr      
Scenic Byways Designation Requests   Every 2 years HQ Memo soliciting appl. ROW Mgr       Recommend action to HQs
Authorization of Advanced Acquisition (Hardship or Protective Buying)   As requested by State 23 CFR 710.307, 503, 509 ROW Mgr ROW Mgr      
Request for Direct Federal Acquisition   As requested by State 23 CFR 710.603 ROW Mgr ROW Mgr      
Request for Federal Land Transfer   As requested by State 23 CFR 710.601 ROW Mgr ROW Mgr      
ROW Certifications as part of Construction PS&E Submittal   As required 23 CFR 635 ROW Mgr, TEs ROW Mgr, TEs      
Request for Credits   As requested 23 CFR 710.501 ROW Mgr ROW Mgr      
Withholding of Payments   As required 23 CFR 710.203(c)
23 CFR 1.36
ROW Mgr ROW Mgr     Coordinate with Division Administrator
Safety
Highway Safety Improvement Program (including HEP Program - 10% STP set aside for Safety Eligibility Determinations) Aug 31 Annually 23 CFR 924.15 Mob & Saf Team Ldr        
402 Highway Safety Program Plan Sep 1 Annually 12/22/99 Guidelines Safety Specialist       NHTSA has lead.
Work Zone Safety Process Review of Effectiveness   Annually 23 CFR 630.1010 Mob & Saf Team Ldr
TE's
Division Administrator      
Safety Belt Compliance   Annually (each FY) 23 CFR 1215.6 Mob & Saf Team Ldr       NHTSA will take lead.
Drug Offender Driver's License Suspension Law & Enforcement Certification Jan 1 Annually 23 USC 159
23 CFR 192.5
Safety Specialist       Submit to HQs
State-Prepared Traffic Control Manuals Within 2 years of MUTCD Issuance As needed 23 CFR 655.603 Mob & Saf Team Ldr Mob & Saf Team Ldr      
Traffic Safety in Highway & Street Work Zones   As needed 23 CFR 630.1008 Mob & Saf Team Ldr Division Administrator      
Highway Safety Improvement Program Project Approval   As needed 23 CFR 924.15 Mob & Saf Team Ldr
TE's
TE's      
Discretionary Funds
Scenic Byways Discretionary Funds Application   Annually HQ Memo Soliciting Applications ROW Mgr ROW Mgr      
Public Lands Highways (PLH)   As needed HQ Memo Soliciting Applications PE & R TL       Recommend action to HQ
National Corridor Planning and Development Program (NCPD)   As needed HQ Memo Soliciting Applications PE & R TL       Recommend action to HQ
Transportation and Community and System Preservation (TCSP)   As needed HQ Memo Soliciting Applications PE & R TL       Recommend action to HQ
Ferry Boat Discretionary (FBD)   As needed HQ Memo Soliciting Applications PE & R TL       Recommend action to HQ
Innovative Bridge Research and Construction Program Administration As requested Annually 23 USC 503(b), Annual Memo from HQ Bridge Engineer Bridge Engineer     Submit to HQ
Forest Highways Discretionary Funds   Annually 23 CFR 660.101 TL Team B       Joint approval with IDOT, FLHD, Forest Service and TL Team B
National Covered Historic Bridge Program   Annually HQ Memo Soliciting Applications Bridge Engineer       Recommend action to HQ
Interstate Maintenance Discretionary Funding Applications   Annually HQ Memo Soliciting Applications Fin & Logistics Tm Ldr       Recommend action to HQ
ITS Deployment Program   Annually TEA 21, Section 5208 and 5209
23 CFR 940
Mobility Engineer       Recommend action to HQ
Value Pricing Pilot Program Mar 15 Annually TEA 21, Section 1216(a) Mobility Engineer       Recommend action to HQ
Design & Construction (Field Engineering)
Authorization to Advertise and Approve Project Agreements   As needed 23 CFR 635.309 & 23 CFR 630 subpart A TEs, Financial Mgr, ROW, Safety Tm Ldr, Mobility Engr, Fiscal Clerk TEs, Financial Mgr, ROW, Safety Tm Ldr, Mobility Engr      
Construction Inspections   As needed on Full Oversight Projects Full Oversight Agreement, 23 CFR 635 TE        
Changes and Extra Work   As needed on Full Oversight Projects 23 CFR 635.109, 635.120 TE TE     Covers change orders, force accounts, time extensions, and prior approval for major changes
Claims   As needed on Full Oversight Projects 23 CFR 635.124 TE TE      
Material Certification   As needed on Full Oversight Projects 23 CFR 637.207(a)(3) TE Pavement Engineer     Only required on full oversight projects. Collected by the Materials Engineer.
Plans Specifications & Estimates Review   As needed on Full Oversight Projects 23 CFR 630.205, 23 USC 106 TE TE     When TE authorizes project in FMIS it constitutes PS&E approval
Warranties   As needed 23 CFR 635.413 TE Division Administrator     Does not include general manufacturers warranties.
Concurrence in Award   As needed on Full Oversight Projects 23 CFR 635.114 TE Engr TL      
Bridge - Type, Size & Location   As needed on Full Oversight Projects FHWA Order 5520.1 TE, Bridge Engineer Bridge Engineer     Only required on major or unusual stractures; otherwise included with design review process.
ADA Design Standards Compliance   As needed 23 CFR 652 TE/CR Spec        
Access Justification Reports   As needed February 1998, Federal Register, Vol. 63, #28 TE Division Administrator     coord w/headquarters as needed
Locked Gate (Interstate)   As needed February 1998, Federal Register, Vol. 63, #28 TE FE Mgr      
Design Exceptions   As needed on all Full Oversight Projects and Interstate 23 CFR 625.3 TE FE Mgr     Vertical clearance on the Interstate needs to be coordinated with SDDCTEA
Coordination of Projects near Airports   As needed 23 CFR 620.103 TE        
Value Engineering   As needed 23 CFR 627 TE        
Value Engineering Report End of Nov Annually FAPG G 6011.9 VE Coordinator       Submitted to HQs
Innovating Contracting Requirements   As needed SEP 14 & 15 TE, TLm Ldr, FE Mgr       Submitted to HQs SEP-15 [(Federal Register: 10/6/2004 (Vol 69, #193)] SEP-14 [FHWA Briefing 7/9/2002]
Federal Aid Program Eligibility Determinations   As needed USC 23 TE TE      
Termination of Contract   As needed 23 CFR 635.125 TE FE Mgr      
Statement of Materials & Labor Used by Contractors on Hwy Constr. Involving Fed Funds (Form FHWA-47)   As needed 23 CFR 635.126 ETL-B       Transmitted directly to HQs from IDOT. Subject to review by coordinator if returned.
Bid Price Data (Form FHWA-45)   As needed at Project Completion 23 CFR 635.113
FAPG CH 6 G 6011.10
ETL-B       Transmitted directly to HQs from IDOT. Subject to review by coordinator if returned.
Buy America Waiver   As needed 23 CFR 635.410 TE Division Administrator     Submit to HQs if over $50K
Force Account Project   As needed on Full Oversight Projects 23 CFR 635B TE FE Mgr      
Procedures for Consultant Selection   As needed 23 CFR 172.9 TE Division Administrator      
Design Standards   As needed 23 CFR 625 Engineers and Specialists FE Mgr     Approval determined at Spec Cmte meetings
Standard Specifications   As needed 23 CFR 625 Engineers and Specialists FHWA Spec Cmte Representative     Approval determined at Spec Cmte meetings
Local Public Agency Oversight Policies and Procedures   As needed 23 CFR 635.105 Local Agency Coordinator        
Subcontracting Requirements   As needed 23 CFR 635.116(b) FE Mgr FE Mgr      
Incentive/Disincentive Amount Justification   As needed 23 CFR 635.127 TE TE      
Approving Liquidated Damage Rate   Every 2 years 23 CFR 635.127 ETL FHWA Spec Cmte Representative      
Research
State Planning & Research (SPR) Work Program Prior to Jul 1 Annually 23 CFR 420.115
23 CFR 420.209
Res & T2 Engr Res & T2 Engr      
Management Process for Research, Development & Technology Transfer Jun 30 Annually 23 CFR 420.115
23 CFR 420.209
Res & T2 Engr Res & T2 Engr      
Experimental Features   Project by Project FAPG Ch 6, Sect G 6042.4 Res & T2 Engr, TEs Res & T2 Engr      
LTAP Centers Work Plan and Funding   Annually FHWA LTAP Field Manual Res & T2 Engr Res & T2 Engr      
Technology & Innovation Funding Program   Annually Memo from Resource Center, 11-18-2004 Technology & Innovation Deployment Team Management Council      
Pooled Fund Study   As needed Memo from HQ          
Research Results Reports   As needed 23 CFR 420.117 Res & T2 Engr Division Administrator      
Pavement & Materials
Materials Certification   As needed 23 CFR 637.207 Pavement Engr       Must be submitted for Full Oversight Projects ONLY
Quality Assurance Program   As needed 23 CFR 637.205 Pavement Engr Pavement Engineer      
Bridge
NBIS Review Statewide Report Jan 1 Annually 23 CFR 650 Subpart C July 1, 2003 HQ memo Bridge Engineer     HIBT Submit to HQ
NBI Data Submittal Apr 1 Annually 23 CFR 650 Subpart C & D,AnnualMemo from HQ Bridge Engineer     HIBT Submit to HQ
Bridge Construction Unit Cost Submittal Apr 1 Annually 23 CFR 650 Subpart D Annual Memo from HQ Bridge Engineer Bridge Engineer   HIBT Submit to HQ
HBRRP Eligibility Determinations   Project by Project 23 CFR 650 Subpart D Bridge Engineer Transportation Engineer      
TS&L Approval of Unusual Bridges and Structures on the Interstate   Project by Project 23 CFR 630 Subpart B
HQ Memo 11/13/98
Bridge Engineer     HIBT HQ must approve
Bridges Exempt from Coast Guard Permits   Project by Project 23 CFR 650 Subpart H Bridge Engineer Division Administrator      
Financial Management
Federal-aid Billing Reimbursement of Eligible Expenditures   Weekly 23 CFR 140
23 CFR 635.122
Financial Specialist
Fin & Logistics Tm Ldr
Financial Specialist
Fin & Logistics Tm Ldr
     
Transfer of Funds   As needed 23 USC 104 [c], (g), (k)
23 USC 119 (b)
Financial Specialist
Fin & Logistics Tm Ldr
Financial Specialist
Fin & Logistics Tm Ldr
     
Financial Integrity Review and Evaluation Oct 31 Annually FHWA Order 4560.1 Fin & Logistics Team Division Administrator      
Transit Benefit Program   Monthly DOT H4410.4 Admin Program Ass't       Submit to HAIM, HQs
Delphi Reconciliations Month End Cutoff Monthly OBF Policy 04-08 Admin Program Ass't Fin & Logistics Tm Ldr
Division Administrator
     
Federal Aid Project Modifications   As needed 23 CFR 630.110 Fiscal Technician, Financial Specialist, Fin & Logistics Tm Ldr Financial Specialist
Fin & Logistics Tm Ldr
     
Emergency
Emergency Preparedness
Appoint two Emergency Coordinators (Principal and Alternate Points of Contact) for Managing Field Office Emergency Preparedness Programs.   As needed FHWA Order 1910.2c   Division Administrator      
Emergency Communications
Identify Points of Contact at State and Local Levels   As needed FHWA Order 1910.2c Emergency Coordinator       Develop and maintain. E-mail to HQs as requested.
Emergency Incident Reporting using the DOT's AIM System   As needed FHWA Orders 1910.2c & 5181.1 Emergency Coordinator       Submit to HQs
Testing of Emergency Communications Equipment   Monthly FHWA Order 1910.2c Emergency Coordinator        
Continuity of Operations
Develop and Maintain a COOP Plan   As needed FHWA Order 1910.2c COOP Coordinator Assistant Division Administrator      
Conduct Training Exercise   Annually FHWA Order 1910.2c COOP Coordinator Assistant Division Administrator      
National Security
Emergency Highway Transporation Meeting   As needed FHWA Order 1910.2c Emergency Coordinator       Conducted on an annual basis at the discretion of the Division Administrator
Documented Coordination Procedures between Military and Civilian Authorities   As needed FHWA Order 1910.2c Emergency Coordinator        
Federal Response Plan (FRP)   As needed FHWA Order 1910.2c Emergency Coordinator Division Administrator      
Occupant Emergency Program     FHWA Orders M1100.1A and 3902.5A, DOT Orders 1100.63B41 and 3900.8A, 41 CFR 101-20.102.4 OEP Coordinator FHWA Division Administrator, FMCSA Division Administrator      
Prepare and Manage the Occupany Emergency Plan (OEP)   Continuously FHWA Orders M1100.1A and 3902.5A, DOT Orders 1100.63B41 and 3900.8A, 41 CFR 101-20.102.4 OEP Coordinator Division Administrator      
OEP Certification   Annually FHWA Orders M1100.1A and 3902.5A, DOT Orders 1100.63B41 and 3900.8A, 41 CFR 101-20.102.4   Division Administrator      
Emergency Relief (ER) Damage Assessments and Reports   As needed 23 CFR 668
23 USC 120 and 125
Engineers and Specialists Division Administrator     Perform with State
Page last modified on March 27, 2029.
Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000