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

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