This Directive was canceled August 19, 2005.
of Primary Interest
(1) The office creating the form should coordinate with HAIM-40 by submitting written documentation. For a new form, this documentation should include a brief explanation for creating the form along with a sample copy. The proposed revisions to existing forms should be submitted to HAIM-40 with the changes marked on the current version of the form.
(2) All electronic forms created by Headquarters offices (including Standard, Optional, and DOT forms) must be submitted to HAIM-40 for review and approval. Electronic forms that are to replace paper forms will be reviewed for content and likeness to the paper version, if applicable. HAIM-40 will review the newly created electronic forms for format as well as ease of use.
(3) The originating office should coordinate with HAIM-40 to determine, among other things, whether forms requesting similar information can be combined. Also, the originating office should coordinate with the Management Programs and Analysis Division (HAIM-10) to determine whether an OMB clearance of an information collection or recordkeeping requirement (as required by the Paperwork Reduction Act of 1995, as amended) is necessary.
(4) HAIM-40 will:
(a) review and approve the forms submitted and assign a number and issue date. For example:
New Revised Form FHWA-#
(mo. - yr.)
(Rev. mo. - yr.)
(b) design the electronic draft using the agency's baseline computer software, or submit the paper draft to the Management Services Division (HAIM-20) for artwork,
(c) arrange for internal distribution based on the distribution instructions provided by the originating office,
Note: See paragraph 8 for instructions concerning the stocking of forms.
(d) provide assistance to the originating office to create and/or revise electronic forms,
(e) maintain the FHWA forms inventory,
(f) ensure that new and revised electronic forms are posted on the FHWA StaffNet.
(5) When a form is no longer required, the originating office should consult with other offices that may be affected by its discontinuance. If they concur, the originating office should notify HAIM-40. Following notification, HAIM-40 will delete the form from the FHWA forms inventory.
(1) Resource Center Managers, Division Administrators, and the Federal Lands Highway Division Engineers should implement procedures for processing new and revised forms within their organizations to assure compliance with paragraph 5.
(2) If a proposed field office form contains information collection or recordkeeping requirements that will be imposed on 10 or more respondents in the public sector (including State departments of transportation), it must be forwarded to the Management Programs and Analysis Division (HAIM-10) for review and subsequent clearance by OMB. This is a requirement of the Paperwork Reduction Act of 1995, as amended.
(1) FHWA (FHWA and PR) and DOT forms that are stocked in the departmental warehouse (M-32.3) can be ordered by submitting a written request via fax. The fax telephone number is 301-386-5394.
(2) If a form is to be stocked in a location other than the departmental warehouse, the directive or instructions that transmit the form should specify where copies of the form can be obtained.
(3) M-32.3 will notify HAIM-40 when forms stocked at the departmental warehouse reach the established minimum stock level. HAIM-40 will review the notification and forward it to the originating office. The originating office will complete and return the notification to HAIM-40 for appropriate action.
(4) For forms stocked in locations other than the departmental warehouse, the originating offices will be responsible for notifying HAIM-40 when minimum stock levels are reached.
(5) Newly created and revised electronic forms are posted upon approval on the FHWA StaffNet under "Computers/Software," Electronic Forms, for agencywide downloading and use.
Michael J. Vecchietti
Associate Administrator for Administration
41 CFR Part 102-194
FHWA Forms Catalog