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DRAFT Project Documentation Form

The purpose of this Draft Project Documentation Form is to help document project costs for labor, mileage, and basic expenditures associated with relatively small projects, usually located off of highway rights-of-way.

This page is a web mock-up of a draft functional PDF form (229 KB) that can be saved and used as a template for documenting expenditures.

PDF files can be viewed with the Acrobat® Reader®

Project Reference Number
Project Name
Documentation period: From date: __________ To date: _____________
This form documents: ____ Reimbursable expenses ____ Match requirements (the value of donated labor, equipment, etc.)
This form is used to document project expenditures (equipment, supplies, materials), labor, or mileage (when using a personal vehicle). Each section has a table where you can add or remove rows as needed. Additional pages will be created automatically and description fields will auto-expand. For expense eligibility information see OMB circulars at


Date Description of work performed No. of Workers $ Wage/hour Hours Sub-total
Labor Total =  


Date Description of expenditure Cost per unit No. of Units Sub-total
Expenditures Total =  


Date Start address Destination address Purpose Miles
Total Miles _______ Mileage Rate _______ Mileage Total =  

Grand Total =  

Check current mileage rate at:

Date Completed _________________
Completed by _________________

Signed: _________________

Note: Check with the administering agency for further guidance on eligible expenses and project documentation standards.

Updated: 2/12/2014
HEP Home Planning Environment Real Estate
Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000