Chapter 6: Finance - FHWA/MODOT Oversight Manual - Missouri Division

Chapter 6: Finance - FHWA/MODOT Oversight Manual

PROJECT ACTIVITIES		AGENCY RESPONSIBLE
Approval Action	Reference Document	Full Oversight	Federal Exempt	Non-NHS
Pre-validate (funds availability and eligibility determinations) and obligate Federal-aid Highway Funds	Title 23 U.S.C. Sections 118 and 120	FHWA	FHWA	FHWA
Approval of Non-Exempt and Exempt Combined Project Authorization/Agreements	Title 23 U.S.C. Sections 106 and 115	FHWA	FHWA	FHWA
Review and approve the participation of Federal-aid funds in costs incurred prior to authorization	23 CFR Part 1.9	FHWA	FHWA	FHWA
Review and determine the eligibility of federal participation in administrative settlement costs/contract claims	23 CFR 140E	FHWA	FHWA	FHWA
Approve Federal-aid Current Billing (Rapid Approval State Payment System) Payments	Title 23 U.S.C. Section 121	FHWA	FHWA	FHWA
Review and correct project agreement exceeds (over-obligation and over-expenditure of Federal-aid apportionments/allocations)	Title 31 U.S.C. Sections 1301, 1341 and 1517 and Anti-Deficiency Act.	FHWA/MoDOT	FHWA/MoDOT	FHWA/MoDOT
Review and approve MoDOT's Tapered Match project requests	Section 1302 of TEA-21, Title 23 U.S.C. Sections 121 and 133	FHWA	FHWA	FHWA

PROGRAM ACTIVITIES		AGENCY RESPONSIBLE
Approval Action	Reference Document	Approve	Remarks
Ensure that MoDOT's Financial Management System adequately accumulates costs charged to FHWA projects	Title 23 U.S.C. Section 302	FHWA
Review and approve MoDOT's methodology for claming Federal-aid reimbursements	23 CFR Part 140	FHWA
Determination of allowable and unallowable costs for third-party agreements	23 CFR Parts 172, 645, 646 & 48 CFR Part 31	FHWA
Use of Bridge Replacement and Rehabilitation Program Soft Match.	Title 23 U.S.C. Section 144	FHWA
Project Funds Management (timely use of unexpended balances and project closing – inactive obligations).	FHWA FIRE Order 4560.1A	FHWA
Ensure timely reimbursement of Federal-aid Highway Funds and the transfer of Federal-aid Highway Funds (Treasury-State Agreement) to the State Treasurer's and State Auditor's Offices	Cash Management Improvement Act	FHWA
Complete annual certification reviews for the FIRE Program and provide assurances per FMFIA and FIRE Program	FHWA FIRE Order 4560.1A	FHWA
Process Freedom of Information Act Requests	FOIA Act and 49 CFR Part 7	FHWA	Responses are coordinated with the appropriate Division Office program officer.
Approval of Procurement Requests/Purchase Orders	48 CFR Part 31 Federal Acquisition Regulations	FHWA	Review and processing of documents is performed by the Office Support Clerk.
Assist MoDOT in the management of two State Infrastructure Bank Cooperative Agreements and submit to Headquarters for approval as needed. (Note: TEA-21 Agreement replaced the initial agreement and is still active)	Section 350 of the NHS Act and TEA-21 Section 1511	FHWA
Review/approve funding requests and project agreements to capitalize the Missouri State Infrastructure Bank	Section 350 of the NHS Act and TEA-21, Section 1511	FHWA	Requests prepared and submitted by MoDOT Resource Management.
Coordinate/review MoDOT’s toll credit requests (credits for the non-federal share) for Lake of the Ozarks Toll Bridge and submit them to Headquarters for approval. Headquarters only approved the Lake of the Ozarks Toll Bridge to receive these credits.	Section 1044 of ISTEA and Title 23 U.S.C. Section 120	FHWA	Requests prepared and submitted by MoDOT Resource Management.
Coordinate/review MoDOT's Transportation Infrastructure Finance and Innovation Act requests and submit to HQ for approval	Section 1501 of TEA-21, 23 CFR Part 180 and 48 CFR Part 80	FHWA	Requests prepared and submitted by MoDOT Resource Management.
Review/approve transferability of Federal-aid Highway Funds	Title 23 U.S.C. Section 110	FHWA	Requests prepared and submitted by MoDOT Resource Management.
Approval of MoDOT's Indirect Cost Negotiation Agreement	Revised OMB Circular A-87	FHWA	Requests prepared and submitted by MoDOT Business and Benefits Support
Provide technical assistance to MoDOT on audit requirements for FHWA projects.	Single Audit Act Amendments of 1996, 23 CFR Parts 140.922, 172.7	FHWA
Provide technical assistance to MoDOT on uniform administrative requirements for State and Local Governments, Institutions of Higher Education, and Non-Profit Organizations.	49 CFR Parts 18 and 19	FHWA
Review and approve MoDOT’s methodology for applying fringe/labor additive rates to capture Federal reimbursements.	Revised OMB Circular A-87 and 49 CFR Part 18	FHWA
Control findings and cited costs resulting from reviews, audits, and Federal-aid Ineligibility Notifications – Form 1367.	FHWA Financial Management Tools Kit	FHWA
Local Public Agency	49 CFR Part 18, Section 1904 of SAFETEA-LU, 23 CFR 635.105	MoDOT/FHWA

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Page last modified on April 24, 2012