TRANSPORTATION POOLED FUND PROGRAM

1. TRANSPORTATION POOLED FUND PROGRAM A Progress Report Lisa Williams, TPF Program Manager AASHTO RAC Meeting - 89th TRB Annual Meeting January 10, 2010

2. What’s Going On? • Status of Funding Reconciliation • Closing Completed TPF Projects • Moving Funds out of FMIS • New Generation TPF Website • What’s Next?

3. Funding Reconciliation • The reconciliation process for all projects resumed in December 2009 • The order of the project reconciliation process • Objectives Fulfilled Projects • Open and Active Projects (Cleared by FHWA and Contract Signed). • A specific staff person in the FHWA Office of the CFO (OCFO) will be assigned to each project as it is being reconciled.

4. Funding Reconciliation • The Lead Agency will be contacted by a designated staff member in the OCFO to begin the reconciliation process. • The Lead Agency must be prepared to provide documentation (i.e., PR-20) that supports any project-related expenditures.

5. Funding Reconciliation • The timeframe for completion of each project reconciliation is dependent on how quickly information (from many parties) is provided to the OCFO staff. • Beginning Friday, January 15, a tracking list of projects that are undergoing reconciliation by the OCFO will be posted on the homepage of the TPF website (www.pooledfund.org) on a bi-weekly basis.

6. Closing Projects • Currently there are 115 projects identified as “objectives fulfilled” on the TPF website • 63 FHWA-led • 52 State-led • Projects will be closed in numerical order. • Numerous project’s that are led by a lead agency and have the same lead agency contact will also be closed in numerical order, but prioritized as requested.

7. Moving Funds out of FMIS • At the conclusion of the funding reconciliation for each project, the OCFO will specify the exact amount of funding that must be deobligated by each contributing organization in FMIS and transferred to the lead Agency. • Detailed instructions on how to deobligate the funds out of FMIS will be provided to each contributing organization, via a memo from the FHWA Director, Debra Elston; Office of Corporate Research, Technology and Innovation Management.

8. Moving Funds out of FMIS • The funds must be transferred to the lead agency via a transfer form FHWA 1575 (State-led project) or 1576 (FHWA-led project). **You must also submit a copy of the project’s acceptance memo with the transfer form. • Once the funds transfer process is completed, the total amount of funding that has been contributed to the project will solely be in the possession of the lead agency.

9. Moving Funds out of FMIS • The lead agency will have the sole responsibility for monitoring and tracking the funds for their project. • Upon completion of the project, the lead agency has the sole responsibility to return any remaining funds to the project partner’s, via the transfer form FHWA 1575 or 1576. A funding reconciliation will not be required by FHWA.

10. New Generation TPF Website • Development is on schedule for completion by February 2011 • Current issues to consider: • Host for website beyond first year • Cost of maintaining the site after first year • Potentially allowing direct link to FHWA’s Fiscal Management Information System from the website • White paper is being developed to consider hosting and maintenance options

11. What’s Next? • Final Version of TPF Program Procedures Manual • Target Date: March 2010 • TPF Training Course • Web-based or instructor-led training course • FHWA-led pooled fund project • Target Date: Fall 2011

12. Questions?

13. CONTACT INFORMATION Lisa A. Williams, FHWA, TPF Program Manager E-Mail: lisa.a.williams@dot.gov Phone: 202-493-3375 TPF Program Website: www.pooledfund.org Morten Sorensen, FHWA, Director of Finance Office of the Chief Financial Officer Phone: 202-366-2887 E-mail: Morten.Sorensen@dot.gov