Reimbursements for Local Programs

1. Reimbursements for Local Programs Taylor Rossetti Local Government Coordinator taylor.rossetti@wyo.gov Local Programs Team Sara Janes Local Programs Coordinator sara.janes@wyo.gov Ken Ledet Local Programs Specialist kenneth.ledet@wyo.gov Robert Rodriguez Local Programs Specialist robert.rodriguez1@wyo.gov Cooperative Agreements Janice Burlew Cooperative Agreements Coordinator janice.burlew@wyo.gov Transit Programs Team Talbot Hauffe Transit Program Coordinator talbot.hauffe@wyo.gov Vacant Transit Programs Specialist Joni Kithas-Harlan Transit Fiscal Consultant jkh@rtconnecnt.net

2. Heading Please submit requests for reimbursement at least quarterly so the project remains active in the federal system. Project Budget • Do NOT incur expenses until a Notice to Proceed has been issued. Recap Signatures

3. Project Cost Reimbursement Statement $ 200,000

4. 2,000 8,000 2,000 2,000 3,000 5,000 20,000 183,000 Project Budget 25,000 11,000 239,000 8,800 8,800

5. $ 200,000 0 $ 8,800 $ 8,800 $ 191,200 RECAP

6. I certify that the above requested reimbursement for Local Program funds, administered by the Wyoming Department of Transportation is a true and accurate request in accordance with the Project Agreement for this project. Note: signatures must be original – copies and facsimiles will not be accepted. Signatures & Attest Important

7. Copies of project invoices received from the Contractor or other vendors • Copies of proof of payment for the invoices • Copies of In-Kind donations (labor, equipment and/or materials charges credited to the project) - if applicable • Copies of any other eligible costsincurred on the project, which can be supported by material documentation Reimbursement Supporting Documentation

8. 1,000 1,000 1,000 1,000 0 2,000 5,000 0 12,000 8,000 83,000 100,000 2nd Reimbursement Request 8,000 17,000 112,000 127,000 89,600 98,400

9. $ 200,000 $ 8,800 $ 89,600 $ 98,400 $ 101,600 RECAP – 2nd Reimbursement

10. Definition: A third party donation of cash, real property, labor, materials or equipment provided to satisfy the non-Federal share requirements of a Federal-aid project. In-kind match must be eligible and allocable to the project and must be documented as generally specified in 23 U.S.C. 120, and in specific program guidance. • A third party is an entity (other than a recipient, subrecipient or Federal agency) that is not party to a Federal-aid project agreement, but who may have an interest in the project. ** In Rare Cases** Requires: Prior WYDOT Approval • How to Document: • Use prevailing wage and equipment rates • Establish fair market values for materials • Appraisal for land donations Keep accurate records In-Kind Match

11. $ 100,000 $ 10,000 $110,000 $ 88,000 $ 22,000 $ 22,000 $ 10,000 $ 12,000

12. Force Account is construction work performed by the Public Entity (City/County) that receives the federal funds, which is a method other than contract awarded by competitive bidding. Reference: 23 CFR 635 • Must be handled on a case-by-case basis. • Force Account Requests must include: • description of work to be performed, • estimated costs, • estimate of Federal funds, • finding of cost effectiveness, and • supported by a Public Interest Finding **In rare cases** Requires: Prior FHWA approval Force Account Construction

13. Purpose: Documentation of a public body’s action authorizing the use of force account match (recipient time, equipment or material) or a proprietary product, in lieu of a competitive bidding process for the acquisition of materials and/or services. **In Rare Cases** Public Interest Finding

14. Completion of the Job / Final Acceptance: • LPA will accept the job first • Make sure all requirements have been met • Contract is between LPA and Contractor • WYDOT will issue final acceptance andwill then reimburse the final 10% of the total project cost. • As Grant Administrator, WYDOT has oversight

15. Must accompany the Final Reimbursement Billing • Signed by: • Project owner representative • Project Manager/Architect/Engineer • WYDOT District Engineer Completion/Acceptance Form