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Federal Transit Administration (FTA) Grants Management

Federal Transit Administration (FTA) Grants Management. City of Phoenix Sub-Recipient Training. Overview. Grant Agreements Grant Reimbursements Grant Reporting Grant Close-Out Subrecipient Resources http ://phoenix.gov/publictransit/status/index.html. Grant Agreements.

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Federal Transit Administration (FTA) Grants Management

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  1. Federal Transit Administration (FTA) Grants Management City of PhoenixSub-Recipient Training PUBLIC TRANSIT DEPARTMENT

  2. Overview • Grant Agreements • Grant Reimbursements • Grant Reporting • Grant Close-Out • Subrecipient Resources • http://phoenix.gov/publictransit/status/index.html

  3. Grant Agreements • Agreement for Each Grant • Identifies Grant #, Projects & Funding • Federal Amount & Match Required by Project • Reimbursement Requirements • Reporting Requirements • Federal Requirements • FTA Master Agreement

  4. Grant Agreements • Agreement Term • 24 months from grant award date • Executed/Active Agreement Needed Before Vehicle Order or Reimbursement Request • Local Match Deposit at the Time of Vehicle Order

  5. Grant Reimbursements • Submit Requests No More Frequent Than Monthly • Two Required Forms to Submit for Each Request • Invoice Form • FTA Grant Expenditure Reimbursement Request Application • Summary of Costs Included in Request • Complete Detailed Supporting Documentation • Evidence of Payment

  6. Grant Reimbursements • Fixed Asset Information or Vehicle Form, as Applicable • Time Sheets with Evidence of Supervisory Approval for Staff Time Charged to Grant • Indirect Costs Must be Supported by Federally-Approved Cost Allocation Plan • Copy of the Applicable Contract with Initial Request • A copy is not necessary as support for subsequent costs for the same contract • A contract is not eligible for FTA funding without required FTA clauses

  7. Grant Reimbursements

  8. Grant Reimbursements

  9. Grant Reporting • Quarterly Milestone Progress Reports • Sufficient project status detail narrative, including efforts to move project forward if delays • Update estimated milestone completion dates • Quarterly Federal Financial Reports • Accrued expenses – expenses incurred and not yet paid, or not yet reimbursed by grant • Unliquidated obligations – PO’s, encumbered contracts, etc. • Contract change orders > $100K

  10. Grant Reporting • Fixed Asset Report – FTA-Funded Fixed Assets • Annual Reporting • Description • Identification Number • Grant Number • Acquisition Date • Cost • % FTA Share of Cost • Location • Use and Condition • Useful Life • Upon Disposal • Date Removed from Service • Disposal Date • Net Disposal Proceeds

  11. Grant Close-Out • Timely Implementation and Completion of Projects • Timely Draw Down of Federal Funds • Reallocation of Project Savings/Remaining Funds • Grant Inactivity May Jeopardize Remaining FTA Funds

  12. Questions?

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