anna bergmark region 7 local program local program arra training: arra reporting requirements
TRANSCRIPT
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Anna BergmarkRegion 7 Local Program
Local Program ARRA Training:
ARRA Reporting Requirements
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Questions to be answered:
What reports are required? What is the purpose of each report? Who is responsible for which reports? When are they due and how to fill them out?
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What reports are required?
Form 1589 (FHWA)
Monthly Form (NYSDOT)
AAP 21LL (NYSDOT)
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What is the purpose of each report?
Form 1589 (FHWA)
• Tracks direct, on-project jobs
• FHWA uses them to calculate jobs being created by stimulus money being spent and reports to Washington, D.C.
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What is the purpose of each report?
Monthly Form (NYSDOT)
• Tracks actual spending (not reimbursements)• Shows progress of the project• Provides data on DBE participation (Federal Aid Requirement)
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What is the purpose of each report?
AAP 21LLs (NYSDOT)• Tracks payments to the subconsultant/subcontractors
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Who is responsible for each report?
1589’s• Sponsor (only if they will be requesting reimbursement for work done by their
own forces)
• Consultants• Contractors
Monthly Forms• Sponsor
AAP 21LL• Sponsor
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When are the reports due?
All reports should be submitted to your Regional Local Program Liaison (RLPL) by the 10th of the month for the previous month. Example: Reports pertaining to February are due by March 10th
Submitting prior to the 10th is strongly encouraged!
Forms are submitted even if they are showing zeros.
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How to fill in a 1589 Form:
1.Report Month: (mm/yyyy)
2.Contracting Agency: The Sponsor
3.Federal- Aid Project Number: The program code + the first 7 digits of the PIN
4.State Project Number or ID Number: The 9 digit pin.
5.Project Location
6.Contractor Name and Address: this should be who ever is the prime listed on the 1589.
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How to fill in a 1589 Form cont.:
7. Contract/Subcontractor DUNSs Number: DUNS number for the prime listed on the 1589
8. Employment Data: The prime and any subcontractor/subconsultants that have an agreement with the prime are listed in this section• DBE firms should have a note stating
“DBE Firm” following their name
9. Prepared By CEO or Payroll Official
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Important Notes Concerning 1589 Forms:
• The hours listed in the 1589 will be checked when reimbursements are submitted. You can’t show 0 hours for a month and expect reimbursement for work done during that month.
• The sponsor, consultant, and contractor each submit their own 1589 with their subs listed.
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How to fill in a Monthly Form:
Construction Dollars Paid to Date: Sponsor paid to contractor (not reimbursements)
DBE Actual Payments - Contractor paid to DBE subs
RA O-O-C Funding - OOC amount approved by NYSDOT that the Sponsor will pay the Contractor with RA funds.
Construction Dollars Percent Complete - Dollars paid to date (including accepted materials paid for) divided by total Contract Value x 100%
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How to fill in a Monthly Form:
Project Time Percent Complete - (Actual Start Date to Current date) divided by (Actual Start date to anticipated finished date) x100%
Consultant Contract Information –Either the CI for construction or Design consultant in the case of projects that receive ARRA funds for design (e.g. TEP projects).
Consultant Dollars Paid to Date - Sponsor paid to Consultant
Consultant Contract DBE participation - Consultant Goal (%)
DBE Actual Payments - Consultant to DBE sub-consultant.
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How to fill in a AAP 21LL:
Final Report: Check YES or NO, as appropriate
Contract No: 9 digit PIN and the D contract number
County: Enter the name of the county or counties this project is located in.
Report Date: Enter date (Month/Day/Year) through which payments due and made are reflective of.
Contractor and Vendor Data: Enter names, and addresses (including zip code), Telephone numbers (including area codes) and Federal Identification Numbers for both the Contractor and Vendor.
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How to fill in a AAP 21LL continued:Total Payments Due to Date: Enter total of
payments due to the vendor to date.
Retainage or Other Withholding to Date: Enter amount due to the vender that has not been paid due to retainage or other withholding.
Total Payment to Date: Value of payments to date (less retainage or other withholding).
Comments: Amounts recorded as retainage or other withholding must be accompanied by a brief description of the circumstances necessitating the withholding along with item numbers involved (if any).
Signatures: Authorized representative of both the Prime Contractor and Vendor sign and date.
Notarization: On the Final Report, or when directed by the Department, Prime Contractor and Vendor signatures must be notarized.