Federal Transit Administration FTA Grants Management City of

Federal Transit Administration (FTA) Grants Management City of Phoenix Sub-Recipient Training PUBLIC TRANSIT DEPARTMENT

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

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

Grant Agreements • Agreement Term Ø 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

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

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 Ø A copy is not necessary as support for subsequent costs for the same contract Ø A contract is not eligible for FTA funding without required FTA clauses

Grant Reimbursements

Grant Reimbursements

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

Grant Reporting • Fixed Asset Report – FTA-Funded Fixed Assets Ø Annual Reporting 1. 2. 3. 4. 5. 6. 7. 8. 9. Description Identification Number Grant Number Acquisition Date Cost % FTA Share of Cost Location Use and Condition Useful Life Ø Upon Disposal 1. 2. 3. Date Removed from Service Disposal Date Net Disposal Proceeds

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

Questions?