State Aid Finance Update State Aid Finance Staffing

State Aid Finance Update

State Aid Finance – Staffing • Mohamed Farah • DCP projects including ER • John Fox • State Aid Payments • Maintenance Schedule Changes • Annual Reports • Bond Schedules & Bond Principal & Interest Payments • Project Review & Setup of Participation Distributions (DCP project) 2

State Aid Finance – Staffing (continued) • Mike Kilanowski • Accountant Training – On-Site Visits • Accounting Manual Updates (from Task Force Meetings) • FHWA 536 Reporting • Project Funding Database Development & Updates • Local Government System Review • Task Force Member 3

State Aid Finance – Staffing (continued) • Vacant – Will post soon (will shadow Mike for the 1 st 6 months) • Accountant Training – On-Site Visits • Accounting Manual Updates (from Task Force Meetings) • FHWA Reporting • Project Funding Database Development & Updates • Local Government System Review • Task Force Member • State Aid Disaster Account • Federal ER projects 4

State Aid Finance – Staffing (continued) • Vacant – Will post soon • State Aid Advances • State Transportation Bond Funds – Requisitions & Encumbrances • Special Funding – State Park, Turnback, Town Bridge & Special Town Bridge • SAAS Reports & Web Review • Account to Account Repayments • Federal Agreement Setup & Payments (includes ER) 5

Task Force 9/13/2021 Optional Tagline Goes Here | mndot. gov/ 6

Accounting Task Force The members of the Task Force work together to update the Accounting Manual Members Need at least one person from District 1 Lori Marquis – Pennington (Rep) Kari Moyer – Red Lake (Alternate) Kristi Keeler – Sherburne (Rep) Loren Fellbaum – Todd (Engineer Rep) 7

Accounting Task Force (continued) Jen Albjerg – Grant (Rep) Jaime Koob – Pope (Alternate) Yvonne Kirkeide – Anoka (Rep) Erica Ellefson – Washington (Alternate) Erin Edel – Steele (Rep) Sheila Schroeder – Houston (Alternate) Andrea La. Gow – Nicollet (Rep) Brenda Fisher – Jackson (Rep) 8

Accounting Task Force (continued) Bette Schweer – Yellow Medicine (Rep) Suzanne Pater – Meeker (Alternate) Cindy Degener – Mn. DOT Mike Kilanowski – Mn. DOT Tom Karlson - OSA 9

Accounting Task Force - Items Worked on • Chapter 18 • Changed to example with instruction following • FHWA 536 items will be marked • Will update with better font • Waiting for Tom K to ok the Balance Sheet • Page 10 worksheet – When completed will be put on our website • Annual Report Instructions & Annual Summary of Highway Information – Adjustment to Equalize Depreciation – Changing the wording to match • Added link to State Aid Training Power. Points on top right tab of SAF website 10

Accounting Task Force - Items Worked on (continued) • Leases changing with GASB 87 effective in December 2019 • Tom Karlson will review and give guidance • Chapter 11 Fixed Assets – How to handle Work in Progress • Special Town Bridge 11

Accounting Task Force Federal Projects with multiple governmental units • Covered in Shared Federal Revenue in the DCP Chapter 6 • Federal Revenue & Expense – goes to who gets paid (administer of contract) • Asset capitalization is made by the correct entity (owner of the road) • Show as Capital contribution – if you are not the one receiving Federal Funds • State Aid funds forwarded to administering government from other participating governments • Recognize as reimbursements • May be posted to revenues • Not required to be netted to expenditure accounts 12

DCP Reminders 9/13/2021 Optional Tagline Goes Here | mndot. gov/ 13

To Avoid Payment DCP Delays • Include all required documents • Breakdown of costs by category in the format of the engineer’s estimate • Contract voucher that matches the Total Certified to Date on the DCP request • Change/Work Orders, Supplemental Agreements, Back Sheet • Finals should include everything above plus: • Contractors Certificate of Final Contract Acceptance • Materials Certification Exceptions Summary • Mn. DOT Office of Civil Rights DBE Clearance Letter • Overrun/Underrun Justification • State Aid Payment Request if applicable 14

To Avoid Payment DCP Delays (continued) • Send Partials to Mohamed Farah – Mohamed. m. farah@state. mn. us • Send Finals to DSAE • Payment request priority: • Projects with expiring End Dates • FHWA Select projects • Inactive projects 15

State aid Payment Requests 16

Updates from John Fox • After project is awarded send in: • Awarded bid in Excel format • Abstract of bids in any format • Always ask questions if you don’t understand • Only dumb questions are the ones that go unasked • Instructions for filling out the State Aid Payment Request • Go to the Training tab on the top right of our website • Open the State Aid Payment Request Process Powerpoint 17

Moving Forward • Fill 2 empty positions • Develop Training Videos • Project Funding Database etc. • Survey • Input on what you would like to include in the Training Videos • Other types of training that you would find helpful • Any other suggestions 18

Questions? 19