Effortlessly Manage Your Transportation Invoice Template for Supervision

Transportation invoice template for Supervision

good morning thank you for joining us on this morning's webinar this is Victoria Beal at the I'll tap Center and I'm very pleased to have with us today Kyra branch and may see more from aDOT's office of transit and they're going to be giving a 5310 operating in voice training via webinar a couple of items before we get started we do have a poll question for you which I'm going to go ahead and launch now and we'd ask that you please respond to that poll question and that'll help our presenters determine how much information they're going to provide during the webinar today so hopefully you can go ahead and take a second and vote and while you're doing that I would like to let you know that we are going to try to record the webinar hopefully that recordings successful and if it is then the recording will be made available for you to be able to watch and later times if the webinar is not successful and will probably be circling back around to our presenters for them to rerecord so we can still have this information for you during the presentation we do ask that you please put your questions in the question pod I know there's also a chat pod but the question pod now allows us to capture your questions and provide responses and also to be able to follow up with those after the webinar is completed with a Q&A document so with that it looks like we have two people out of the three that are online right now that are voted maybe the one person who just got on could also let us know what their answer is to that poll question and then we'll be able to close the poll and move forward but as it stands right now may see you've got a 50/50 split so all right all right well I'm going to go ahead and close the poll then that way we can move forward with your presentation okay it's all yours easy all right okay good morning everybody thank you for joining us today to go through this process for submitting our operating invoices for your 5310 grants Victoria you know just made me aware that some of you have actually never gone through this process before so just to kind of set the expectations of what we're going to be discussing today we're going to be discussing the actual Excel invoice that Kiera sent to you via email yesterday you should have that template it's also in the handout section of this webinar do you need to go ahead and download that we're gonna be going through that invoice step by step the different tabs the information we're gonna require from you where you locate that information end of the process of requesting budget revisions like that I won't touch someone on how you classify costs in certain line items we require a lot of information on that if you really want some more assistance on allowable costs and classifying those costs we are open to that request and we could set up additional training very specific to that part of the invoicing process I'd want to bring in some more subject matter experts on that but please feel free to record any questions you have relative to that and at minimum we could go ahead and get the responses and provide those in a Q&A document after the webinar if I'm not able to address it okay so additionally Mary provided you guys miss a PDF that has instructions for this invoicing process in this instructions document is basically going to follow the same outline as the webinar that I'm presenting today it gives you step-by-step instructions of how to complete each tab the information we are requesting from you things like that so if you able to have this okay we're going through um it might be helpful but it's if at minimum you can always reference this after the fact and it should still give you pretty detailed information on what we're expecting where so for the most part I'm just going to be staying in the excel document I'm not gonna bounce back and forth between the instructions and the excel but if at any point you guys have questions please let us know and Victoria will be assisting us with answering those in a timely manner with that I'm going to go ahead and go into the actual Excel document itself and start to kind of walk through on the different components and what what we're requesting with you so this is the excel template that you should have received you will complete this template at the beginning of your period of performance for your project which for operating projects are January 1st through December 31st so when you are interacting with going to see some some different color coding so these tam cells here that you see most represent fields in the document that you only need to complete one time at the beginning of the year this is not a section of the invoice that will need to be updated quarterly so this cell b1 you're going to want to enter your grantee name as it appears or your contract with ODOT for the project we want to make sure that all of our associated project documentation is related directly back to the entity that we are contracting with so if you have you know if you are a sub recipient of another grantee for example your county government government might have the contract with ODOT but you are providing the service on their behalf you know we want to see that County goverment's name here because that's who the contracts tend to be a point of confusion sometimes so moving on to the next cell this is the project number and what we mean by that is the odor issue project number that we get where can you find this information this information is going to be located in the contract that you receive from ODOT for your project so some of you this may be your first in the program you should have received your contract by now if you haven't please reach out to here but this contract has the information that you mean in order to complete these fields of your employees so in this section here which is your project data sheet everyone's going to look a little bit different this table exists for each project that you were awarded from ODOT for calendar year 2020 so your project or your contract will have your operating project and any other projects that you were awarded so it's important that you find the operating project within this project diva C because that's the project information you're gonna want a reference for the fanboys process back to this invoice this project number section here is going to relate to this ODOT fan code field your contract so a lot of cases it's going to look like this something to this nature I'm just putting in random numbers here from your reference so it's going to look like that on your contract and you should have something that says operating assistance here and then your ala code that is the operating a like hood so those those two things there should tip you off that that is the project you are looking for so this is again the cell that you're going to want to reference in order to complete this section of your invoice so the next thing we're requesting here is the contract number again this is found in your contract I'm owed odds so I'm going to show you where to find that information so that information is data field number one and the contract data sheet which is the second page or the first page be beyond the cover page of the contract so cell one right there that's gonna be your own contract number it should look something like like this something like that is what you're looking for so that information is going to be entered on to your invoice there then you're going to want to enter the total project cost federal share and local share information so the information that we are completing so far in this project information tab what's being populated and informing the rest of the tabs this invoice template so it's important that this information is accurate and input it in the beginning so that way the whole form works so to make sure that you get the most accurate information and that you know you're putting the information in here that's gonna match oh that's records and ultimately other encumbrance from which we are dispersing your funds again you're gonna want to reference your contract when setting this portion of your invoice up so back down here in your project data sheet back in the table that represents your operating project you will find the total federal and local share amount has been contracted with you for county 820 so you know you should see amounts here and I'm making stuff up here on the fly and this is the information that you are going to want to make sure matches okay so that information I'm gonna go ahead and update this excel so that it all kind of you guys can see now that we've gone through that how I'm doing this right may sex well let's you know there's no questions than chat in that question pot right now but you're doing a great job with his presentation and how everybody who's on this call is going to be able to benefit from participating today so if you do have questions please put them in the question pod and that way we can get you a response and then also be able to include it in a Q&A document that we can send out afterwards thanks yes thank you Victoria yes we are starting you off with the easiest part of the invoice so kind of getting your confidence going when they might get a little bit more involved where we go but like Victoria said please do not have someone viewing it in the future may have so it may benefit them as well so you are encouraged to ask those questions and make this as interactive as possible it's not an ideal way to do training but you know given the current circumstances we can with making sure to keep you guys informed so moving on in this project informations have of the invoice itself we are going to go into the contract period covered ok so again I don't know if this may be shocking video but this is going to be in your contract so it is sorry I guess I should have highlighted that right here here's your start and end date for your period of performance have I mentioned all of our operating projects are for a duration of one calendar year so you are not going to really find that there's going to be a circumstance where that is not going to be what you're going to put there but just to verify it make sure everything's going to match our records you know I encourage you to reference your contract to make sure that this matches what we have on records for your price so the contract period covered again is going to be that period of performance and you're just going to come in to the drop down here it's going to be towards the bottom and you're going to have that date range that is represented in your contract so this lets us know it's on this project information tab exactly for what duration you're going to be claiming expenses under this okay so federal assistance column here what are looking for here is one federal program is this invoice associated with and so for you people on this call it is going to be the 5310 program and so and it's also your operating project once you do that this federal green a line number is going to populate for you and this is going to be important in their revenues tab later and how the reconciliation tab calculates your payment and so making sure that that correct grant source is selected will be important for the function of the invoice later so just so these two or these three fields here are populated in calculated fields so you will not input any information here again when you're interacting with this invoice you are looking for tan fields and then you'll see later blue fields any field that is gray or white represents a populated are calculated field and you do not need do anything with that what this tab is going to show you once we're all the way through this process and essentially whatever that's payment is to you for that quarter what it's doing is calculating your expenses and your revenues and if you so you're putting in the expenses in your expenses tab it's going to pull that total over here to cell b11 when you're putting all your revenues in it's going to pull that total over into b12 it's going to calculate that difference and with the nature of these grants because their reimbursement you're obviously going to have a struttin see between your revenues and expenses until you receive your federal payment to essentially make you whole for your operating costs and so your expenses and revenues by nature I'm not going to balance and it's going to show the difference as that payment that Oda must submit to you in order for your expenses and revenues to balance and me--it so when you see a number pop up here at the end you know prior to submitting your invoice and it's you know this red number and it doesn't say zero this actually contradicts our instruction document our instruction document says it should say zero but that needs to be updated so do not worry about that and we will get that instruction document updated to reflect the accurate on procedure here so we'll come back to this after we get some numbers enter so I can show you exactly what I'm referencing here so that is it for the project information tab so if you have any questions on this tab feel free to ask it I know it's pretty straightforward if you think of anything later and don't hesitate to ask but if there are none and I'm hearing none there are none right now I did want to mention for the people that joined a little later that in the handout pod there are some handouts that you can download that were loaded in there for you and if you do have questions please just put them in the question pod we're more than happy to read those off and have Macey respond to them for you yes we can kind of walk through the process here and what you're gonna need to do okay so as you can see populated information into this tab for me based on what I entered in the project information tab so again that's why it's important to double check on information make sure it's accurate it's essentially gonna be a domino effect through the whole invoice if it is not so it's gonna pull my my grantee name my project number and my federal share and from me no additional effort required on your part so this is where earlier I was referencing the tan inverse blue cells makes me got a question it's from Marcia and she like would like to know where do you enter the state share okay share you are going to put it in the invoicing process we consider that to be non-federal you are going to enter and I'm talking about making your project totals balance we don't have a separate state share line here as you can see now in terms of your revenues that's where you're going to capture that separation so we have three assistants here in your revenues where you can actually capture the state to your other local revenue streams so in terms of actually having your project totals that populate through and click it with your local because in that case we consider it kind of a non-federal source but in your actual invoice itself capture it separately does that answer your question Marsha Marsha's not responding right this second but I'm sure she'll let us know if that answered her question I said yes thank you okay cool okay versus blue cells so this is the first time in the document where you are going to come into a situation where you have both here so as I mentioned before 10 represents fields that you only enter at the beginning of the invoicing process these are not fields that you will have to change or update every quarter unless something changes which will talk about the blue cells do represent the fields that have to be updated every quarter okay so you see so you know C through F Row 4 represents the report period cover so this this difference then for PA cover in the project information tab because this is actually related to the period of time that covers the expenses and revenues that are included in this invoice submission so what does that mean so if you are submitting Quarter 1 expenses to o die then you're going to want to make sure that this day in this cell represents the period that was covered under Quarter 1 so Quarter 1 is January through March ok so you're gonna find that in the drop-down and we're obviously in calendar year 2020 s you're gonna want to make sure that date represents the current year and that is what you're going to enter here in that cell this is important because when we are reviewing your invoice and we are approving it the division of Finance which ultimately disperses your payment and to have supporting documentation for that disbursement must see the period for which that payment relates to and so this part of the invoice when we print and we provided our supporting documentation verifies those dates that were entering on the payment documentation and so it's important that this is updated with each submission so that that is consistent and accurate so just to kind of take it a step further to really kind of explain a little bit further let's assume that you have now submitted quarter one and you're in quarter two and you're going to be submitting quarter - what do you do with this state you want quarter two is obviously April to June and so when you come into here you are going to 1 to select January to June so you notice that it's not going to say April to June it's going to keep a year-to-date total because this invoice documentation so has that first quarter those first quarter on expenses and revenues on it so the invoice supporting documentation still represents two quarters even though payments been dispersed on the first one we want to make sure that this report period kind of keeps a year-to-date record of the period that the expenses represented cover but let me know if you guys have any questions on that and what we're asking for you hear from you here I'm not such a back to full quarter one because that's why I may be focusing on in my demonstration are there any questions Victoria there or not okay so I'm gonna move on now if you think of anything don't hesitate to enter it into the question pod okay so this section this part of the invoice process has always caused a lot of confusion and questions so I'm going to focus on this annual budget section and I've explained what we are looking for here so back during the original application process without requesting your project budget from you as well as a budget narrative that explained essentially how you came up with the estimates for each line item and what cost you intended to include on your in place and this was all a part of or not screening your project for eligibility for reimbursement and so process ultimately approved a budget for your project and so what we want what we're looking for here on this invoice is that you are basically recreating that approved budget in here so it's in your application project you said I have thirty thousand dollars of state CRS revenue and I have you know I'm gonna get you know $20,000 of 5310 mobility management operating assistance and then you know I have EMV fares and so on and so forth okay you said this in your project budget we want you that to be the same information that is put into this invoice you know some people have come into the invoice later and they just assigned their approved project total you know however the they see fit at that time and why we don't allow that to occur is because we have not vetted those expenses or that revenue the application process is really our opportunity to make sure that you're using eligible local matched sources with your revenue and that you are claiming eligible expenses and so if we allow you to just come in here and put a sign project amounts in line items that we have not reviewed we're really making ourselves vulnerable and you vulnerable to a situation where we come in and and perform an audit and we find that something didn't add up and now we're potentially in a payback situation and so when we're gonna when you submit this first our invoice the first thing we're going to do that you know budget on your revenues and do expenses matches the o dot approved budget from the application process from which your project was originally awarded so we've had people ask Moe you know we submitted the application budget seven months ago and things have changed and we we need to adapt our budget that's totally fine and we have a process for that we just ask that you contact us if that happens to be the case so that we can perform that budget revision and make sure our records capture that local revenue stream and the expenses that are now associated with your project that were not previously reviewed and so let's say you want to change your annual budget all you have to do is contact Kiera via email and let her know my original budget was this in this line item I would like to move it to this line item and for this reason and these are the costs associated it's essentially like a mini budget narrative from the application process this way Kiera knows and has on record the expenses that you intend to claim or the local match source that you intend to use to match the federal dollars and there doesn't have to be any question about whether or not that was eligible this is really important because we do not require you to submit the receipts and verify your costs through this invoice process you know it's we just don't have the resources in order to review an invoice at that level especially when you're talking about in some cases hundreds of thousands of dollars in grants and expenses and so because we do not require that level of verification prior to payment really at the mercy of that detail review in the beginning and the mutual understanding and agreement that you will not deviate from those agreed-upon expenses and revenues without prior notification and approval so we really rely on that budget revision process to make sure that we are not setting ourselves up or you up for a situation where upon more a more detailed review we find out that you know things were not done consistent with the requirements of the program and now we're in a situation where you're you know those costs were eligible and you have to now pay a lot back we don't want that you certainly don't want that so that's the process we've put in place so the annual budget field for revenues also exists on expenses you can see here and as I mentioned it needs to match the ODA approved budget that we awarded you through the application process so when it comes to actually entering your revenues you're just going to enter for that line-item what your revenues were for that quarter and I mean it's pretty straightforward I don't think many people are going to have questions on that but let's just say you had increased revenue here beyond what you imagined okay now you have a negative budget balance okay so obviously in the FTA programs you're not going to be able you can't profit right we're only going to reimburse you the difference between your expenses and your revenues and so if you really pour additional revenues on your expense or on your invoice above and beyond what you estimated it's probably just going to result in a reduced operating payment from us and as long as those revenues are consistent with the requirements for the local match source there really is no no issue here it's just something to bear in mind that we do expect you and it's it's a requirement of the uniform guidance that you do report all revenue associated with your transportation program and the grant so you're not just going to report enough revenue to draw down your fifty a grant you could but again when we audit you and if we find additional revenue that was not reported we're going to have to relate that to the federal payments we made and determine if we overpaid federal dollars that you are not actually eligible for so on this tab you know that were not as restrictive with you having more revenue than budgeted or anything like that we would just probably verify that that revenue is consistent with the nature of the revenue that you've described in your application but it's just kind of minor that ultimately when we make your payment it's only going to be the difference between your revenues and expenses so if you're expecting okay my my expenses were a hundred thousand dollars that means I'm gonna get $50,000 in federal money you know there's an added layer there of reconciliation we do the operating reconciliation tab that was something I wanted to point out here this tab is pretty straight forward you're just entering your revenues for that quarter you know and you know your revenues and things like that right please ask any questions in the chat pod well it's into this tab and I'm happy to attempt to answer them to the best I can questions yeah you must be don't here are no questions okay no questions this tab is it's pretty straightforward we rarely have issues on this job it's really how your flashing your annual budget so I don't anticipate too many questions but like I said do you think of a leader please go ahead and ask them so I will go ahead and move on to the expenses tab moving right along here so again it's going to what's each tab you see more information being populated so now you can see in this top section it requires no additional entry on your part everything has been populated at this point and informed by previous tabs so obviously the report period for your revenues for this particular invoice is going to be the same for your expenses so no need to duplicate so again same situation here on the expenses as the revenues you're going to want to enter the approved budget here on your annual budget for your expenses so whatever you said if you were going to claim vehicle operations salaries and you anticipated you know a hundred thousand dollars here or ten a hundred thousand dollars and since the time that you submitted your application you had drivers quit or you added drivers or this number is going to significantly change let's go ahead and reach out to here and let her know that you're gonna require some type of modification to your budget the thing to remember here is if you are going to be changing if you're gonna be moving money from one line item to another you still have to work within the constraints of your federal award you know there's not going to really be an opportunity for us to add additional federal after the award and so if you would need to take from one to add to another you know that's fine but that will have to occur within your budget if that's the route you need to go so it's just kind of something to to remember that in order for this to go up something must go down so once the whole annual budget is is updated you know you're gonna move into your your quarter total and you know the same for the revenues you're going to enter the the total cost of that line item for the quarter excuse me so you know if you had twenty thousand dollars worth of expenses in quarter one for vehicle operations you're just gonna enter that high-level total here we don't this process we don't have you know a huge breakdown process where we're collecting timesheets and things like that a warning is just because we do not request that information through the invoicing process itself we will complete a technical assistance review on the 5310 providers who receive operating and/or capitalized maintenance and during that technical assistance review there is a financial review component and very not process we will be pulling those detailed records we will be pulling all of that supporting documentation that you used to ultimately complete your invoice and we will verify that all of that information is consistent with the turtles that you have been entering into your employees and so that's kind of our process for ensuring eligibility during our reimbursement that's kind of a two-part one during the application period when you're doing your budget narrative and explaining your estimates that's a super important part but then on the follow-up through the technical assistance review and actually performing that detailed audit essentially of your program related expenses so I just want you guys to be aware of that and what we do with that the other thing that we require and this is going to you know we can send additional information to those of you who have never done this process before we do have a kind of a write-up on this we require a project cost report the project cost report is an old term I don't know of many cost accounting systems that have that report function in them it's something that we have dubbed this documentation that we require but essentially what the project cost report requirement is is where at the end of the year was your fourth-quarter invoice you will submit something like your profit and loss statements you know that kind of ledger that shows those balances in your cost accounting system so that we can compare them against the final invoice to make sure that everything reconciles so you know if your account system has different codes than what our invoice says then that's where you know you're gonna have to have that crosswalk that shows this code for us is this code for you these are the costs that we claimed here and it's all gonna match up the condition of this award you guys did submit the 2 CFR 200 guidance documentation through the application process so that's where all of that hard work and blood sweat and tears comes into play here you know through that process we asked for that crosswalk of your accounting system to our program and so you know that's essentially where all of that work will be utilized in order to ensure that you have captured your cost consistently and accurately we do this in the fourth quarter because we do it prior to final payment that way if there's anything that doesn't add up you can still reconcile that in your system resubmit and make sure that that for that we dispersed is going to be eligible and accurate so that's something that you should expect at the end of the year and like I said if you do not know what the PCR process is here I can send that information out to you and we can make sure that you understand what we're going to be requesting now that way if you need to make any modifications to your cost accounting system or processes in order to comply with that requirement we can be proactive instead of reactive in the fourth quarter it has been the case in some instances and it's not it's not a pretty process so we want to make sure that we're set and you guys have to be successful now and getting these payments process and not the door quickly and timely so I've had several questions on people ask questions on you know where do I claim this type of expense you know it's far between I think for the most part a lot of people know how to categorize their expenses the invoice process you guys aware of some document or documents you can reference in the position where you're trying to determine allowability and you can always reach out to us you can always reach out and ask specifics when in doubt always ask we're happy to make that call classify your document earlier and your expenses in order to be compliant but if you want to take a proactive approach and you want to research yourself I want to make you aware of the uniform system of accounts document also known as the uso a so that document is on the FCA website they also uploaded it into the handout section of the webinar so you can download it from there as well so one disclaimer is that just later 2018 they did update the uniform system I'm sorry I'm telecommuting things too Cove in nineteen so my dogs are here with me if you get a road burn I sincerely apologize so they did a document in federal fiscal year eighteen and it's located at the same in the same area on FCA website the main difference between the two us aways if it's simply how they classified the codes and the line items so Excel invoice you see this 501 oh one and then you see these different numbers here they've changed that classification and new us away so our invoice template is not a one-to-one relation to the new USO a we still have to go through that process of updating ours to reflect the new USO a that's something we're going to be doing for calendar year 2021 so what we've provided to you is the uso a document that existed prior to the update that still references this line item codes that we do this so it's a little bit easier for you to attributed those costs and expenses there wasn't really much change content wise so if you're referencing this version of the US away you know you're not gonna run into a situation where that was comfortable in this version was not carried forces its forward to the new version it's not gonna be you know a track for you there so anyways with us away really kind of speaks specifically to FTA programs so the 2 CFR 200 uniform guidance that we oftentimes reference that's more high level you know office of budget management requirements for all federal programs it's not super specific to FTA programs and so the u.s. aways kind of bridges that gap gap for you and understanding how they expect those related expenses to be classified you know the uniform guidance is really important for you to understand for you to know you know what is direct versus indirect costs you know the USO a makes a lot of assumptions that you understand that foundational guidance and when it kind of builds on it so you know one thing I wanted to touch on was things like administrative salaries you know for someone who's like your executive director you know if you're someone like a senior center community action or you know an organization where transportation is just one component of what you do then you might have certain staff members who are also involved in your residential program or other programs non transportation related and only a portion of their time is spent in transportation so while the u.s. away will tell you okay so for individuals to work on this part of the transportation program will be claimed here it doesn't tell you oh but make sure you have an approved cost allocation plan right so that's where the uniform guidance comes in that's where our 2 CFR 200 gardens documentation process comes in is really making sure that you have everything in place prior to this point so make sure that does cost you're gonna be cleaning are eligible so you know that's just a word of caution to you I am bringing up the USO age as kind of explaining the FTA related program costs you know I'm just gonna search here okay cool don't way to cooperate with me you know it kind of gives you like different expense functions and things like that that you can you kind of know at a high level how they classified vehicle operations and revenue or vehicle operations and things like that so then you can look at that section and know okay so for example administration and support and/or vehicle operations it gives you a summary what these activities include and then it kind of gives you all of those different line items operators salaries and wages fringe benefits management service fees which all relate back to our invoice here operate your salaries and wages other salaries and wages spends benefits a one to one there they say what they say can be claimed they're classified their contributions to the project so I find the USO a really helpful oftentimes I'm referencing it when I get those specific questions about how to classify costs and sub-recipients so that you could reference it if you were kind of in a pension and wanted to make a determination but I wanted to kind of caution you on what the US only really is and it doesn't replace uniform guidance and that the super circular and in all those requirements of allocating costs and things like that so just you know if you're in doubt about that and if you have the right things in place in order to claim certain things please reach out and we can work with our office of external audits and make sure you're set up and and ready to go and that there's not going to be any issues during that technical assistance of you when we're performing that more detailed review of how you claimed costs do you know in the beginning when I was talking about the the nature of this webinar and what we're going to be discussing you know I I mentioned this we've kind of component of the invoicing process and if you really want to get any of that you know it's kind of outside the scope of this webinar but I'm happy to coordinate that with office of external audits and and other individuals who represent our main point of contact in that process as well so if that's something you're interested in please feel free to put in the questions pond reach out to your army and we can certainly try to accommodate that but additionally if you have more questions on that you can also enter them in the question pod and we can make sure to follow up with you in the question and answer document we can get some responses immediately on some of those pressing things if they're kind of outside of my purview so with that said that crash course therefore you can come back to this actual invoice process itself and going through how to complete this so assumption you know how to classify your your expenses and things like that into this invoicing process itself let's say you're kind of coming through here and you have your your annual budget and you're putting in different things right that was that's an excessive over budget so here is where the budget revision process comes into play so the new they submit your invoices to ODOT we are going to immediately look to see if you have any maybe of budget balances okay that's one of the first steps we take just kind of looking to our our process here because if we see a negative budget balance we're going to be coming back to you before we proceed to any other steps because means that you have expenses here in this line item that o da did not review during that application process now it could be a situation where it's the same exact expenses that you detailed in your in your narrative there's nothing that changes in the nature of the expenses it's you underestimated them that's totally fine that could be the case nine times out of ten but it's still us documenting that it's still us coming to an agreement on that that that's what's occurring so even if that is the case and no we're not saying yeah totally you can you can claim all those costs you don't need to revise $40,000 number to remove any ineligible costs you still have the issue that your budget is out of balance and you're still going to have to make this line item whole by taking from another one okay so you're still going to have to tell Oh God so I need to move $10,000 from vehicle operations to from other sides and wages to my friend benefits okay and you're then saying it that simply it's it's pretty informal you know Kia's gonna save that communication and we're gonna put it in your project file but it doesn't need to be the super involved performance with all this information in this whole this whole process we really do care about that bottom line more than the estate tax stuff but again we would have verified costs are eligible and then we want to make sure that there's no but negative bunch of balances so that's just an email again like I said to Kiera with you know what good what the additional costs are and then we're how you intend to balance your budget and so I mentioned earlier how these tan cells ourselves that you only have to update once at the beginning of the invoice period process unless you run into this situation so once again comes back to you and says yes Marsha I approve the budget change you're then gonna have to actually update your annual budget figures to then reflect that that new approved budget Ramona you know that essentially Trump's your your originally approved budget so now we want all invoices moving forward to reflect that new approved Agathe because that essentially becomes our are not our new record so that's an important step to do so getting the getting the approval as an important step but you have to take it one step further and then make sure that your invoice itself has been updated to accurately reflect that information okay so you know down here I'm just saying this is a really super program and are super small program that's really simple you just want to pay go drivers their salary and fringe I'm not going to get too involved in all the other stuff but you know you see at the bottom you have expenses that are one hundred and thirty thousand dollars okay your revenues are only sixty well that's a bad thing so you're actually sorry I was totally referencing the wrong cell here your revenues for quarter one this is what we're looking at is forty your expenses are sixty I should mention this is important in the annual budget column itself you write your revenues at the total the total revenues to match your total expenses you want your budgets to balance between revenues expenses at the beginning you know if they don't then that's a problem so that's something to check as well but what we're focusing on here is the the quarter so you have sixty thousand dollars in expenses but only forty thousand dollars in revenue so we're going to go into the reconciliation page so I can kind of explain now how your payment is calculated so before I go into that I want to take a breath because I'm going to talk a lot and hardly let anybody get a word in I want to make sure that you know people those questions are going to answer it so are there any questions so far just had one come in it's from Marsha says are there any provisions for the need to track additional cost incurred due to the corona virus okay so that's a good question okay so put together and FAQ on public transportation in covin 19 so is going to be dispersing that information to our 5310 providers today so you should be getting that update thank you we talked about this but I'm going to go ahead and take this moment to explain that a little bit more so FTA on march 13th made an announcement that their emergency relief program would now be expanded to include activities associated with responding to Kovan 19 this expansion applies to states where there has been a state of emergency declared in Ohio governor DeWine declared a state of emergency on March 9th 2020 which now means that programs that are FTA related that are now shifting their focus to respond to kovin makovan 19 pandemic can now fall under this emergency relief program now there has been some questions with no answers from FDA on whether or not 53:10 falls under that umbrella from their FAQ they specifically referenced 5307 which is the urban public transit program and 5311 which is the rural public transit program they do not mention 5310 however other guidance references FTA formula programs for which these 10 because apply and so there is some inconsistent guidance there and so we're still trying to get clarification on that but when talking with FTA yesterday you know I was told that at this point because this is a quickly evolving situation because FTA doesn't want to represent a barrier and people being able to be flexible and adjust to the needs of their community in a timely fashion really are leaning on state and local officials to make decisions on how to utilize their transportation services to meet the need and in Ohio we have certain counties that do not have any public trans at all and that's what we're going to be relying on 5310 providers potentially provide those essential services and so in Ohio we have decided that we want to include 53:10 providers who receive operating under the umbrella of the emergency relief program super long-winded way of me saying Marsha if you are someone who is utilizing your 5310 operating grant to respond to the Cova 19 emergency you we are going to allow you to claim those costs under that program so what does that mean emergency relief program when that is enacted operating and capital costs reimbursed at 80 percent of federal instead of fifty fifty for operating for example so then what you need to do is you need to reach out to Cara and let her know that your agency is directly involved in responding to call that 19 pandemic and we're going to have a separate operating template we've already created it that you're going to use to record your costs during the pandemic which means it starts with March 9th everything from January 1st to March 9th must be claimed under this you know formulas 5310 traditional 50/50 project and voice okay so make sure you're recording those costs here they're not gonna fall under that program but from March 9th on if you have expenses we're going to ask you to record them in this invoice that represents that 80/20 split it keeps things separately so that when this is all settled and FDA comes back and they're asking us for how we responded we have that separate documentation that we can pull out and give to them that kind of shows what was done additionally there's gonna probably be some requirements that come out on that side where we're gonna have to modify our federal grants with FTA so represent those projects and costs that were directly related to the emergency relief program so we want to make sure there is a clear separation for that process as well so the good news is Marcia that that invoice template is pretty much the same as this one so what I'm training you wanted a how to complete it it's going to be the same for that so you're not gonna have that kind of having to get familiar with a new process we're trying to keep it as seamless as possible for you guys you know because we know how busy you are I mean you're on the front lines here we don't want to represent additional time spent on our end with anything we implement so the biggest distinction for that is where that cut off caught on point is clear costs and again in order for us to classify those costs under this new program we want I want you to reach out to Kiera and extend document how you are responding to Co vat19 and that you feel you fit under this this emergency relief program and then we can have that honor or not in our files to support the decision to loop the 53:10 provider and under that there's not there guy yeah Marsha added in that they have a separate pandemic cost Center to their chart of accounts to track all the cost clearly and she said thank you and that she would follow back up with Kiera okay that's great and that's a that's a best practice for sure for anyone listening you know federal guidance has made it very clear that states cannot dictate to you how to set up your cost accounting system and how you ultimately come up with your costs for your invoice the only requirement is that it's done on an accrual basis so you know if some of you are working for county governments and their cash basis the onus is on you to convert that to accrual and make sure that's how you're important to us well we're not gonna dictate to you that you have to have a separate separate pandemic call center I mean that is an excellent best practice that I would encourage anyone that intends to come in for that funding because any subject to audit just the same and so when we come back in and we say okay you claim these costs show me it's going to be much easier for you I mean is something to consider okay anything else relative to this portion of the invoice there isn't anything else in the question pod okay cool this reconciliation tab here and do my best here to explain it I know it's it's a lot of stuff so the entire firm is populated and calculated there is no input fields on your end in this tab itself this tab is certainly taking information from other other tabs okay so on this time again it pulls it in your name project number of an ocean the report period coverage for this specific reconciliation page so you'll see it pulls in the first quarter report period not your entire contract performance period and then it has what is the maximum eligible federal assistance so this is where you're going to see here because that is the participation rate of FTA for operating costs under normal circumstances right so this is why we had this create a separate template for that operating project under the emergency relief program because everything is going to be calculated differently and so that's another reason we're going to request that you submit those documents that information separately to because it is a completely different so what you're gonna find on this reconciliation page is ultimately your payment from ODOT right so this proves in your total eligible operating expenses so you see the $60,000 here if you recall at the bottom here on your expenses tab it says util it calculates that toilet the total expenses for the quarter so that should match up here right I would love to say that we are immune to issues in our templates we are not we high this happened before so you know if you're if something's really weird and it's just not adding up feel free to reach out to us we can investigate maybe something's happened in your version and all that so I want to make sure I go through this with you guys so you guys can kind of identify some of those red flags if something's not adding up I know this has been a point of confusion for a lot of people so so first and foremost it's going to pull in those total operating expenses so next you're gonna see farebox revenue and charter service revenue okay this is federal regulation here debacle your revenues for which I did not enter any fare box here so let's say that you have fares $5,000 it's gonna pull that in okay so it is federally required that we determine your net eligible operating by taking your total operating expenses then subtracting out fare box and subtracting out charter service revenue and that gives us ultimately your net eligible which that 50% calculation applies to so this has been confusing for people in the past so if they had fares you know they were anticipating oh I'm an a at $20,000 which before I had those favors in there is what that this cell read but the second that I put those fears in there it's a facade and ultimately change what you were eligible for so nice perspective you know this is federal assistance right so they expect locals to invest in their transits and so once that in mind they're saying you know that fare box revenue that local contribution in that way you know we're gonna take that off the top okay a lot of people have taken exception that they don't really agree with the mindset but that is what it is this is a requirement and so that's why that happens that's just something to bear in mind so turn your service revenue against this is a revenue function back here you're not going to you're not going to run into this in 5310 but I am just for the sake of it going to touch on it quickly so charter service is you know for example if you don't operate on Saturdays for example and you have a local staff that wants you to shuttle people from a remote parking lot to the fairground this is not open to general public this is outside of your service area when you're charging them a premium sale and it's not doing your regular hours of service considers this to be charter they're hiring these ends performance they have internal regulations around this because we don't want organizations who are benefitting from public dollars to in their private business and so they have put tons of regulations around charter but the good news 53:10 providers is that there is an exclusion for you provided that what you're doing is related to the program goals so in a lot of cases 5310 providers are doing this all the time you know they're shuttling people from senior centers to you know eight and outing somewhere but the fortunate thing is that trip that service directly relates to the program goals which is an enhanced mobility for seniors and individuals with disabilities so pretty much in every case our 5310 providers fall under that exclusion and not gonna have charter revenue but I want to explain to you that charter process because if you feel like you are doing something like that and it's not related to seniors or individuals with disabilities please reach out to Camaro to make sure that you're not doing anything inconsistent with our requirements but I think for the most part you're gonna be safe here and this should most often than not say zero okay so it's gonna take your eligible operating cost - their box - Charter and you're gonna get your net operating expenses which now equals fifty five thousand because I added those stairs in to demonstrate so what this next calculation does is it takes half of what your net eligible is because that's the reimbursement rate from FTA so now who's gonna give us okay so your maximum eligibility is twenty seven thousand five hundred dollars so this is where your revenues come in okay because remember your revenues didn't represent an equal 50/50 split okay your your revenues were three thousand dollars you know instead of thirty so because you have that additional revenue you're not going to recover that entire maximum eligible federal assistance so you know when you see down here Oh your payment's going to be fifteen thousand why am I not getting the twenty seven because it's going to capture that and then it's going to relate that back to your expenses as well additionally it's now the thing once we get through that whole process of getting their net eligible and then considering your local revenues which was five thousand now the form is going to look at the state and federal that you've received to date well I mentioned or I put in my revenues that you had received forty thousand dollars in state operating assets so that's when this reconciliation rules it in and so what this ultimately how this ultimately calculates is your expenses eligible for reimbursement and then minus all the assistance that you received today that's ultimately how we determine what your payment will be for the quarter so in this case in order to make your expenses in your revenues match you would need to receive $15,000 from your federal 5310 grant to make you whole and so that is what we are gonna put in or that's what we're gonna issue to you sorry so then this down here is going to keep track of your contract balance so if you remember back on our project information tab we put our contract balance here now you'll notice that the operating reconciliation only considers that federal portion of your contract not your total because what we want to know is what is the balance of your federal reimbursement because this reconciliation page is going to take that into consideration each quarter because ultimately it's going to tell this reconciliation form okay so you're either going to pay them what they're eligible for or you're gonna pay them their contract balance whichever is less so you could come into a situation where you have incurred costs and are eligible for more federal than you have available in your contract and those reconciliation page is going to tell us to just pay your contract balance because that's all we have remaining in the project so that's where this section kind of play then to this ultimate calculation so that's some of the stuff that you should be looking for here when this is populating for you you know if something seems off you know just kind of understanding how this is how this is calculating so that you if you do have a concern you know it's founded and you can reach out to us to make sure that you're not getting shorted or overpaid or anything like that this is this is significantly condensed from our previous versions we wrote this out last year and we did not run into too much confusion or issues I think the biggest confusion we had was around that farebox revenue not realizing that that was essentially taken off the top I think everything else for the most part people were pretty understanding of how how it was working so once you have completed every tab of your invoice and everything was accurate to your knowledge it's looking good what you're gonna do as you are going to sign this reconciliation tab here so this signature you're gonna have to you're gonna have one for the person who completed the invoice in some cases it may be the same person but we want to know who ultimately completed this invoice it they're gonna sign them they're in a dating a mention I just wanted to mention that you have about 15 minutes left on the scheduled with everybody Thanks thank you very much I'm happy to report that I'm actually on time this time this is rare for me so next you're going to get the signature the official so this signature must match the name of the individual or the position if that's what you were left to do that was identified in the authorizing resolution admitted in your application for this award so back in the application process we requested that authorizing resolution and we verify that the individual named by the governing body is ultimately who is signing these invoices and if it was not we will send it back we won't accept it because that makes us liable at that point where we only accept correspondence like this contract signatures invoices things like that we only accept it from the authorized official so that's important to know because in some cases that might be some County Commissioners who or so the administrator who's not involved in your program at all and now they're signing invoices so that's just something to consider in that process so they're also gonna date it once those signatures are then completed you're then going to scan it in and you're going to submit it with this excel document with the workbook and we run it in Excel you know as it's been completed because we want to know let's circle back real quick so now you can see on this project information tab it tells you what that payments going to be to so if you wouldn't like a quick like okay this thing is just horrible and I have no idea I just want to know what they're giving me you can go here and it's going to tell you to so I did mention we did circle back on that so we want this whole Excel document so that we can really go through and if we need to look at anything you know we have access to it so we don't want this in a PDF or anything like that just this signed version of the operating reconciliation once you submit the Excel document to us and the signed reconciliation we will proceed with our invoice review process and it is an internal ODOT policy that we only have five business days to completely turn around a good end place so what does it mean to have a good invoice that means the the version the date of the invoice submission that is we accepted okay so if you submit it invoice to us but we have to send it back because you have a negative budget balance the clock doesn't start ticking yet the top starts ticking once you submit that invoice to us that is ultimately approved so Kiara only has five days to review it approve it and send it through our internal ODOT process and get it up to finance for your payment and so I want to mention that to you guys because I want you to know the turnaround time on this so that if it's exceeding it you know you can reach out to me and let me know because that's not consistent with our policy once so the process has peer reviews it we do an internal approval with myself and our administrator check Dyer and then we submit it to the Division of Finance and they're separate from the office of transit that function that ultimately gets a disbursement out to you defines everything in the old system runs through that approval process with OPM does all that you know behind the scenes stuff for you they have they turn around transits invoices and one business day so once they and put those in those payments into oaks then they can take a little bit of time to get you depending on the message that you have whether it be electronic funds transfer which is a little bit more instantaneous or if you if you have it set up to be a check fax take a little bit longer but whenever we approve this payment for you you will receive from us a description of payment which tells you the date that it was submitted to finance it tells you the what the grant is the amount that we approved and all that and so you'll be a email and then you'll know okay I have a payment coming to me and on that description of payment we say 10 to 14 business days from that to really give ourselves enough time for that process of the transfer of your funds to you but I kind of wouldn't explain that process to you guys so you know what's realistic and what might signify an issue and when to reach out mmm and so I hope that you know through this year we meet your expectations and everybody is getting their payments in a timely manner but you know you guys have some responsibility in that and making sure that that invoice submitted the first time is accurate and payable and that's really gonna help that turnaround time so you know I hope that this training has been informative for you I hope it sets you up to be successful so that your first submission is the good submission and that way we can get your payments done really quickly and keep you guys moving so that's pretty much the extent of this training but if you have any questions please feel free to enter them in the question pod it looks like we have about ten minutes remaining and you still definitely take those questions as Macy said Amamiya read those off to her I know Marcia's found the question but but anybody else has questions please feel free to put them in some