Establishing secure connection…Loading editor…Preparing document…

Ohio DBE Annual Affidavit Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

DISADVANTAGED BUSINESS ENTERPRISE PROGRAM
ANNUAL AFFIDAVIT

The purpose of the annual affidavit is to identify owner or company changes that may affect DBE certification. This information is required to maintain or renew DBE certification.

Contents:

Section 1, Company Information

Section 2, Annual Affidavit Questions

Section 3, Company Owners and Representatives

Section 4, Certification Information

Section 5, Supporting Documents Checklist

To complete this document:

1. Enter the Company Information in section 1.

2. Check the Yes/No boxes for section 2, Annual Affidavit Questions. Where required, provide details.

3. Provide supporting documents as required in section 3, Supporting Documents Checklist.

4. Sign the Affidavit in the back of the document and have it notarized.

5. Submit the entire document with supporting documents to your certifying agent by the due date.

SECTION 1: COMPANY INFORMATION

Annual Affidavit for DBE Certification

1. Legal name of business

2. Other names used by business

3. Website (if have one)

4. Federal tax ID

5. Company phone #

6. Other phone #

7. Company fax #

8. E-mail communications

9. County (only if an Ohio company)

10. Street address of company (No P.O. box)

11. Mailing address of company (if different)

SECTION 2: ANNUAL AFFIDAVIT QUESTIONS

1. Has the ownership, management, or control of the company changed in any way in the past year?

If Yes, please use section 3, the Company Owners and Representatives form, to indicate modifications.

2. Have there been any investments or contributions of capital in the company over the past year?

If Yes, please provide details under the Asset Transfers heading in section 4C.

3. Has the company or any of its owners, board members, officers, or management been denied certification, denied re-certification, or been decertified as a DBE in the past year?

If Yes, please provide details on the denial or decertification in section 4A.

4. Has the company purchased or liquidated any real estate or facilities including office and/or storage space in the past year?

If Yes, please list those things that have been acquired or liquidated in section 4C.

5. Has the company purchased or liquidated any equipment or vehicles in the past year?

If Yes, please list those things that have been acquired or liquidated in section 4C.

6. Has the company or individual owners entered into any new loans, notes payable, promissory notes, etc. in the past year?

If Yes, please use the Loan Information heading in section 4C to list them.

7. Has the company or individuals within the company acquired new (or lost) licenses and/or permits in the past year?

If Yes, please list details about those that have been acquired or lost in section 4D.

8. Have the areas of work performed by the company changed in the past year?

If Yes, please use section 4B, Types of Work, to list those areas that are new or are no longer applicable. Be as descriptive as possible.

9. Please record the company’s annual gross receipts for the most recent fiscal year.

10. Please make sure to record a Personal Net Worth statement for each owner in the company for the most recent tax year.

SECTION 3: COMPANY OWNERS AND REPRESENTATIVES

Instructions: Complete this section for any new company owner, any new officer or member of the board of directors, or any new employee with significant responsibilities as listed in section B.

A. General Information (Company Owner or Representative)

Role

Title

Gender

Ethnic group membership

Salary

Other

Phone #

Is this owner or representative the company contact?

Enable online account?

B. Responsibilities (Company Owner or Representative)

Check all that apply:

Is the employee an officer of the company?

Is the employee a member of the board of directors?

Please list any businesses this individual owns or works for that have relationships with this company:

Business Name Relationship Title Function

Please list any management or supervisory roles this individual has in other businesses:

Business Name Title Function

C. Personal Information (Company Owner)

Married status

U.S. citizen?

If No, legal permanent resident?

Has any trust been created for the benefit of this disadvantaged owner?

Please list all investments made to acquire current ownership stake in the company:

Date Ownership % # of Shares Share Class Investment

Do any of your immediate family members own or manage another company?

If Yes, then list (use additional space if needed):

Name Relationship Company Type of Business Own or Manage?

D. Personal Net Worth Statement

SECTION 4: CERTIFICATION INFORMATION

A. Prior/Other Certifications, Applications, and Privileges

Is your company currently certified as a DBE in its home state?

If Yes, has your company’s state UCP conducted an on-site visit?

B. Type of Work

C. Equipment, Vehicles and Facilities

Equipment

Type of EquipmentMake/ModelCurrent ValueOwned or Leased?

Vehicles

Type of VehicleMake/ModelCurrent ValueOwned or Leased?

Office space

Street AddressOwned or Leased?Current Value of Property or Lease

Storage space

Street AddressOwned or Leased?Current Value of Property or Lease

Loan Information

Asset Transfers

Contribution/AssetDollar ValueFrom Whom TransferredTo Whom TransferredRelationshipDate of Transfer

D. Licenses and Permits

License/permit holderStateExpiration dateName/Type of License/PermitLicense/Permit number

SECTION 5: SUPPORTING DOCUMENTS CHECKLIST

In order to complete your annual affidavit for DBE certification, you must attach copies of all of the following documents as they apply to you and your company.

Additional document types:

AFFIDAVIT

The business named in this document agrees to abide by the requirements of the DBE Program and to notify the Ohio Department of Transportation of any changes as required.

I recognize and accept the statements above governing the consideration of this affidavit and the maintenance of my business’ certified status.

On this day of before me appeared

to me personally known, who, being duly sworn, did execute the foregoing affidavit.

Enter text✕

What the Ohio DBE Annual Affidavit Form Is

The Ohio DBE Annual Affidavit Form is a yearly declaration used to confirm that a certified Disadvantaged Business Enterprise continues to meet program eligibility criteria. It compiles ownership, control, and financial information; records changes since initial certification; and supplies attachments that document ongoing status. State and federal transportation programs commonly require this affidavit to maintain DBE certification and eligibility for set-aside contracting opportunities, while auditors use it to verify compliance with 49 CFR Part 26 program standards.

Why the Annual Affidavit Matters for DBE Certification

Completing the Ohio DBE Annual Affidavit Form preserves certification, supports eligibility for federally funded contracts, and demonstrates transparency to prime contractors and oversight agencies.

Why the Annual Affidavit Matters for DBE Certification

Who Completes and Relies on the Affidavit

The affidavit is completed by the DBE business owner or an authorized company officer and reviewed by state or local DBE program staff before acceptance.

  • DBE business owners and officers who control daily operations and submit attestations.
  • Prime contractors that verify subcontractor DBE status for contract compliance and reporting.
  • State and local DBE program administrators who review, renew, and audit certifications.

Recipients include prime contractors, subcontractors verifying subcontracting plans, and agency compliance officers who monitor program integrity and track participation.

Representative Signing Parties

DBE Owner

A majority-owner or managing member who has authority to attest to ownership, control, and business operations; responsible for signing, supplying supporting documents, and answering follow-up queries from the certifying agency.

Program Officer

A state or local DBE program representative who reviews the affidavit for completeness, requests additional evidence when needed, and records the renewal or compliance action in the program database.

Required Data Elements on the Form

Business Name: Legal trade name
Tax ID / EIN: Federal EIN or SSN for sole proprietors
Ownership Percent: Percentage held by disadvantaged owners
Control Details: Officer roles and decision authority
Financial Records: Recent tax returns or balance sheets
Signature & Date: Signed attestation and execution date

Consequences of Incorrect or Missing Information

Decertification: Loss of DBE status
Contract Forfeiture: Ineligibility for set-aside awards
Financial Penalties: Fines or recovery actions
Withholding: Payments delayed or withheld
Audit Findings: Increased oversight and audits
Legal Liability: Potential false statement exposure

Common Pitfalls to Avoid

  • Submitting outdated ownership or address details that do not match government IDs or tax records, which often triggers follow-up verification requests.
  • Forgetting to attach required supporting documents such as recent tax returns, corporate formation documents, or proof of disadvantaged status that substantiate assertions on the affidavit.
  • Using inconsistent signatures or signer names — initials, abbreviated names, or different ordering can delay acceptance and require corrective affidavits.
  • Failing to notarize when the agency requires a notarized affidavit, which commonly results in outright rejection of the submission.

Step-by-Step: Completing the Ohio DBE Annual Affidavit Form

Follow these sequential steps to complete the affidavit accurately and reduce processing delays.

  • 01
    Gather Documents: Collect EIN, tax returns, formation papers, and any ownership documents.
  • 02
    Complete Sections: Enter legal names, ownership percentages, and control descriptions clearly.
  • 03
    Sign and Date: Have an authorized owner sign; notarize if required.
  • 04
    Submit to Agency: Send to the certifying office via stated filing method with attachments.

How the Affidavit Submission Process Flows

Understand the typical processing path from completion through review to final determination.

  • Preparation: Applicant completes form and compiles supporting files.
  • Submission: Form delivered to DBE office by email or portal.
  • Review: Program staff verify facts and request clarifications.
  • Outcome: Certification renewed, conditionally renewed, or flagged for decertification.

Core Sections to Expect on the Form

The affidavit typically arranges information into discrete sections to make review straightforward and to match program auditing needs.

Identification

Business legal name, DBE certification number, mailing and physical addresses, and contact information for the authorized signatory.

Ownership

Detailed listing of owners, ownership percentages, disadvantaged owner status, and citizenship or residency where applicable.

Control & Management

Descriptions of who exercises decision-making authority, officer titles, and a summary of daily operational control.

Financial Information

Annual revenue figures, recent tax returns, bank statements, and any documents supporting reported income or assets.

Business History

Narrative of business formation, major contracts, and material changes since the prior certification period.

Attachments

Signed and dated supporting exhibits such as formation documents, proof of disadvantaged status, and notarized affidavits when requested.

Practical Tips for an Accurate Affidavit

Adopt consistent filing habits and internal checks to minimize errors and speed review.

Use consistent legal names
Enter business and owner names exactly as they appear on formation documents and tax records to avoid identity mismatches during verification.
Attach labeled exhibits
Provide clearly labeled attachments referenced in the affidavit; include page numbers and a document index to simplify auditor review.
Confirm signer authority
Ensure the person who signs is an authorized officer or owner; attach board resolutions or operating agreements when authority is in question.
Keep copies
Maintain a complete copy of the submitted affidavit and attachments in a central repository for audits and future renewals.

Key Timing and Processing Expectations

Understand typical deadlines and how long processing may take so you can plan submissions and respond to agency requests.

Annual Filing Deadline:

Submit on the anniversary of certification or by the date specified by the certifying agency.

Processing Time:

Allow several weeks for review; some agencies report 2–8 week turnaround.

Request Response Window:

Respond to agency requests promptly; missing deadlines can delay or deny renewal.

Receipt Confirmation:

Obtain and retain confirmation of submission for audit trails.

Audit Follow-Up:

Keep documents available for potential audits for the retention period.

Common Digital Filing and Integration Considerations

Agencies accept submissions in different formats and through varied channels; confirm the accepted file types and authentication level before uploading.

  • File Formats: PDF, DOCX supported by most portals
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Authentication: Email or SMS OTP, optional KBA or MFA

Setting Up a Digital Submission Workflow

Configure a repeatable workflow that places required fields, enforces signer order, and captures an auditable certificate for each submission.

Field Configuration
Signer Authentication Email link or SMS code; stronger MFA where supported
Field Types Signature, Date, Initials, Attachments
Conditional Logic Show or hide fields based on prior responses
Notifications Automatic reminders and status updates

eSignature Vendor Pricing and Feature Snapshot

This comparison highlights starting prices and common feature differences relevant to filing and signing affidavits; confirm current plan details with each vendor before procurement.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Available on Premium tiers Available on some plans Available on some plans Available on some plans Available on some plans
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-World Examples of Annual Affidavit Use

These short case summaries illustrate how businesses and program offices handle annual DBE affidavit workflows in practice.

Optica Ventures LLC

A small subcontractor automates annual affidavit collection to reduce administrative burden and speed renewals.

  • The team uses standardized attachments and a single signer profile to ensure consistency.
  • The result: fewer follow-up requests during audits, faster renewals, and clearer records for primes vetting DBE participation.

Xerox (NetSuite Operations)

A large enterprise integrates affidavit intake with enterprise systems to centralize vendor compliance tracking.

  • Integration reduces duplicate data entry across accounts payable and compliance.
  • Consolidated records allowed program staff to reconcile submissions rapidly and provide documented proof of DBE status during project audits.

Frequently Asked Questions About the Ohio DBE Annual Affidavit Form

Answers to common queries about completion, signatures, notarization, and required attachments for the Ohio DBE Annual Affidavit Form.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users