Project Funding Access Database

Project Funding Database Assist county highway accountants in reconciling various state aid accounts in their highway costing system each and every month. Accounting for contracts payable to vendors Determining unearned revenue balances Additional features in this system will assist in year-end reporting for the county’s Annual Highway Report and county wide financials.

Monthly Processing The Monthly Processing Menu has six selections: Project Funding Menu – State Aid Payment Requests and DCP Payment Requests are entered in this section. Receivable reports in this section provide summarized and detailed information for receivables by funding or by project. Contracts Menu – Contract partials and finals are entered in this section. Contracts payable reports provide summarized and detailed information for each contract by contract number and project. Allotment Processing Menu – This section allows you to process Allotment entries. Monthly Reports Menu – Funding, Contract, and Revenue reports are available on this menu. Journal Entry Processing – This section provides Journal Entry printouts for the ACS, Costrite, or Generic Dual Entry Systems. Return to Main Menu – Select this option to return to the Main Menu. Monthly Processing

Project Funding Menu The Project Funding Menu has eight selections: Project Number Entry – Enter Project Numbers from this option. Project Funding Entry Menu – Enter Project Funding Entries from this menu, the amounts are based on the contract letting and final amounts. You must enter the Project Funding for ALL Projects, CP, SAP and SP types. Other Requests Menu – Enter State Aid Payment Requests “Other Costs” from this menu, requests would include Force, Project Development, Construction Engineering, Right of Way, and Utility Relocation. DCP or Bonding Payment Request Menu – Enter DCP and Bonding Payment requests from this menu, requests are based on the requested amounts from the State Aid DCP Payment Request Ledger for Partial and Final Requests. Special Agreements – Enter Federal and Bridge Bonding Special Agreement Requests from this menu, the requested amounts are based on special payment requests that are not processed through the normal State Aid request channels. Receipt/Overpayment Entry Menu – Enter all cash receipts and overpayments applied from this menu, receipt and overpayment applied entries are based on the State Aid Payment Document and the County Auditor’s EFT Record. Activate Pending Projects – Change projects from pending to active status. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing Menu Project Funding Menu

Contracts Menu The Contracts Menu has four selections: Enter Contract Numbers – Enter Contract Numbers from this menu option. Add Contract – Project Link – Link Contracts to Projects from this menu option. Contract Partials Menu – Enter Contract Partials and Finals from this menu. Return to Main Menu – Select this option to return to the Main Menu Contracts Menu

Allotment Processing Menu The Allotment Processing Menu has seven selections: Enter Annual Allotments – Enter annual allotments from the annual apportionment letter. Enter Allotment Receipts – Enter allotment payments for maintenance and bonding principal and interest. Enter Special Town Bridge Allotment Changes – Enter increase and decrease amounts for Special Town Bridge allocations. Enter Federal Fund Exchanges – Enter exchanges of Federal and State Aid Funds Federal Advance Repayment Menu – Enter repayment of State Aid Funds advanced on federal projects in lieu of Federal Funds. Enter Transfers /Account to Account Advances – Enter funding transfers or account to account advances between Regular and Municipal funds. Return to Main Menu – Select this option to return to the Main Menu. Allotment Processing Menu

Monthly Reports Menu The Monthly Reports Menu has seven selections: Project Funding Reports Menu – Project Funding reports are provided on this menu. Contract Reports Menu – Contracts Payable reports are provided on this menu. Allotment Reports Menu – Print/view monthly allotment and deferred revenue reports. Revenue Reports Menu – Monthly revenue reports are provided on this menu. Management Reports Menu – Select this option to go to Management Reports Menu Return to Monthly Processing Menu – Select this option to return to the Monthly Processing Menu. Return to Main Menu – Select this option to return to the Main Menu. Monthly Reports Menu

Journal Entry Processing Menu Journal Entry Processing Menu has six selections: Monthly Journal Entries – This option will produce an adjustment batch entry form for the month selected. Monthly Receipt Entries – This option will produce a receipt batch entry form for the month selected. Monthly Revenue Entries (Optional) – This option will produce an adjustment batch entry form for the current month’s revenue. You have the option to recognize revenues monthly or annually. Annual Revenue Entries (Optional) – This option will produce an adjustment batch entry form for the current year’s revenue. You have the option to recognize revenues monthly or annually. Return to Monthly Processing Menu – Select this option to return to the Monthly Processing Menu. Journal Entry Processing Menu

Journal Entry Processing menu The system will generate data entry forms for the ACS, Costrite or Generic Costing Systems. You must provide the correct Costing System in the County Name Maintenance and Cost Accounts in the Cost – G/L Account Maintenance area of the system prior to running the options on this menu.

Monthly reports and reconciliation Special considerations: There may be a timing difference in transactions processed The SAAS Status Report is like a bank statement, outstanding transactions must be considered when reconciling A request may be posted to the database but has yet to be processed on the SAAS Status Report A disbursement may be posted to the SAAS Status Report but has yet to be receipted by the county Transfer between maintenance and construction at year-end and prior year Maintenance receivable at year-end and prior year SAAS Status Report does not consider prior year maintenance transfers and receivables until the Summary Highway Information is received and processed by State Aid Finance

Summary of State Aid Receivable by Funding Print/View Summary of State Aid Receivable by Funding

Sample - Summary of State Aid Receivable by Funding

Contracts Payable Print/View Contracts Payable

Sample - Contract Payable

Allotment Balance Report Print/View Allotment Balance Report

Sample - Allotment Balance Report

Unearned Revenue Balance Report Print/View Unearned Revenue Balance Report

Sample - Unearned Revenue Balance Report

Annual Processing Menu The Annual Processing Menu has seven selections: Annual Accruals Menu – Process Year-end Accruals for Project Funding and Contract Partials. Annual Construction Costs Menu – Process annual construction costs for pending and active projects for construction/projects engineering, right of way, force, utility and misc costs. Annual Maintenance Costs – Enter annual maintenance costs as determined at year end. Annual Reports Menu – Print various year end reports. Annual Journal Entry Processing Menu – This section provides Annual Journal Entry printouts for the ACS, Costrite, or Generic Dual Entry Systems. Begin Year Maintenance Menu – Estimated State Aid Revenue for the current year, sorted by project. Return to Main Menu – Select this option to return to the Main Menu. Annual Processing Menu

Annual Reports Menu The Annual Reports Menu has seven selections: State Reports Menu – Print Annual Summary of Highway Information and County Financial Reports. Print/View Statement of Construction Costs – Print or view the annual Statement of Construction Costs Print/View Reserve for Uncompleted Contracts – Print or view the Reserve for Uncompleted Contracts. Print/View Revenue Summary Current Year by Funding – Estimated State Aid Revenue for the current year, sorted by funding. Current Year by Project – Estimated State Aid Revenue for the current year, sorted by project. Return to Annual Processing Menu – Select this option to return to the Annual Processing Menu. Return to Main Menu – Select this option to return to the Main Menu. Annual Reports Menu

State Reports Menu The State Reports Menu has six selections: Print/View Annual Summary of Highway Information – This option will print your Annual Summary of Highway Information, option may be run after all maintenance and construction costs have been processed on the system. Print/View Analysis of State Aid Projects – This report provides project information required for the county wide financials. Print/View Year End Status Report – This reports reconciles the system to the SAAS Status Report and an exception report for year-end accruals for the county wide financials. County Highway Restricted Fund Balance-Net Position – This report provides information for the county wide financials. Return to Annual Reports Menu – Select this option to return to the Annual Reports Menu. Processing Menu – Select this option to return to the Annual Processing Menu. State Reports Menu

Sample – Annual Summary of Highway Information

Sample – Analysis of State Aid Projects

Sample – Year End Status Report

Sample – County Highway Restricted Fund Balance-Net Position

State Aid Finance staff Questions? Contact: State Aid Finance staff State Aid Finance staff - http://www.dot.state.mn.us/safinance/contactus.html#staff