Completing the State Aid Payment Request

Tips Each year check the State Aid Finance website for the current version of the State Aid Pay Request (SAPR) Form. Save your Payment Requests on a project so each additional request can build on the previous information for consistency. Include all funding on each pay request even if you are not requesting payment on this request. State Aid Finance - http://www.dot.state.mn.us/safinance/

Local agency information The top section provides information about the local agency and provides project identification. County / City: Name of local agency requesting funds. An agency cannot request payment of another agency’s funds. Report: Refers to partial or final payment request. There may be several partial payments through the project but should only be one final. Project Type: SAP projects are projects that do not have federal funds; SP projects have federal funds. Project Number: Use the nine digit format. Bid Opening: Use the date your agency opens the bids. Award Date: Use the date your agency grants the contract to the contractor. Some agencies refer to this as the “Letting Date.” The Bid Opening and Award Date can be the same date. Tied Projects: If more than one project is covered under one contract they are “tied.” Referencing them here helps our office if there are funding questions. Local Project Number: Optional, used if your agency has a numbering system different from the state aid system. Bond Company: This is the contractor’s bond agency named by the contractor in the contract paperwork. Contractor: Name of the contractor on the awarded bid Construction Completion Date: Used only on the final payment request, and should reflect the date that the work was certified 100% complete.

Obligated Costs column This column includes funding requests for the project named in the header. Projects are never combined on a pay request even if they are under the same contract. All other costs will be listed in the “Other Costs” area. Municipal (MSAS) is used by the cities only. Regular (CSAH), Municipal (MSAH), Regular Town Bridge and Special Town Bridge are used by counties only. All the other funding sources can be used by either entity. Letting: The “Sub-Total” at the bottom of this column MUST equal the total of the awarded bid. Partial: The “Sub-Total” column should be equal to the work certified to date on the partial contract invoice. Final: The “Sub-Total” should now be equal to the final work certified on the final contract invoice.

Funding sources Allotments: The first five funding types are annual allotments. Up to 95% of the total eligible costs can be requested at letting. Grants: The next three funding types are grants awarded based on availability and are requested by project. Up to 95% of the total eligible costs can be requested at letting. State Aid Disaster: Available to counties and cities on a case by case basis when qualifying damage has occurred to their road system. Up to 95% of the total eligible costs can be requested based on estimated costs. The remaining 5% will be paid when the project is complete and costs are verified. Upon final any unspent funds are returned. Reported Funding: These are the funds that are “unreimbursed” project funding. We require that you report 100% of the project funding, even if it is not State Aid funding. Local funding has two lines for your convenience, we do not separate these for our purposes. State Transportation Bonds for Locals: Bond funds will not be paid out until eligible costs have been certified. Payment requests can be submitted periodically as work is completed. It is important to use the bond account number found on your grant letter. The “Total Grant Amount” is based on your awarded bid, not on the grant letter. A breakdown showing eligible bridge items must be submitted with the initial pay request and the total grant cannot be greater than that amount.

Funding requested The yellow shaded fields must be entered and the other fields will auto calculate. Allotted Funds: As long as there is a balance in the allotment account these funds will be paid at the percentage requested up to 95% and the remaining 5% will be encumbered. “Short Payments” occur when the allotment balance is insufficient. Available funds will be released up to the requested amount but nothing will be encumbered. The unpaid portion will be released when the new allotment comes in or a resolution to advance is received. Granted Funds: After the letting up to 95% of the eligible costs can be requested and paid. Any remaining funds up to the original grant amount will remain allocated until the project is final. Special Town Bridge granted on a project will be used after the Regular Town Bridge has been depleted and the funds should be applied for that way. Turnback and State Park funds are generally available for project expenses up to the grant approved amount. They are not usually tied to specific spec items like bridge funds are.

Reported funding These funds will not calculate into a payment amount because they are not reimbursable from State Aid. Local / Other: These can be from another state aid entity, local community, state or tribal government. They do not have to be broken out for our purposes. Federal funds are reimbursed by State Aid, but they must be requested through the Delegated Contract Process on the State Aid Finance website. This process is completed as eligible costs are incurred. Local Agency Bonds Applied: provides a place to report “applying” bond funds already received to an eligible project. This must be done if a local agency issues a State Aid bond and uses their State Aid allotments for the repayment of the bond principal.

Bridge funds All pay requests for bridge funds must include a breakdown of eligible bridge costs and ineligible bridge costs in the same format as the Engineer’s Estimate. Regular Town Bridge funds are always used first to pay the eligible bridge items on a township bridge project. Once these have been depleted and the local share has been applied, other bridge or local funds can be used. State Transportation Bonds for Locals funds do not allow you to request a percentage to pay because you request after the work is certified. The amount the local agency has certified and paid is 100% eligible to be reimbursed up to the authorized grant amount. You will note that this amount will be reduced by retained funds withheld during the contract. The “Total Grant Amount” is based on the awarded bid’s eligible bridge costs, not on the original grant amount. The account number of the bond funds is provided to you on your award letter, and should be listed on the pay request. The box should be checked if 100% of bond eligible items have been paid to the contractor. This will allow us to maximize the funding.

Other costs Report project expenses that are not part of the contract costs here. Indicate the funding source the costs will be paid from. Incurred costs will be paid at 100% and estimated costs will be paid at 95%. The only descriptions used at State Aid are ROW, ENG, FA, and MF. These codes should be used in the description column of your pay requests. Right of Way (ROW): Submit clear documentation of the payments or costs to acquire ROW. A listing of these can be found on the State Aid for Local Transportation website. Engineering (ENG): Combine preliminary and construction engineering into one line unless there are multiple funding sources. Force Account (FA): Submit documentation of force labor costs or an invoice from an external source like utilities or railroad. These costs also require a Force Account Agreement to be completed and submitted with the pay request. Maintenance Facilities (MF): Submit progress billings from the contract. State Aid for Local Transportation website - http://www.dot.state.mn.us/stateaid/

Checking the request Before you submit your payment request to the DSAE check the following: Sub-Total: This field will auto calculate and MUST equal the awarded bid or the current value of work certified. Total: Again these will auto calculate. Any costs in addition to the contract costs must have documentation, and the total of the documentation MUST equal the first column total. The total amount requested should make sense when you review your documentation. Less previous payments must be equal to any previously paid funds on this project. The total to be paid at this time should be reasonable and you should be able to calculate the same number from your documentation. Remarks: Add remarks as needed. Signatures: The payment request must be signed and dated by the local agency’s engineer. The DSAE will sign the pay request before it is forwarded to the State Aid Finance office. Payments will not be made if both parties have not signed.

Checklist Documents Required for the State Aid Payment Request Initial request awarded bid in Excel abstract of bids in Excel or PDF cost split information if needed Partial request contractor invoice signed by the engineer Final request contractor invoice signed by the engineer and contractor

Checklist (continued) Documents Required for the State Aid Payment Request Right of Way List of eligible costs Force Account List of eligible costs/invoices Force Account agreement if not on file Engineering No documentation required by State Aid Finance

Questions? John Fox john.e.fox@state.mn.us 651-366-4854