1. State Aid Plan Approval Process

2. Outline Pre-design planning and tasks Plan preparation Project review
Next steps

3. Pre-design planning and tasks

4. Funding Review the project funding sources
Funding sources will determine the plan preparation and review requirements.
Possible combinations:
State Aid construction funds
State Aid plus federal aid and/or state and/or multiple local jurisdictions
Other State Aid program funds, i.e. Local Bridge Replacement, disaster, Local Road Improvement, etc.
State Aid plus other state or federal funding sources
Do you want to use State Aid Funds for your project? Even if you think the answer is “NO” now, do you want to preserve State Aid Funding as an option for your project?
A project with only State Aid money will follow the process described in this presentation. If local money is used in addition to State Aid money, with no other local fund process requirements, the project will also follow the process described in this presentation.
A project that also includes Federal Aid money will follow the Federal Aid project process.
Other State Aid Program Funds, such as Local Bridge Replacement and Local Road Improvement Program, may have additional specific requirements. Be sure to work with your State Aid DSAE/DSAE.

5. Obtain a project number
You may have multiple project numbers for one plan with multiple partners and/or multiple State Aid routes.
Does your project have multiple partners?
Will you or your partners be using state aid, federal aid or state funds?
Is your project on more than one state aid route?
Each partner should obtain their own State Aid number(s).
If any city or county partners are using Federal Aid Funds, the project will use the Federal Aid Project Process.
If State Funds are used, the project will likely use the Cooperative Agreement Project Process.
If MnDOT is the lead agency and you want to use State Aid Funds, be proactive early and often to make sure you have obtained all of the State Aid numbers you need and make sure the MnDOT Project Manager is including State Aid in the plan review process.
If there is more than one State Aid Route on the project, there will likely be a need for more than one State Aid number.

6. Obtain a project number (continued)
Here is the “secret number code.”
SAP AAA-BBB-CCC numbers are for municipal and county state aid construction funds.
SP AAA-BBB-CCC numbers are for federal aid funds.
SP DDDD-CCC numbers are for state funds and to identify projects with work on the Trunk Highway
AAA signifies the state aid city or county number
BBB signifies the state aid route number or a special state aid program fund number.
CCC signifies the consecutive project number on a route
DDDD signifies a state highway location
If there is more than one State Aid entity associated with the project or if there is more than one State Aid route on the project, you may need more than one State Aid number.
Here is the link to the Project Number Format Document

7. Obtain a project number (continued)
State aid project numbers can be requested through an online form or on a fill in PDF form that is ed to your District State Aid Engineer or other assigned district staff.
Both forms can be found on the SALT Project Delivery webpage under “Requests”
You can find the on-line form on the SALT website.
You can find the Project Number Request – PDF form for ing purposes on the Metro State Aid website.
SALT Project Delivery webpage -

8. Standards/Rules Apply the appropriate design tables to your project.
Is your project rural (drainage ditches) or urban (curb and gutter)?
Is your project a new or reconstruction project or a reconditioning project? Be sure to review the definitions in
Does your project include an on-road or off-road bicycle facility?
If you uncertain, contact your District State Aid Engineer.
For Show and Tell – Bring along the current State Aid Rule Book.
Use the appropriate table in the State Aid Rule book for your design.
Remember to review the text following the table. Important information is found in the text.
Definitions in the front of the State Aid Rule book are important. They will help lead you to the correct design table.

9. Project schedule Consider your desired construction timeframe.
Consider seasonal and community issues.
School schedule?
Community festivals?
Environmental constraints, i.e. tree removal, nesting season, etc.
Are you trying to construct the project in one season? If the project will run longer than one season, is there a critical target date for bidding the project? Allow for an adequate review and approval process timeframe.
Don’t forget to plan for specific construction schedule issues related to the project location such as festivals and environmental issues.

10. Project schedule (continued)
Plan for the review process/timeframe.
Is there more than one roadway jurisdiction involved that will need to review and approve the plans?
Does the project need MnDOT district and/or central office review and approval?
Be sure to check roadway jurisdiction right-of-way limits. MnDOT right-of-way may extend further than may be assumed.
Projects with federal funds or that impact the Trunk Highway will require more time for final approval.
Don’t forget to factor in project partner review timeframes.
Projects impacting MnDOT roadways and right-of-way will likely require review by MnDOT Functional Areas. This can take an additional 2-4 weeks if this only involves District personnel. If a Central Office review is required, plan for an additional 4 weeks beyond the Metro Functional Area review.
Fast turnaround of plan comments is necessary to keep your project review on track.

11. Project schedule (continued)
Plan for the permit/agreement process.
Does the project need a MnDOT permit?
Does the project need an agreement with MnDOT, i.e. Cooperative Construction Agreement?
Does the project need a state aid agreement, i.e., bridge bond, Local Road Improvement Program, etc.?
Are other permits required, i.e. Army Corps of Engineers, Board of Water and Soil Resources, US Fish & Wildlife, etc.?
State Aid routes the plan internally to MnDOT functional Areas if there is work in the MnDOT right-of-way. An approved State Aid Title sheet is used as the documentation by Permits that the plan has been routed and comments have been addressed (IN THE METRO DISTRICT – revise if this is not the case in your District). This should save time processing your permit after the plan is approved.
If there is enough Trunk Highway impact, even is there is no State money identified for the project, a Cooperative Construction Agreement is necessary. If a Cooperative Construction Agreement is necessary, a Central Office Plan review is also necessary. This process can take 4 weeks. The Agreement can be processed at the same time the Central Office Plan review.
The Agreements for the Local Bridge Replacement and the Local Road Improvement Programs are written by the local agency, using the template supplied by CO SALT. These Agreements ultimately need approval by the Minnesota Office of Management and Budget. It can take two weeks or longer to obtain their signature.
Work with other agencies early if you need permits from them, i.e., ACOE, BSWR, etc.

12. Utility notification/relocation process
Contact utilities early
Consult the MnDOT Utility Accommodation & Coordination Manual for work within MnDOT right- of-way.
Be aware that there are circumstances that may require reimbursement for utility relocation, i.e. sometimes within interstate right-of-way.
Municipal Utilities installed as part of the project on MnDOT right-of-way need a MnDOT Permit. Utilities are NOT covered by a Cooperative Construction Agreement.
Contact in-place utility owners early.

13. Environmental considerations
Plan for environmental issues early, i.e. contamination, endangered species, etc.
Work within MnDOT right-of-way will require early coordination with MnDOT’s Environmental Stewardship Office.
If your project is on property that is within MnDOT right-of-way, or will be taken in by MnDOT during/after the project and needs a Phase I and possibly a Phase II Environmental Site Assessment, work with MnDOT’s Environmental Stewardship Office early.

14. Plan preparation

15. Project design
Can the project be constructed in accordance with State Aid Standards?
If not, is a Variance an option?
Can the project be redesigned to comply with Standards?
Can a Variance be supported by the District State Aid Engineer?
Can the Variance Committee recommend a Variance approval?
Will the State Aid Engineer approve a Variance?
Contact your DSAE early if you think you may need a Variance.

16. Project design (continued)
If you need to seek a Variance.
Variances are addressed in
Variances are also addressed on the SALT Variance webpage and in the State Aid Manual
Check in with your District State Aid Engineer early. There may be alternative solutions other than a Variance.
The Variance Committee meets quarterly. Review your need for a Variance early in your project.
A successful Variance request relies on the support of your DSAE.
Variance documents such as an example resolution are found on the SALT website.
There may be an option for an Administrative Variance. This is rare, but possible.
SALT Variance webpage -
State Aid Manual -

17. Project design (continued)
State Aid Manual
Chapter 5.4 is a good resource for plan preparation
Review the Basic Plan Requirements in Section II of Chapter 5.4.
For Show and Tell, bring along a copy of the State Aid Manual.
State Aid Manual -

18. Project review

19. Project Submittal
Submit the plan and associated documents to State Aid for review.
Plan – check with your district to confirm the format (electronic or paper)
Completed State Aid Checklist appropriate for your plan type/project components
Signal Justification Report or Letter, Roundabout Justification Report - as applicable
Drainage Area Map and Hydraulic Computations – as applicable
A listing of the projects documents and additional guidance is found in Chapter 5.4 of the State Aid Manual.
Additional guidance is also available in the Design Guide for State Aid Projects on the Metro State Aid website.

20. Project Submittal (continued)
Submit the plan and associated documents to State Aid for review – continued
Pavement Report
Laboratory Testing Services Request Form
No Parking Resolution
Engineers Estimate
Special Provisions – If MnDOT Laboratory Services are requested

21. Respond to review comments
Revise the plans as requested.
Notify the plan reviewer of any additional revisions that have been made to the project, beyond those requested by the plan reviewer.
We welcome questions regarding redline comments if you don’t agree with them. Redline comments are meant to open a dialog with our partners to discover if there are circumstances of which we have no knowledge, or if we are not fully understanding a designer’s intent.
Your speedy response to plan review comments will help your project stay on schedule.

22. Submit the final plan Submit the final plan.
Submit any revised and other requested documents.

23. Signature notes
Your funding and project location will determine the required signatures. If there is significant impact to the Trunk Highway, MnDOT signatures will be required. See Plan Signature Block.
State Aid signs the plan after all local agencies have signed the plan.
State Aid doesn’t sign the plan for funding until funding letters are prepared for special programs such as Local Bridge Replacement and Local Road Improvement Program projects.
The signed Title Sheet and a Plan Approval Letter will be forwarded to you. Work with your district to determine the preference – hard copy and/or electronic.
Plan Signature Block -

24. BEWARE DO NOT open bids until State Aid has approved your plan!
State Aid Operations Chapter Subp. 2.A. says: “Only those projects for which final plans are approved by the state-aid engineer before opening bids are eligible for state-aid construction funds.”

25. Next steps

26. Post Plan Approval
Invite State Aid staff as directed to the project Preconstruction Conference.
Submit Pay Requests in the manner suggested by your district.

27. References State Aid Operations Chapter 8820 (State Aid Rules)
State Aid Manual
Metro State Aid Design Guide for State Aid Projects
State Aid Operations Chapter 8820 (State Aid Rules) -
State Aid Manual -
Metro State Aid Design Guide for State Aid Projects -
(Districts other than Metro may want to delete the third bullet point referencing the Metro State Aid Design Guide.)

28. Questions?
Julie Dresel