1. Project Funding Access Database

2. 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.

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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.

10. 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

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

12. Sample - Summary of State Aid Receivable by Funding

13. Contracts Payable
Print/View Contracts Payable

14. Sample - Contract Payable

15. Allotment Balance Report
Print/View Allotment Balance Report

16. Sample - Allotment Balance Report

17. Unearned Revenue Balance Report
Print/View Unearned Revenue Balance Report

18. Sample - Unearned Revenue Balance Report

19. 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

20. 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

21. 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

22. Sample – Annual Summary of Highway Information

23. Sample – Analysis of State Aid Projects

24. Sample – Year End Status Report

25. Sample – County Highway Restricted Fund Balance-Net Position

26. State Aid Finance staff
Questions?
Contact:
State Aid Finance staff
State Aid Finance staff -