Activity |
Due |
Frequency |
Reference |
Hq contact |
Flow |
Remarks |
Financial Program Assessment, Strategic Planning and Goals |
|
Yearly with continuous monitoring |
|
|
|
|
Financial Integrity Review and Evaluation Program Certification (FIRE) with DA approval/signature |
8-Jun |
Annually |
FHWA Order 4560.1 |
HCF-40 |
D to H |
|
FIRE Certification Validation with DA approval/signature |
23-Sep |
Annually |
FHWA Order 4560.1 |
HCF-02 |
D to H |
|
Risk Assessment |
|
Yearly |
FHWA Order 4560.1 |
|
|
|
Billing Transaction Review and follow-up |
|
Yearly or more frequent |
FHWA Order 4560.1 |
|
|
|
Improper Payments Review and follow-up |
|
Yearly or as requested |
FHWA Order 4560.1 |
|
|
|
Inactive Obligations Review and follow-up |
|
Quarterly |
FHWA Order 4560.1 |
|
|
|
Grants Financial Management Review and follow-up |
|
Yearly |
FHWA Order 4560.1 |
|
|
|
A-133 Single Audit Review/Decision/Followup |
|
Yearly |
FHWA Order 4560.1 |
|
|
|
Federal Audit Findings Review and follow-up |
|
As Needed |
FHWA Order 4560.1 |
|
|
|
FIRE Plan/SUPPS |
|
Yearly with Quarterly Updates |
FHWA Order 4560.1 |
|
|
|
FIRE Standard Working Papers |
|
Quarterly |
FHWA Order 4560.1 |
|
|
|
August Redistribution, Annual Call for |
|
As requested |
|
HCF-02 |
H to D |
|
Transfer of Funds |
|
As requested |
23 USC 104 [c], (g), (k) 23 USC 119 (b) |
HCF-40 |
D |
|
Federal-aid Billing Reimbursement of Eligible Expenditures |
|
As requested |
23 CFR 140 23 CFR 635.122 |
HCF-40 |
D |
|
Federal Aid Project Authorizations/Modifications |
|
As requested |
23 CFR 630.110 |
HCF-40 |
D |
|
Review and Approve special financial provisions on federal aid projects: tappered match, advance payment, credit/soft match, donations, in-kind contributions, toll credits, etc. |
|
As Requested or Required |
|
|
|
|
Indirect Cost Plan/Rate Review |
|
As requested, minimal annual review |
|
|
|
|
Review State DOT Payroll Additive Rates |
|
Annually |
|
|
|
|
Review State DOT Equipment Rates |
|
Annually |
|
|
|
|
Review State DOT Materials Lab Rates |
|
Annually |
|
|
|
|
Review Railroad Additive |
|
As Requested |
|
|
|
|
Discretionary Program Applications/Notifications/Reporting |
|
As requested |
|
|
|
|
STIP Fiscal Constraint with Planning |
|
Annually |
|
|
|
|
Major Project Financial Plan/Reporting |
|
As Required |
|
|
|
|
Toll Credit Reporting |
|
Annually |
|
|
|
|
TIFIA Reporting |
|
Annually |
|
|
|
|
GARVEE Reporting |
|
Annually |
|
|
|
|
SIB Reporting |
|
Annually |
|
|
|
|
Monitor Federal-aid Funds Status/Execution and work with State DOT to resolve issues |
|
Monthly |
|
|
|
|
State DOT Federal-aid Grant Accrual |
|
As requested |
|
|
|
|
Internal policy on FMIS Project Authorization and RASPS billing approval Procedures |
|
Review Annually and modify as needed |
|
|
|
|
Advise Division and State DOT on Internal Controls (OMB Circular A-123) |
|
As Required |
|
|
|
|
Financial Dashboard Measurement and Reporting |
|
As requested |
|
|
|
|
Interpretation of Federal-aid grant financial regulations/policies/procedures to Division, State DOT, and other stakeholders |
|
As Requested |
|
|
|
|
Dissemination and guidance on HQ provided policies, notices, program codes, etc related to financial management |
|
As Received or Required |
|
|
|
|
Financial Team Leadership and Management |
|
As Required |
|
|
|
|
Provide or obtain/coordinate Training on financial regulations/policies/procedures to Dvision, State DOT, and other stakeholders |
|
As Requested or Needed |
|
|
|
|
Participate in HQ OCFO teleconference |
|
Monthly |
|
|
|
|
Participate in Regional/National financial teleconferences/training/conferences |
|
As Requested or Required |
|
|
|
|
Participate on National Finance Teams |
|
As Requested |
|
|
|
|
Assist, Coordinate, Prepare, Respond on non-recurring financial management related requests from HQ, Division, State DOT, and other stakeholders |
|
As Requested or Required |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
In Some Divisions the Financial Manager may oversee/supervise/review/perform the below activities: |
|
|
|
|
|
|
Fiscal Plans & Budget Call, Annual |
07/01 |
Annually |
|
HCF-02 |
H to D |
|
GOE Funds Management including Funds Availability Certification/Authorizations, Status of Funds, and budget execution |
|
Continuous with Monthly Status Reports |
|
|
|
|
GOE/Delphi Reconciliations |
Month End Cutoff |
Monthly |
OBF Policy 04-08 |
HCF-25 |
D |
|
GOE End of Year Closeout actions and Accruals |
September |
Annually |
HQ EOY Closeout Memo |
|
|
|
Government Purchase Cardholder Activities |
|
As Required |
|
|
|
|
Government Purchase Card Approving Official Activities |
|
As Required |
|
|
|
|
Procurement Activities of Warranted Contracting Officer |
|
As Required |
|
|
|
|
Approve/Review GovTrip Authorizations and Vouchers |
|
As Requested |
|
|
|
|
Internal Policies on GOE, Travel, Procurement, Property, Gifts of Travel, MCA Reporting, etc as related to financial internal controls, responsibilities, and processes |
|
Review Annually and modify as needed |
|
|
|
|
Property Inventory |
|
Every 2 years |
|
|
|
|
GOV Mileage |
1st |
Monthly |
FHWA Order 4230.1 |
|
D to H |
|
Transit Benefit Program |
1st |
Monthly |
DOT H4410.4 |
HAIM-22 |
H |
Submit to HAIM, HQs |
Gifts of Travel Requests/Reporting |
|
As Required |
|
|
|
|
FOIA Requests/Reporting |
|
As Required |
|
|
|
|
Space Utilization Reporting |
|
As Requested |
|
|
|
|
Facility Management |
|
As Required |
|
|
|
|