| 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 |
|
|
|
|
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