METROPOLITAN PLANNING PROGRAM/STATE PLANNING AND RESEARCH PROGRAM
20.505 / FEDERAL TRANSIT TECHNICAL STUDIES GRANTSState Project/Program: / METROPOLITAN PLANNING PROGRAM/STATE PLANNING AND RESEARCH PROGRAM 49 U.S.C. 5303 AND 5304
U. S. Department of Transportation
Federal Authorization: / Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) 49 U.S.C. 5303 and 5304.MAP-21 Moving Ahead for Progress in the 21st Century
49 U.S.C. Section 5303/MAP-21 Section 20005-Metropolitan Transportation Planning and Section 5304/MAP-21 Section 20006-Statewide and Nonmetropolitan Transportation Planning.
State Authorization:
N. C. Department of Transportation
Public Transportation Division
Agency Contact Person – ProgramDebra G. Collins, Director
Public Transportation Division
N.C. Department of Transportation
1550 Mail Service Center
Raleigh, NC 27699-1550
Phone: (919) 707-4684
Fax: (919) 733-1391
/ Address Confirmation Letters To:
Phillip W. Ayscue, Manager
NC DOT, Office of Inspector General
Single Audit Compliance Unit
N. C. Department of Transportation
1507 Mail Service Center
Raleigh, N.C. 27699-1507
Phone: (919) 707-4571
Fax: (919) 715-2710
The auditor should not consider the Supplement to be “safe harbor” for identifying audit procedures to apply in a particular engagement, but the auditor should be prepared to justify departures from the suggested procedures. The auditor can consider the supplement a “safe harbor” for identification of compliance requirements to be tested if the auditor performs reasonable procedures to ensure that the requirements in the Supplement are current. The grantor agency may elect to review audit working papers to determine that audit tests are adequate.
The Single Audit Compliance Unit of the External Audit Branch reviews all single audits, financial audits, and management letters of all “grantees”. We are looking at both the presentation (information as to program, pass-through and state funding, NCDOT identification numbers) and the dollar amounts presented versus our records. Any reports not received will be requested.
Grants must be properly identified by program name (Metropolitan Planning or State Planning and Research) and the WBS number on the Schedule of Expenditures of Federal and State Awards. This information is available from the agreement with NCDOT; program name and WBS number is on the first page on the upper right hand corner of the Agreement. Grantor and/or pass-through grantor, program title and CFDA number (if appropriate) should also be included. Please do not combine like projects into one-dollar amount since we would need to call you for the breakdown; please report award amount, federal pass-through, state share and local share. On NCDOT’s confirmation from the Grant Master List (GML), these moneys are shown as part of CFDA number 20.505.
I. PROGRAM OBJECTIVES
The objective of the Sections 5303 Metropolitan Planning Program (MPP) and 5304 State Planning and Research Program (SPRP) of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) and MAP-21 Moving Ahead for Progress in the 21st Century 49 U.S.C. Section 5303/MAP-21 Section 20005-Metropolitan Transportation Planning and Section 5304/MAP-21 Section 20006-Statewide and Nonmetropolitan Transportation Planning, is to plan for the development, improvement and effective management of the public mass transportation systems in urban areas. States receive funds for distribution to Metropolitan Planning Organizations to develop long-range transportation plans and Transportation Improvement Programs (TIPs). Other technical studies may also be funded. The State Planning and Research Program was established to provide funds to state governments for planning technical study projects. Eligible use of Section 5303 funds can be found in Federal Transit Administration (FTA) Circular 8100.1C (dated 9/1/08) on page II-2, Eligible Grant Activities. The MPO must use the funds to assist in support of work elements and activities resulting in balanced and comprehensive transportation planning.
II. PROGRAM PROCEDURES
The NCDOT provides an annual MPO allocation table that specifies the maximum amount of federal funds that are available for the upcoming fiscal year. Each MPO submits a funding application to the NCDOT by the established deadline. NCDOT reviews the application, which consists of a Planning Work Program that identifies transportation planning tasks that will be completed during the grant period and the funding sources(s). The NCDOT compiles the subrecipient information into a single grant application to the Federal Transit Administration (FTA). FTA awards the grant to NCDOT. MPOs sign annual agreements with NCDOT. Annual executed grant agreements, approved project budgets, invoicing and progress reporting instructions and forms are provided to each MPO upon FTA grant award.
III. COMPLIANCE REQUIREMENTS
The federal granting agency has issued a compliance supplement that should be used in conjunction to this compliance supplement issued by the State Agency. Please refer to 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards: Final Rule.
In developing the audit procedures to test compliance with the requirements for a Federal program, the auditor should first look to Subpart F of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
A. ACTIVITIES ALLOWED OR UNALLOWED
Compliance Requirement - Funds must be expended as specified in the grant award letter and the grant agreement, which incorporates the grantee's application by reference, and the approved project budget. Funds must be distributed to support work elements and activities resulting in balanced and comprehensive intermodal transportation planning for the movement of people and goods in the metropolitan area. Eligible work elements or activities for MPP and SPRP funds include, but are not limited to:
(1) Studies relating to management, planning, operations, capital requirements, and economic feasibility;
(2) Evaluation of previously funded projects;
(3) Peer reviews and exchanges of technical data, information, assistance, and related activities in support of planning and environmental analysis among MPOs and other transportation planners;
(4) Work elements and related activities preliminary to and in preparation for constructing, acquiring, or improving the operation of facilities and equipment. This includes the planning for “livability” features such as improved pedestrian and bicycle access to the station and shops and community services in the station area, incorporating arts and artistic design in stations and surrounding areas, and other improvements that enhance the usability and community-friendliness of the transit system environment;
(5) Systems planning and corridor-level alternative analysis;
(6) Development of 20-year transportation plans, short-range transportation improvement programs (TIPs), and UPWPs;
(7) Safety, security, and emergency transportation and evacuation planning;
(8) Coordinated public transit human services transportation planning;
(9) Transportation and air quality planning and conformity analysis;
(10) Public participation in transportation planning;
(11) Multimodal facilities planning;
(12) Plan, engineer, design, and evaluate a public transportation project;
(13) Computer hardware and software needed to support planning work; and
(14) Participation in educational programs for technical staff, as well as executive and board leadership.
Work Element Implementation. The MPO may use its own staff, contract with the State, or enter into third party contracts to carry out planning work elements and activities, on the condition that each third party contract complies with the requirements imposed on States by Department of Transportation (DOT) regulations, “Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments,” (common grant management rule) at 49 CFR Part 18, and the current version of FTA Circular 4220.1F, (03/13/13), “Third Party Contracting Requirements” and any revisions to the requirements.
The common grant management rule’s definition of “local government” specifically covers each MPO, whether or not the MPO is incorporated as a non-profit corporation under State law. Consequently, the State is authorized to direct the MPO to follow either State procedures or to follow the Federal procedures at 49 CFR Part 18, amended as necessary by specific Federal statutes, Executive Orders, and any implementing regulations. For further discussion of third party procurement requirements, see Chapter 1, Section 7.c.(1) of this circular.
C. CASH MANAGEMENT
The grant is funded on the reimbursement basis. Therefore, no testing is required at the local level.
G. MATCHING, LEVEL OF EFFORT, EARMARKING
Matching
Compliance Requirement – Federal and state participation cannot exceed the amount stated in the approved project budget.
Level of Effort – No testing required at the local level.
Earmarking – No testing required at the local level.
H. PERIOD OF AVAILABILITY OF FEDERAL FUNDS
Compliance Requirement - The federal funds are available for the state fiscal year of the Unified Planning Work Program (July 1 through June 30). All tasks must be completed within the period specified on the annual program budget that is provided following federal grant award. With approval of NCDOT, the period of performance may be extended an additional three months through September 30 for tasks that have been initiated, but not completed. Expenses incurred beyond September 30 are ineligible for reimbursement by the department.
Audit Objective - Determine if tasks were completed within fiscal year (7/1/08 through 6/30/09). If not, a letter from NCDOT approving an extension to the period of performance must be on file.
Suggested Audit Procedures
1. Examine progress reports and invoices to determine if tasks completed within fiscal year.
2. Review period of performance extension letter, if applicable, from NCDOT to determine if tasks were completed by June 30, unless written authorization was received from NCDOT extending the completion date to no later than September 30.
I. PROCUREMENT, SUSPENSION & DEBARMENT
Compliance Requirement – Expenditures for construction or repair work requiring the estimated expenditure equal to or more than five hundred thousand dollars ($500,000); or a single class of supplies, materials, or equipment estimated in an amount equal to or more than ninety thousand dollars ($90,000) must be contracted for only after a formal low bid process and approval by NCDOT. (G.S. 143-129). A bid tabulation and governing agency resolution recommending award is required for contract award to lowest responsible bidder.
No recipient is allowed to procure goods or services from a company, firm or organization that has been suspended or debarred by the State of North Carolina or Federal Government.
Audit Objective- Determine if procurements were made in compliance with the applicable regulations stated in agreement; and that the required certifications were obtained.
Suggested Audit Procedures
1. Check the contract between the subrecipient and the subcontractor to identify language which prohibits a subrecipient from procuring goods or services from a company, firm or organization that has been suspended or debarred by the State of North Carolina or Federal Government.
2. Ascertain if the required suspension and debarment certifications were received for covered contracts.
L. REPORTING
1. Compliance Requirement – The subrecipient shall submit requests for financial reimbursement within 30 days following the end of the quarter as specified in the annual agreement using the format prescribed by NCDOT. Instructions for invoicing NCDOT are provided with the executed agreement approved project budget following the FTA grant award.
Audit Objective - Determine whether or not participation exceeds the maximum federal and state funds.
Suggested Audit Procedures
1. Trace amounts reflected in quarterly requests for reimbursement to underlying accounting records.
2. Verify that items requested for reimbursement were approved.
3. Review total project costs and verify that no unallowed costs were reimbursed.
2. Compliance Requirement – At the time that the grantees submit an invoice, they must also complete and provide a DBE Payments Form documenting actual payment to a subcontracting firm. (CFR Parts 23 and 26 and the U.S. DOT DBE Final Rule, Federal Register dated June 25, 2013 - Participation by Disadvantaged Business Enterprises in Department of Transportation Programs). There are no DBE requirements for planning funds. The invoice template forms are located at ncdot.gov/Public Transportation Division/Resources/Forms. Additional required reports include DBE award form showing utilization of DBE/MBE/WBE, Project Progress Reports and reports of significant events (FTA Circular 5010.1C). Based on the level of FTA funding, exclusive of transit vehicle purchases, recipients are required to implement a DBE program. To monitor the progress of the DBE program, recipients are required to submit quarterly reports based on a record keeping system (49 CFR Section 23.11).
Audit Objective - Determine DBE reports are supported by adequate documentation.
Suggested Audit Procedure
1. Review grantee’s DBE contract expenditures (as opposed to contract awards) as outlined in FTA Circular 5010.1C and 49 CFR Part 26.
2. Review the reports and trace the information to underlying data to determine completeness and accuracy.
3. Determine that for all participation amounts reported, the firms have been certified and that the certification is current. Participation by non-certified firms is not allowed. ARRA funds were not applied to 5303 or 5304 grants – not sure why this section is in the audit guidance.
3. Compliance Requirement - American Recovery and Reinvestment Act Reporting (ARRA). The NC Department of Transportation (NCDOT) is responsible for reporting project ARRA data to the Federal awarding agency. The subrecipient is responsible for reporting project ARRA data to NCDOT. Appropriate documents to meet the reporting requirements are provided to the subrecipient independent of the contract. In all cases (including months where no project work was performed), Project Status Reports are due to NCDOT by the 5th of each month and Employment Data Reports are due to NCDOT by the 7th of each month until the completion of the project.
Audit Objective – Determine that monthly Project Status Reports and Employment Data Reports were submitted timely and are accurately prepared.
Suggested Audit Procedure - Ascertain that the grantee has accurately prepared the two ARRA data reports and documentation supports the reports.
4. Compliance Requirement – American Recovery and Reinvestment Act Reporting (ARRA). As provided in 2 CFR section 176.210, recipients of ARRA funds must maintain records that identify adequately the source and application of ARRA awards.
Audit Objective – Determine whether accounting records for ARRA funds provide for the separate identification and accounting required for ARRA awards and activity.
Suggested Audit Procedure – Ascertain if expenditures of ARRA awards are accounted for separately from expenditures of non-ARRA awards.
5. Compliance Requirement – American Recovery and Reinvestment Act Reporting (ARRA). Recipients of ARRA funds must identify the ARRA awards in their Schedule of Expenditures of Federal Awards (SEFA).
Audit Objective – Determine whether the entity met the requirements for reporting expenditures of ARRA awards on the SEFA and that reported amounts are supported by the accounting records and fairly presented in accordance with ARRA and program requirements.
Suggested Audit Procedure – Verify that the SEFA properly identifies and reports expenditures of ARRA awards and that reported expenditures are supported by accounting records.
M. SUBRECIPIENT MONITORING
The NC Department of Transportation does not pass this requirement down to the local level. No testing is required.
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