Embed / Share - State Aid Disaster Disaster reference information
State Aid DisasterSlide2
Disaster reference information
Emergency Repair Resolution
Disaster Worksheet examples – prepared by counties who have gone through a FEMA disaster
State aid disaster account
Portion of the Highway User Tax Distribution (HUTD) is set aside to assist counties in the event of a disaster
A disaster is an event that causes damage greater in value than 10% of the county’s last construction allotmentSlide4
Changes made in 2013
The practice of allocating funds from the State Aid Disaster account rather than issuing them to the county was changed.
Encumbering allows for better tracking of the funds usage & repayment of the unused funds.Slide5
Method prior to 2013
Did not track individual projects – paid all the money out on one master project
Counties must maintain a detailed spreadsheet tracking the actual costs & actual receipts of the disaster projects & include this accounting with the final request for each project to the DSAE.Slide6
Open disaster project which received 100% upfront
If Disaster Funds were received and not spent, or projects received FEMA or Federal ER funding, those funds must be repaid to the Disaster account.Slide7
Current disaster process
After a disaster occurs the county must contact the DSAE & request a disaster assessment
Disaster team is formed based on the State Aid Rules
Assesses the damage
Provides the estimate to SALTSlide8
Encumbrance is created in the County State Aid Disaster Account for 100% of the estimated amount under the master project number that is provided by the county
If damage is isolated & only a single project number is needed the funds will be paid on the master project number.
If damage is wide-spread & more project numbers are needed funds will be released from the master project & encumbered under the other project numbers, up to the initial damage estimate.Slide9
When projects are let
A State Aid Payment Request can be submitted for the 95% of the disaster eligible work
Remaining 5% is encumbered and will be paid when the project is complete and all costs verified
Upon final, any unspent funds will need to be returned to State Aid
Unspent funds that remain encumbered will be released back to the County Disaster FundSlide10
Federal Emergency Relief
Comments from the Program Accounting UnitSlide11
Comments from program accounting
The quality of the information that the Program Accounting Unit has received for the State Aid Emergency Relief Projects for the last events has been very good.
Thank you for your efforts!Slide12
Helpful hints for Federal ER projects
You can include the
Final Inspection Report
with the completed DDIR when the project is authorized. If this is missing it will slow down the closing process with FHWA. (A copy will be on our website soon or you can contact
for a copy.
You can include multiple Emergency Relief projects/DDIR’s sites on the Inspection Reports (you don’t need one for each site).
Final payment will be withheld until the Final Inspection Report is submitted.
Verify that your backup paperwork & the coding activity matches what is requested & authorized for reimbursement.Slide13
Download Presentation - The PPT/PDF document "State Aid Disaster Disaster reference in..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.View more...
If you wait a while, download link will show on top.Please download the presentation after loading the download link.
Emergency Repair Resolution Disaster Guidelines Disaster Worksheet examples prepared by counties who have gone through a FEMA disaster httpwwwdotstatemnussafinancedisasterhtml State aid disaster account ID: 628326 Download Presentation