Bureau of Safety Programs and Engineering Completing the BSPE 500 STEP Claim for - PowerPoint Presentation

Bureau of Safety Programs and Engineering Completing the BSPE 500 STEP Claim for Reimbursement Form Illinois Department of Transportation

This grant training is comprised of three parts Show grantee where to find the BSPE 500 report on line. Explain the sections of the form. Show how to properly fill out the BSPE 500 form.

Why do we need to fill out the BSPE 500 form? Provides reimbursement claim data to IDOT related to grant funded activity. 2. Helps IDOT determine if the grant goals and objectives are being met. 3. Crosscheck to ensure BSPE 205 data form has the correct information.

IDOT Grant Forms Traffic Grant forms can be found at the traffic grants website. Specific forms can be found by clicking on the Grants Forms tab

IDOT Grant Forms Traffic Grant reporting form description. Traffic Grant report form number.

BSPE 500 STEP Claim for Reimbursement Form The BSPE 500 report has three sections. Cover Sheet: Agency Claim Number Reimbursement Amount Signatures Attachment B: Combined data page Header Information Section Combined Officer Information Section, Equipment/Supplies Purchase or In-Direct Cost. Totals for each budget category. Attachment C: Individual officer section Individual Hire Back Cost Documentation

Completing the BSPE 500 Form Start with Attachment C ATTACHMENT C Individual Hire Back Cost Documentation Employee Name Date(s) worked Total Project Hours Overtime Rate Total Claim amount for employee. Required Signatures

Completing the BSPE 500 Form Attachment C Employees Name. Dates worked . (Ex. 11/15, 11/22, 11/23, 11/30/XX) Total project hours worked . (Ex. 11/15=2, 11/22=4, 11/23=2, 11/30=3) Indicate 11 hours. Overtime rate for officer. Total – The project hours x O.T. rate will auto fill. NOTE: Only use one Attachment C form per employee UNLESS Employee receives a pay raise in the middle of a campaign. Then use one form for each rate of pay. Use project hours x hourly rate regardless if an employee takes overtime or comp time.

Completing the BSPE 500 Form Attachment C Employees Signature - The employee should sign whenever possible. If the employee is not available due to an extended vacation, deployment, illness etc., the Grant Contact may sign for the employee and include a notation why the employee could not sign. Supervisors Signature – The supervisor who was working the time the detail(s) occurred DOES NOT have to sign the attachment c form. The Grant Contact or Authorizing Representative can sign. Make sure at least one of the signatures is in BLUE INK.

Completing the BSPE 500 Form Attachment C Click to add additional employees

Completing the BSPE 500 Form Attachment B Attachment B: Combined data page Header Information Section Combined Officer Information Section, Equipment/Supplies Purchase or In-Direct Cost. Totals for each budget category

Completing the BSPE 500 Form Attachment B ATTACHMENT B Project Number Claim Number Budget Category Categories include: Personnel Equipment/Supplies Indirect Costs Claim Period Project Number, Claim Number and Claim Period needs to match on Attachment A, B and C. You must do a separate Attachment B for each budget category.

Completing the BSPE 500 Form Attachment B ATTACHMENT B Date Issued – This date should be the payroll date listed on the payroll stub. If a campaign runs over two pay periods use the second pay period for all employees. List total hour and Federal Amount from Attachment C. List check number if employee gets a hard copy, DD if the employee has direct deposit and CT if they take comp time in place of salary.

Completing the BSPE 500 Form Attachment B If an employee chooses to split their compensation between Salary and Comp Time you should make two entries for each compensation.

Completing the BSPE 500 Form Attachment B The total hours and salary will automatically total at the bottom of the page. IMPORTANT: The total number of hours need to add up to the total number of hours on the BSPE205 report. The total salary or cost amount for all Attachment B forms need to be indicated on the BSPE500 cover sheet.

Cover Sheet: Agency Claim Number Reimbursement Amount Signatures BSPE 500 STEP Claim for Reimbursement Form Cover Sheet SPE

SECTION 1 STEP campaigns, All are in a Drop Down format. Select your enforcement campaign and check it. BSPE 500 STEP Claim for Reimbursement Form

BSPE 500 STEP Claim for Reimbursement Form Cover Sheet SPE Cover page Warrant issued to: The information needs to match the information listed on your Uniform Grant Agreement Claim number is sequential. Any Additional STEP enforcement claims will follow in the order. Use full project number (Ex. AP-XX-XXXX) Period Covered Period covered is the dates of the STEP campaign. Any Additional claims with use the dates of the month it was conducted.(Ex. 9/1/XX – 9/30/XX)

Completing the BSPE 500 Form Cover Sheet Indicate Total Approve Budget. Indicate amount expended during campaign. Total Amount of Claim Project Director is the Grant Contact Authorizing Representative Total Hours will auto fill from Attachment B

Cover Sheet Completed BSPE 500 report needs to be mailed to IDOT within One Month after completing enforcement activities. Note: STEP campaigns: Due one month after the campaign ends. Additional/eLAP: Due one month after the end of each month the details were conducted. BSPE 500 STEP Claim for Reimbursement Form

What should your claim packet consist of???? BSPE 500 STEP Claim for Reimbursement Form BSPE500 Cover Page Attachment B Attachment C Pre and Post Campaign Press Releases Press releases not required for Additional enforcement. Equipment receipts and other required information Procurement Procedures (Attachment Part 2 of the Uniform Grant Agreement) All completed BSPE 500 reimbursement forms must be mailed to your Grant Administrator.

QUESTIONS? Contact your Grant Administrator with any questions. BSPE 500 STEP Claim for Reimbursement Form