Federal Aid Reports by Fund Code

Description

The Federal Aid Report by FPN is an online report that provides a summary of either design estimate, as-bid, or as-built item and funding information for each fund code associated with a federal aid project. The title and content of the report changes based on the project status and the data source for the item and funding information. For example, if the project is in Design through Advertised status, the calculations are based on the Design Items and the Design Item Funding, and the report title is "Federal Aid Estimate Report by FPN". When the project status is Pre-Award through NTP Issued, the calculations are based on the Construction Items as read from the submitted bid of the current apparent low bidder. In this case, the funding reflects the Construction Funding, and the report is titled "Federal Aid As-Bid Estimate Report by FPN"; the as-bid report is available from the Go links of the Contract Awards screen. When the project status is Final, the calculations are based on the Construction Items, including the net of any items added or modified via work orders, and the report is titled "Federal Aid As-Built Estimate Report by FPN"; this version of the report is available from the Go links of the Finalization Checklist screen. When the project is finalized, the calculations include the net of items included in the Notification of Final Items and Quantities.

The report consists of three main sections. The first section provides basic fund code information, along with project header information. The second section contains fund code and associated item information. If multiple fund codes are associated with the project, multiple fund code sections exist in the report. The third section summarizes information by federal work type and provides a total project cost, with a breakdown of Construction Engineering (CENG) costs. (CENG costs can also be displayed from the Federal Estimate Construction Engineering Summary screen, where authorized users can modify the percentages used to calculate the total funds requested.)

The Federal Aid Report by Fund Code screen provides a detailed report of the way federal funds will be used for the specified project and fund code.

Note: The Federal Aid As-Built report replaces the functionality of the Final Settlement Certificate. The Comptroller can use the report to document the funds requested from FHWA.

This report is part of the Project Services subsystem and provides part of the Project Funding functionality. It is accessed when the user selects “Federal Aid Report by Fund Code” from the Go links of a project-related screen. This report is only available when there is federal participation (that is, when the Federal Project Status is Federal Oversight, PENNDOT Oversight NHS, or PENNDOT Oversight Non-NHS. Companion reports, the Federal Aid Report by FPN and the Federal Aid Summary Report, provide the same information in a slightly different format, as their name implies.

The Federal Aid Report by Fund Code can be accessed by authorized PENNDOT users as well as by FHWA users. It is not available to consultants (unless part of the Project Team), contractors, or the public.

Fields

Field Name	State	Description
Project Header	Display Only	The full project header fields are displayed as a standard throughout much of ECMS. The header displays general project information including Project number, Short project description, District number, County, Project Status, SR, Section, Municipality, Group and Admin Org Code. The header also provides quick navigation to other screens related to the same project: Contractors click the word "Project" to navigate to the Contractor Project page. The words "Project Team" take Contractor users to the Third Party Project Team screen. PENNDOT, FHWA, Municipal, and Consultant users click the word "Project" to link to the Project Information or Construction Project Information screen (depending on Project Status). The words "Project Team" take these users to the Project Team screen. The header also provides a 'fast path' to the same screen for a different project number. Users navigate by typing the destination project number in the Project field (next to the Project link) and clicking the GO button.
Fund Code	Display Only	A two-digit code representing a specific combination of federal, state, and “other” sources of funding. The relationship between the fund code and the Federal participation on the project is established via the Fund Description screen.
Fund Code Description	Display Only	A description of the fund code.
Federal %	Display Only	The percentage of Federal participation available under this FPN for the associated fund code. This value can range from ‘0.00’ to ‘100.00’.
State %	Display Only	The percentage of State participation available under this FPN for the associated fund code. This value can range from ‘0.00’ to ‘100.00’.
Other %	Display Only	The percentage of participation from “other” outside agencies for the associated fund code. This value can range from ‘0.00’ to ‘100.00’. Multiple agencies may be participating in the funding, but the percentage is displayed as an aggregate. In other words, if two other agencies are each providing 10% of the funding, the percentage listed in this field is 20%. Note: If this is a municipal project, the municipality is only listed as an other agency if they are being reimbursed less than 100% of the construction costs for the project.
Urban Area Indicator	Display Only	This field describes whether the area of the project funded by this FPN is located inside (I) or outside (O) of an urban area.
Federal Project Number (FPN)	Display Only	The Federal Project Number (FPN) assigned to the project. Each FPN and its related data is entered on the Federal Estimate Construction Engineering Summary screen.
Federal Project Status	Display Only	This field indicates whether the project requires federal oversight, and whether it is on or off the National Highway System (NHS). Valid values are: PENNDOT Oversight NHS PENNDOT Oversight Non-NHS Federal Oversight Non-Federal (100% State) Note: Non-Federal, or 100% State projects are not included in the Federal Aid reports. However, a ‘state’ version of the reports exists. See "Tell Me About Non-Federal Aid Report by Fund Code" or "Tell Me About Non-Federal Aid Report by SPN" under "Project Funding" in the Help system.
Federal Work Type	Display Only	The code identifying the type of work. The federal work type codes are maintained by FHWA.
Federal Work Type Description	Display Only	A description of the federal work type.
ALT	Display Only	The alternate code for the design item. This field is only displayed for the preliminary version of the report. Valid values are: Blank - Standalone item E - Either item (as-designed) O - Or item (alternate) A - And item
Item Number	Display Only	The number identifying the item linked to the FPN through the associated fund code.
Item Type	Display Only	The type of construction item. This field is only displayed for the As-Built version of the report. Valid values are: Blank - Construction item A - Actual Force Account C - Contract Item D - Final Force Account Decrease E - Extra Work Item F - Estimated Force Account I - Final Force Account Increase L - Legal Claim Resolution P - Adjustment for Deficiencies X - Incentive Payment
Quantity	Display Only	The quantity of the item which is being funded by the FPN. This may be part or all of the item quantity. In the case of the As-Built report, the quantity reflects the current quantity net of any approved work orders. The report is available throughout the Construction phase of the project, so that this quantity may change up until the point the project is finalized.
Unit of Measure	Display Only	The unit of measure for each item.
Unit Price	Display Only	The price of one unit of the item. When the report is for the preliminary estimate, this is the estimated unit price from the design estimate. For the as-bid report, this is the bid price from the bid schedule of prices. For the as-built version of the report, this is the construction unit price.
Item Total	Display Only	The cost of the quantity of the item that is associated with the FPN. This value is calculated by multiplying the Quantity * Unit Price. Note: Because the total item quantity for the project may be greater than the item quantity associated with this fund code, the value in this column may not reflect the item total for the project as a whole.
Item Description	Display Only	The description of the item appears under the item number.
Item Total (for Fund Code)	Display Only	The total cost of all items associated with the fund code. This value is calculated by summing the item totals.
Federal Funds Requested Total	Display Only	This is the total amount of Federal funds requested for the fund code. It is calculated by multiplying the Item Total for the fund code by the Federal Percentage.
State and Other Funds Total	Display Only	This total represents the difference between the Item Total for the fund code and the Federal Funds Requested Total.
Total Cost (without CENG)	Display Only	This is a calculated value representing the total costs associated with all fund codes whose federal work type is not designated as “CENG” (Construction Engineering Costs).
Total Federal Funds Requested (without CENG)	Display Only	This is a calculated value representing the total costs associated with all fund codes whose federal work type is not designated as “CENG” multiplied by the federal percentage for each fund code. If the value in the Federal % field is less than 100%, the cents appearing in the cost are truncated to zero as required by FHWA.
Total State and Other Funds (without CENG)	Display Only	This is a calculated value representing the total costs associated with all fund codes whose federal work type is not designated as “CENG” minus the total federal funds requested whose federal work type is not designated as “CENG”.
CENG - State Forces (SF) %	Display Only	This is the percentage of construction engineering costs associated with state forces. This value is used in combination with “CENG as % of Total” percentage to derive each of the CENG costs. This value can range from ‘0.00’ to ‘100.00’.
Total Cost CENG - SF %	Display Only	This is the total construction engineering costs associated with state forces. The formula used to calculate this field is: Total Cost CENG - SF % = (CENG-SF % * CENG as % of Total * Total Cost w/o CENG) / 100
Federal Funds Requested CENG - SF %	Display Only	This is the portion of the total construction engineering costs associated with state forces that are funded by FHWA. The formula used to calculate this field is: Federal Funds Requested CENG - SF % = (CENG-SF % * CENG as % of Total * Federal Funds Requested w/o CENG) / 100 If these costs exceed the calculated amount of the Total Costs CENG-SF column multiplied by the Federal percentage by $1.00 or less, $1.00 is subtracted from this subtotal.
State and Other Funds CENG - SF %	Display Only	This is the portion of the total construction engineering costs associated with state forces that are funded by state and other sources. This number represents the difference between the Total Cost CENG-SF% and the Federal Funds Requested CENG-SF using the formula: State and Other Funds CENG - SF % = Total Cost CENG-SF % - Federal Funds Requested CENG - SF
CENG - Consultant Forces (CF) %	Display Only	This is the percentage of construction engineering costs associated with consultant forces. This value is used in combination with “CENG as % of Total” percentage to derive each of the CENG costs. This value can range from ‘0.00’ to ‘100.00’.
Total Cost CENG - CF %	Display Only	This is the total construction engineering costs associated with consultant forces. The formula used to calculate this field is: Total Cost CENG - CF % = (CENG-CF % * CENG as % of Total * Total Cost w/o CENG) / 100
Federal Funds Requested CENG - CF %	Display Only	This is the portion of the total construction engineering costs associated with consultant forces that are funded by FHWA. The formula used to calculate this field is: Federal Funds Requested CENG - CF % = (CENG-CF % * CENG as % of Total * Federal Funds Requested w/o CENG) / 100 If these costs exceed the calculated amount of the Total Costs CENG-CF column multiplied by the Federal percentage by $1.00 or less, $1.00 is subtracted from this subtotal.
State and Other Funds CENG - CF %	Display Only	This is the portion of the total construction engineering costs associated with consultant forces that are funded by state and other sources. This number represents the difference between the Total Cost CENG-CF% and the Federal Funds Requested CENG-CF using the formula: State and Other Funds CENG - CF % = Total Cost CENG-CF % - Federal Funds Requested CENG - CF
CENG - Local Forces (LF) %	Display Only	This is the percentage of construction engineering associated with local forces. This value is used in combination with “CENG as % of Total” percentage to derive each of the CENG costs. This value can range from ‘0.00’ to ‘100.00’.
Total Cost CENG - LF %	Display Only	This is the total construction engineering costs associated with local forces. The formula used to calculate this field is: Total Cost CENG - LF % = (CENG-LF % * CENG as % of Total * Total Cost w/o CENG) / 100
Federal Funds Requested CENG - LF %	Display Only	This is the portion of the total construction engineering costs associated with local forces that are funded by FHWA. The formula used to calculate this field is: Federal Funds Requested CENG - LF % = (CENG-LF % * CENG as % of Total * Federal Funds Requested w/o CENG) / 100
State and Other Funds CENG - LF %	Display Only	This is the portion of the total construction engineering costs associated with local forces that are funded by state and other sources. This number represents the difference between the Total Cost CENG-LF% and the Federal Funds Requested CENG-LF using the formula: State and Other Funds CENG - LF % = Total Cost CENG-LF % - Federal Funds Requested CENG - LF
Grand Total - Total Cost	Display Only	This is the sum of the values in the Total Cost column. The exact number of cents displayed in the cost is always rounded so that it is always zero as required by FHWA. Rounding the largest of the state, consultant or local force Total Cost amounts does this.
Grand Total - Federal Funds Requested	Display Only	This is the sum of the values in the Federal Funds Requested column. The exact number of cents displayed in the cost is always rounded so that it is always zero as required by FHWA. Rounding the largest of the state, consultant or local force Total Cost amounts does this.
Grand Total - State and Other Funds	Display Only	This is the sum of the values in the State and Other Funds column.

Actions

Action	Description
? (icon)	When the user clicks this icon, they are taken to the screen’s “Tell Me About” Help document, which provides a brief screen description, a definition of each field, and a definition of each ‘action’ (link, button, icon).
Up/Down Arrows (icon)	When the user clicks the up arrow at the top left corner of the display, they are taken to the top of the screen view. When the user clicks the down arrow at the top left corner of the display, they are taken to the bottom of the screen view. TIP: The function buttons such as BACK, EDIT, and SAVE are always located at the extreme bottom of the screen. Use the down arrow to quickly move to the buttons you need.
Back (button)	When the user clicks this button, they are returned to the previous screen in the browser history.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:16 AM