Guidelines for Administrating an ODOT SRTS Enforcement Campaign
Administering Agency
Agency Name
Address
City / Ohio / Zip Code
9-Digit Federal Tax ID / (Fed. Tax ID# must be administering agency’s ID#)
County
Community Population
It is agreed by the undersigned that this agreement is subject to all federal and state regulations governing grants and to the Terms and Conditions set forth in this agreement, including each attached form and budget sheet(s).
Authorizing Official
Name
Address
City / Ohio / Zip Code
Phone Number / Fax.
E-Mail
Signature
As authorizing official, I hereby designate the following project director as my liaison. I understand that the authorizing official and project director are both responsible for the implementation of the activities and compliance with all Terms and Conditions.
Project Director
Name
Address
City / Ohio / Zip Code
Phone Number / Fax.
E-Mail
Signature
Fiscal Officer
Name
Address
City / Ohio / Zip Code
Phone Number / Fax.
E-Mail
Signature
Approval and authorization to proceed with this highway safety project is hereby granted subject to the Terms and Conditions of the original award. Reimbursement Only Policy

This federal funding program operates on a reimbursement basis. The administering agency must first incur the costs for approved expenditures and then apply for the reimbursement. Appropriate and accurate documentation will be required for each expense.

Required Personnel

Authorizing Official - The authorizing official is the person responsible for the administration of the program through ODOT. This individual will serve as the primary contact person with ODOT.

Project Director - The project director is designated as the agency’s liaison by the authorizing official. This individual will oversee the daily activities of the funding and ensure that the scope of work and evaluation are completed as proposed.

Fiscal Officer - The fiscal officer is responsible for the fiscal activities of the agency. This individual is responsible for overseeing the budget, as well as submitting properly prepared claims for reimbursement to ODOT.

Each proposal must have at least the above personnel assigned.

Supplanting of Funds

Federal guidelines clearly stipulate that federal funds must not be used to supplant federal, state, or local funds. Supplanting is defined as taking the place of or serving as a substitute for existing funding of a current or routine program. Other state and local funds may not be decreased as a result of additional federal funds made available through ODOT. Instead, federal funds must be used to provide the resources that otherwise would not be available for the proposed program activity.

Supplanting includes replacing routine state or local expenditures with the use of federal grant funds, and/or using federal grant funds for costs of activities that constitute general expenses required to carry out the overall responsibilities of the grantee and/or its sub-grantees.

The authorizing official certifies through their signature that federal funds made available by ODOT for the proposed project will be used to increase and not to supplant federal, state, or local funds otherwise available.

Final Report and Final Claim

A final comprehensive project activity report must be submitted to ODOT along with reimbursement request.

Records Retention

All records relating to project activity and/or expenditures must be maintained for review by representatives of the federal or state government for at least three years following the final reimbursement payment.

Participating Law Enforcement Agencies

Participating law enforcement agencies performing activity under this funding must be paid for activity performed before reimbursement will be paid to the lead agency.

Documentation for Overtime Activity with Participating Agencies

A list of check numbers, that the grantee paid enforcement agencies working under the grant, must be documented. Copies of cancelled checks or other documentation may be requested.

Ohio Department of Transportation Enforcement Campaign – March, 2009Page 1