Q. Reporting Requirements and Forms for Recovery Act Projects (highway)
How will data on direct jobs be collected? (added 5/20/2009)
FHWA, States and Federal Lands will utilize FHWA Form 1587 to collect data from contractors, subcontractors, engineering firms and the States themselves. For any project or activity that receives FHWA funds from ARRA, the State must complete a Form 1587 for any month where associated employment occurs.
How will indirect jobs be estimated? (updated 5/20/2009)
Answer RE-2: FHWA will utilize the Form 1587 and Bid Data to estimate the indirect jobs. Individual States and projects should not estimate indirect jobs independent from FHWA. Only the FHWA estimated indirect jobs will be reported to Congress under ARRA Section 1201.
How will employment associated with Local Project Authorities be handled? (updated 5/20/2009)
Answer RE-3: The local project authorities are subject to the same maintenance of effort provisions of ARRA, and States must complete and submit FHWA Form 1587 on behalf of the local project authorities.
How should overtime be reported? (added 3/27/2009)
Do not report overtime any differently than other hours of work. In the simplest example (a project with 1 worker) Form FHWA-1587 "Monthly Summary Employment Report" would show Box 8 Total Employment = 1; Box 9 Total Hours = 240 [this assumes 60 hours per week]; Box 10 Total Payroll = wages paid, including base plus overtime pay (including time-and-a-half if that is the pay for the extra 20 hours per week).
How should 'burdened' or 'overhead included' wages be reported? (added 3/27/2009)
On Form FHWA-1587 "Monthly Summary Employment Report" include only the straight wages. FHWA will adjust for overhead, vacation, benefits etc. using data from the Bureau of Labor Statistics.
How should employment on split funded jobs be reported? (added 3/27/2009)
Report all jobs on any project receiving ARRA funds for the full duration of the project. As noted in Answer #44, and except for unusual circumstances that are coordinated with the Division Office, recipients should expend all their ARRA funds on a project before initiating expenditures of other funds. Any adjustments to jobs required due to split-funding will be made at the national level to accurately and consistently report those jobs associated with the ARRA funds, i.e. no adjustment should be made at the state level. For any project using any ARRA funds, report all jobs for the entire duration of the project, even after the ARRA funds have been expended.
Are non-construction jobs also reported? (added 3/27/2009)
Report all jobs paid by ARRA funds. This includes consulting, state employees, surveyors, etc.
What about reporting jobs when ARRA funds are added to a pre-existing project? (added 3/27/2009)
Begin reporting jobs the first month that ARRA funds are added to a project.
How does a contractor obtain a Data Universal Numbering System (DUNS) number? (added 5/4/2009)
All US Government contractors, grantees and loan recipients can request a DUNS number or modification to an existing DUNS record by using the online webform process at http://fedgov.dnb.com/webform (for US and International locations) or they can call 866-705-5711, option 3. The toll free number is for US locations only. Registrants will be asked for their entity name, address, city, state, country, postal code, highest ranking individual's name and title, line of business, # of employees and legal structure (i.e.: corporation, non profit, etc.) and socio economic data (veteran owned, women owned, etc) If they use the webform, there is a mailing address area, SIC code and annual revenue data lines but these are optional.
Should projects that require Endangered Species Act (ESA) Consultation be included under approvals? (added 5/4/2009)
ESA consultation status should be reflected in Box 20 of Form FHWA-1586 "Status of Federal Permits". When a federal permit or NEPA action is not completed, then the ESA status will also be reflected in the status as Applied/Pending, and as such, a permit or NEPA decision will not normally be issued without the completion of any needed ESA consultations.
Are municipalities required to provide a website? (added 5/4/2009)
No, only states.
Are utility workers' hours, pay, etc. reported in the same manner as construction workers' information? (added 5/4/2009)
Yes, if the utility workers are being paid with Recovery Act funds.
I am unable to cut and paste data into some of the forms because the cells are locked. Is there a way to work around this? (added 5/4/2009)
If the data is in an Excel or Access database and the fields are identical to the fields in the form, then you can just submit the Excel or Access database.
How long should projects be reported on the monthly project reports? (added 5/4/2009)
Until they are completed or withdrawn.
What is the purpose of Form 1588 and when should it be used? (added 5/4/2009)
The purpose of form 1588 is to track grouped projects that are later awarded as individual (sub) projects. If the grouped project is not awarded as two individual projects, then the State doesn't need to fill-out form 1588. Another way to tell if a grouped project should be considered for reporting on form 1588 is if the individual sub projects are assigned unique State project numbers. If they are, then the State should consider reporting each separately. It's possible that a grouped project has been awarded to a single contractor, but each individual sub project has its own unique identifier or project number. If that is the case, report each individually.
If a project has multiple improvement types, which improvement type should be used in Box 10? (added 5/4/2009)
The primary improvement type with the most funds obligated to it should be listed. The primary improvement type needs to match the primary improvement type listed in the FMIS entry for this project. A listing of the FMIS codes is provided in Appendix 3 of the reporting guidance. The entry must be the two digit numeric code as provided in the FMIS codes (and re-printed in the reporting guidance).
Is this report cumulative such that data that was not available on the due date should be reported upon a future submittal? Or is a project only submitted once on the "Initial Project Report"? (added 5/4/2009)
Yes, the report is cumulative and updates will bring-in data on future projects. Only new information should be submitted; duplicate information will be deleted.
How should the Federal Project Number field be populated - with or without the parentheses? (added 5/4/2009)
Without the parentheses.
Should the State report multiple State Projects on one line per Federal Project Number or can there be multiple lines using the same Federal Project Number? (added 5/4/2009)
The State can enter multiple State Projects under one Federal Project number as long as the Federal Project Number is repeated for each of the State Projects that use that number.
If a project has multiple purposes, how should they be reported? (added 5/4/2009)
Choose the most relevant purpose and place that single purpose on the form.
If there are multiple permits, how is the individual status (N/A, TBD, Not Applied, Applied/Pending or Completed) of each reflected? (added 5/4/2009)
Only the combined status of all permits or actions requiring NEPA decisions by other agencies need to be entered here. It is not necessary to list all the permits and actions. If multiple permits or actions exist, please enter the COMBINED STATUS as N/A, TBD, Not Applied, Applied Pending or Completed. For example, if a project needs two permits and only one has been applied for, then the combined status will be Not Applied.
Is BOX 19 just a number count of the permits detailed in Box 18? (added 5/4/2009)
The previous Box 18 has been eliminated as it was causing confusion. Only the number of permits or actions requiring NEPA decisions should be entered in Box 19. The federal NEPA or permit approval date should be entered in Box 21.
What is the purpose of BOX 20 and how are multiple permits and their individual status reported? (added 5/4/2009)
The purpose of BOX 20 is to show the status of any remaining environmental approvals that are needed for a project. Again, there is no need to list the individual permits or approvals here. Simply show the combined status. BOX 20 should show only the COMBINED STATUS of all federal approvals. For example, when some of the permits have been completed, but a consultation is under way for a different resource, then the combined status will be "Applied/Pending".
How are multiple routes reflected? (added 5/4/2009)
They should be separated by commas. If there are multiple locations please just enter '999' in the county code and leave the route and mile marker cells blank. It is very important that you fill in the multiple congressional districts (separated by commas).