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Grantee Information

Contact

Kelly Mason
Phone: 503 986-4202
Fax: 503 986-3143

ODOT - Transportation Safety Division - MS 3
4040 Fairview Industrial Drive SE
Salem, OR 97302-1142
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Grant Overview



A grant is defined as the transfer of money or property to accomplish a public purpose as authorized by federal and state statute. The Transportation Safety Division administers grants that adhere to our mission to deliver transportation safety programs to Oregon citizens. Typically, grants are awarded to states, local governments, colleges and universities, and non-profit organizations.
 
Our grant program is based on a complete and detailed problem analysis prior to the selection of projects. Motor vehicle crash data, survey results (belt use, helmet use, and public perception), and other problem identification data are analyzed. A broad spectrum of agencies at state and local levels and special interest groups are involved in project selection and implementation. Projects are selected using criteria that include response to identified problems, innovation, clear objectives, adequate evaluation plans, and cost effective budgets.
 
More information about safety programs can be found at http://www.oregon.gov/ODOT/TS/safetyprograms.shtml.
 
 
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Project Director's Information Booklet

The Transportation Safety Division has developed this booklet as a reference for grantees throughout the grant period. It contains examples of all the forms you will need during the grant year. 
 
Project Director's Information Booklet (PDF 407 KB) 
 
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Frequently Asked Questions



Q: What is "match" funding?
A: Matching or cost sharing means the value of an agency’s in-kind contributions that are separate from federally funded projects.
 
Q: What can be included in "match"?
A: A match requirement cannot be met by funding from another federal grant. In addition, the funding cannot be counted towards satisfying a matching requirement for a different federal grant agreement. The project director for the grant is responsible for making sure the matching amount is verifiable and must maintain records for three years starting on the date of the final claim for reimbursement.
 
Q: What are Agreements and Assurances?
A: The grant project director and authorizing government official must sign the Agreements and Assurances document as part of the grant application process. This document outlines the rules that apply to all TSD grants. The Agreements and Assurances document can be found in the Project Director's Information Booklet.
 
Q: What is a CFDA number?
A: These numbers are used for financial reporting of grants. CFDA is an abbreviation for the Catalog of Federal Domestic Assistance. A list of all programs can be found at https://www.cfda.gov/.
 
Q: What steps are required to submit a grant application?
A: Contact the program manager for more information about specific grant applications. Program information and contacts can be found at http://www.oregon.gov/ODOT/TS/safetyprograms.shtml.
 
Q: How are grants selected?
A: A broad spectrum of agencies at state and local levels and special interest groups are involved in project selection and implementation. Projects are selected using criteria from the program strategic plan or assessment, and response to identified problems, innovation, clear objectives, adequate evaluation plans, and cost effective budgets.
 
Q: What documentation is required when the grant involves a contract or Intergovernmental Agreement (IGA)?
A: Provide signed copies of any contracts or other service agreements that are entered into by the grantee as part of the project. These shall be reviewed by TSD to determine whether the work to be accomplished is consistent with the objectives of the project. All contracts awarded by the grantee shall include the provision that any subcontracts include the terms stated in the Agreements and Assurances document.
 
Q: What documentation is required when the grant involves equipment or software purchases?
A: A Residual Value Agreement (RVA) must be submitted to TSD if grant funds are used, in whole or in part, to acquire any equipment or software costing more than $5,000 or at TSD request. A copy of the original vendor invoice must be attached to the form showing the quantity, description, manufacturer’s identification number, and cost of each item.
 
Q: Is any other documentation required?
A: Provide a copy of a job description of all positions assigned to a project 500 hours or more paid with grant funds. Out-of-state travel documentation is also required to fulfill the state travel guidelines.
 
Q: What costs are not allowable for reimbursement?
A: Indirect, administrative or overhead fees are not allowable. Costs associated with lobbying, entertainment or social activities, alcoholic beverages for any consumption purposes, office furnishings and fixtures, and travel costs without prior approval are not allowable for reimbursement. Supplanting includes replacing routine and/or existing state or local expenditures with the use of federal grant funds, which is an unallowable cost.
 
Q: Where can I find grant reporting forms?
A: To obtain copies of the quarterly reports, claim form, and evaluation report, contact Kelly Mason.
 
Q: When are claims for reimbursement due?
A: All claims for reimbursement are due within 35 days following the end of each quarter. Claims will not be honored until all required quarterly reports and documentation have been received. Please check your project calendar to see when your claims and reports are due.
 
Q: What if I am late submitting a claim for reimbursement?
A: Late claims may not be paid. Check with the program manager of your grant in advance to ensure you are taking the necessary steps to avoid losing a reimbursement.
 
Q: Where can I find the NHTSA Grant Manual?
A: Most of the referenced federal regulations and other cited procedural documents are available in the NHTSA Highway Safety Grant Management Manual.
 
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