Submittal format for a self-certification cost report
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Submittal format for a self-certification cost report

Documents and formats

The following documents must be submitted as separate documents and formats labeled as noted below:
Document Description
1 Self Certified Cost Report
2 Certification of Final Indirect Costs for Self-Certification
3 Indirect Cost Rate schedule
4 Notes to Report
5 Management's Report on Internal Control and Compliance
6 Completed AASHTO Internal Control Questionnaire (ICQ fillable PDF)
7

National Compensation Matrix (NCM)

Compensation analysis of executives (By surveys, TxDOT requires 3 surveys, or by the new NCM. If by survey, TxDOT requires three surveys, and copies of the three surveys must be attached. Magazine or newspaper surveys, free Internet surveys and General Services Administration (GSA) schedules are not acceptable. You must follow FAR 31.205-6 and the procedure described in Section 7.5.C. Compensation analysis must be signed and dated by an Officer of the Company.

8 Trial Balance (Excel)
9 Detail General Ledger (Excel)
10 Organization Chart
11 Chart of Accounts
12 Depreciation Schedule (Excel)
Method of depreciation used by firm and copy of the depreciation list of all assets.
13 Bonuses Paid (Excel)
List of bonuses paid by name or id number, calculation and amount.
14 Written Bonus plan
Follow outline in AASHTO Audit Guide Ch.7.11.
15 Board of Directors Minutes
For December or the last month of the fiscal year.
16 Payroll Protection Program (PPP) Fund Certification Form (updated)

Documents in Excel format

The following documents must also be submitted as separate files in Excel format labeled as noted below:
Document Description
3 Indirect Cost Rate Schedule
8 Trial Balance
9 Detail General Ledger
12 Depreciation Schedule
13 Bonuses Paid

Submittal

All Administrative Qualification (AQ) packets must be submitted via email; we are no longer accepting mailed AQ packets. Please submit the cost report with all documents to the email under Contact us.

PEPS AQ Administrator
Email