Section 14: Federal Payment Voucher Processing
Requests for Reimbursement Review
Subgrantees complete Requests for Reimbursement (RFRs) in
eGrants and submit them to their TxDOT Traffic Safety Division -
Behavioral Traffic Safety Section (TRF-BTS) Project Manager. The
Project Manager reviews and approves the RFRs in eGrants. A bi-weekly
batch process picks up the approved RFRs and sends them to the TxDOT
Financial Management Division (FIN) for processing with the eGrants-Oracle
PeopleSoft (OPS) interface. A similar interface submits feedback
to eGrants when the RFRs are paid.
Voucher Processing
Approved RFRs are batched into a file containing the Payee
Identification Number (PIN)/Texas Identification Number (TIN), mail
code and the amount to be reimbursed, along with other invoice details,
and placed on an FTP server. The OPS system processes the invoice/payment
data and updates relevant accounts payable tables in the financial
system.
Another process in OPS sends the payment information to the
Texas Comptroller’s Office where a warrant or direct deposit is
issued to the subgrantee to the PIN/TIN and mail code they entered
in eGrants.
The OPS-eGrants interface will extract the voucher/payment
data from voucher-related tables and generate an output file. This
output file contains the status of all vouchers and their payment
details (USAS warrant number and payment date) as well as the voucher
distribution line information. This file is then read into eGrants
and updates the status of the appropriate RFR.
Electronic Transfer of Funds
After vouchers have been processed successfully and a sufficient
amount of federal receivables have accrued, FIN submits a voucher
transaction to the National Highway Traffic Safety Administration
(NHTSA). About two days later, funds are electronically transferred
from Washington to the Texas State Treasury.
Grants Tracking System
The Grants Tracking System (GTS) is a Windows-based database
program developed by NHTSA to assist the states in the financial
management of federal grants. GTS was designed primarily to automate
the financial information process, produce the required federal
financial documents at the program area level, and electronically
transmit this information to NHTSA’s accounting department.
In FY 2018, NHTSA began assigning a
unique Federal Award Identification Number (FAIN) to every financial
assistance award. The new FAIN for each state is incorporated into
GTS by NHTSA. A FAIN is comprised of numbers and letters.
GTS handles five major types of automated transactions. Each
transaction type depends on the order of completion, validity, and
accuracy. The five transaction types are:
- Obligation Limitation.
- Obligation Cost Summary.
- Advance of Funds.
- Advance Reduction.
- Voucher.
Explanations of each of these transaction types follow under
separate subheadings.
NHTSA is developing a new Grants Management Solutions Suite
(GMSS) and will switch to the new system when it becomes available.
Obligation Limitation Transaction
The Obligation Limitation Transaction establishes the amount
of federal funds available for expenditure under NHTSA 402, 405
alcohol incentive, or other designated incentive grant funds. The amounts
of these funds available for the “Obligation Limitation” are downloaded
into GTS.
Obligation Cost Summary Transaction
The Obligation Cost Summary Transaction produces financial
documents that obligate funds for the federal computerized accounting
system. The overall process involves entering obligations for the
current year and carry-forward funds into the GTS system. All entered
information is verified and posted. After all posting has been processed,
GTS automatically sends an electronic approved copy to the NHTSA
Regional Office and to the Federal Accounting System.
Advance of Funds Transaction
The Advance of Funds Transaction allows the state to request
federal funds electronically and prior to submission of a voucher.
Prior to requesting federal funds or an advance request, federal
funds must be obligated.
Advance Reduction Transaction
Only states using the advance method of reimbursement with
an outstanding advance balance can complete this transaction (Texas
uses this method). Advance Reduction Transactions result when a state
issues a check to NHTSA for either:
- Reducing an outstanding advance balance, or
- Paying NHTSA an amount owed that resulted from an audit finding.
Paying an amount that resulted from an audit finding can also
be accomplished through a Voucher Reduction Transaction.
Voucher Transaction
Voucher Transactions allow the state to process vouchers.
Expenditures of funds must be vouchered at the same level that the
funds were obligated - at the program, project, task, or sub-task
level.
Voucher reductions can also be entered just like a regular
progress voucher, except that the amount entered will be a credit
entry only.
As of January 1999, the federal voucher is not able
to be imported to the Grants Tracking System (GTS). In order for
the federal voucher to be entered into the GTS, FIN has to prepare
a spreadsheet from the OPS billing report. This spreadsheet shows
current federal expenditures, state or local expenditures, and the
required local benefit expenditures.
NHTSA Grants Tracking System (GTS) Reports
A variety of GTS reports are available to streamline the states’
fiscal management process and reduce the workload associated with
meeting federal reporting requirements. These reports include:
HSP Transactions Report.
This report
itemizes all Highway Safety Plan (HSP) transactions, provides detailed
information on federal funds, and assists in finding data entry
errors.HSP Cost Summary Report.
This report
reflects detailed information by project, program area, specific
funding sources sub-totaled by NHTSA 402 or 405, or other incentive
funds. The format of this report replicates the HS-217 and shows
the increase or decrease for each program area. This report can
be printed in detail, showing each project or task, or summarized
by program level amounts only.HSP Approved Program Amounts Report.
This
report details the same information as the HSP Cost Summary Report,
but does not report the decrease or increase for each program area.Obligated Program Amounts Report.
This
report itemizes all detailed information by project, program area,
NHTSA 402, 410, or other obligations. It also shows the amount of
current and carry-forward funds.Highway Safety Program Cost Summary.
This
report is strictly for obligation purposes. The report format replicates
the HS-217 and shows the increase or decrease for each program area.
It can be printed in detail to reflect each project or task, or
summarized to show program-level amounts only.Voucher Transactions Reports.
This report
details all voucher transactions.Status of Obligations and Expenditures.
This
report is for informational purposes only, and shows the unobligated
and unexpended amounts for each program area.Status of Current and Carry Forward Funds.
This
report separates the obligations, expenditures, and unexpended funds
by current fiscal year and by carry-forward (from previous years). This
report also shows federal share-to-local benefit, and state and
local expenditures.Audit Exceptions
If an audit exception in a closed-out fiscal year results
in the subgrantee returning funds to TxDOT, or TxDOT having to provide
funds to the subgrantee, then these funds will be applied to the
appropriate task and funding source for the current year.