Requesting Approval

When federal or state grant funds are budgeted for PI&E material, a plan will be included in the grant agreement or by using the PI&E Material Approval Checklist. This plan should be discussed during the negotiation phase of the grant proposal process. Requirements for the subgrantee should be reviewed, including policies, procedures, and reporting.
Material Approval Checklist.
 When a material production request is developed, it must be completed by using the PI&E Material Approval Checklist. The checklist is located under “Supplemental Approvals,” and can be found under “Examine Related Items” (beneath the RFR reporting periods). To submit a PI&E Material Approval Checklist, follow the steps below:
  1. Select “Create New” under “Supplemental.”
  2. Select “I Agree” when prompted “Are you sure you want to create a Supplemental Report?”
  3. Click on “View, Edit and Complete Forms.”
  4. Choose the “PI&E Materials Plan.”
  5. Complete and save the form.
  6. Complete the checklist request process by changing the status of the form (found under “Change the Status”) to “SR Submitted.”
  7. Once the status of the request has been changed to “SR Submitted,” the request will be electronically forwarded to the appropriate project manager for review.
Statewide Subgrantee.
 Statewide subgrantees obtain approval for material production by submitting material art work (does not have to be in camera-ready form), or a copy of the items to be reproduced to TRF-BTS headquarters in Austin. The request must include the item, quantity, audience, purpose, and estimated cost.
Local Subgrantee.
 Local subgrantees obtain approval for material production by submitting material art work (does not have to be in camera ready form), or a copy of the item to be reproduced, to the appropriate TxDOT Traffic Safety Specialist (TSS). The request must include the item, quantity, audience, purpose and estimated cost.