Section 4: RFR Review and Processing
Introduction
The Project Manager reviews and verifies Requests for Reimbursement
(RFRs). After review and verification, the TxDOT Financial Management
Division (FIN) pays the subgrantee. This section explains RFR review
and processing.
RFRs will not be approved for payment without the approval
of a Performance Report for the corresponding period. Final RFRs
will not be approved for payment without approval of the final Performance
Report.
TxDOT Review
In reviewing the RFR, the Project Manager will verify that:
- All entries, extensions, and attachments are correct.
- Each item is clearly identified.
- Documentation to substantiate the expenditures, or summaries of documentation for salaries and fringe benefits, has been submitted.
If the review of the RFR reveals errors, incomplete information
or other problems, the Project Manager can send the RFR back to
the subgrantee by changing the status of electronically submitted RFRs
through eGrants to “Modifications in Progress” to allow a subgrantee
to make any necessary corrections.
Project managers must follow up on any RFR that has
been sent back for modifications to ensure the subgrantee has resubmitted
the RFR to TxDOT for approval by changing the status to “RFR Submitted.”
If an error is detected after the RFR has been processed, the Project
Manager will prepare an e-mail requesting the subgrantee to make
an adjustment on the next RFR. If the final RFR has been processed,
the subgrantee will have to issue a refund check to TxDOT if they
were overpaid. If underpaid, the subgrantee will be asked in writing
to submit a revised final RFR.
The Project Manager will review RFRs and complete the Review
Comments page of the RFR. There are three questions on this page
that the Project Manager must answer concerning budget and supporting
documentation submitted by the subgrantee. A comments box is also
included on the page to allow the Project Manager the opportunity
to provide any comments.
See
for detailed information
on reviewing and documenting Performance Reports and RFRs submitted
via eGrants.
Approval for Payment
After reviewing and verifying the RFR, the appropriate TxDOT
project manager will complete and approve the RFR in eGrants by
changing the status of the RFR to “RFR Approved.”
It is imperative that the Traffic Safety Division
- Behavioral Traffic Safety Section (TRF-BTS) assign a high priority
to RFRs in order for TxDOT to make payments in a timely manner.
TxDOT will review and approve performance reports
and requests for reimbursement in a timely manner not to exceed thirty
(30) calendar days as long as there are no outstanding conditions
beyond TxDOT’s control that would cause further delays. Any delays
beyond the 30 days should be documented in eGrants by the TxDOT
Project Manager.
Submission to Financial Management Division
After approval of RFRs by the appropriate project manager
or TSS, the RFRs are electronically forwarded to the TxDOT Financial
Management Division (FIN) through eGrants for payment.
Process Overview
See the eGrants
for an overview of the RFR approval
process.
Project Celebration Mini-Grants
Payments for Project Celebration mini-grants will be processed
through eGrants. See
located on the eGrants Help Page
for details.
Questions and Assistance
Questions concerning the information to be verified, or whether
specific information on the RFR is correct, may be directed to TRF-BTS.