GENERAL
Federally funded contracts are required to be accepted by the Federal Highway Administration (FHWA) to enable the Department to be reimbursed for project expenditures. For most projects the FHWA has delegated the Department the authority to complete the FHWA Final Acceptance Report (Form 1446B) for submission. For projects designated as full oversight, (step by step) FHWA retains approval of this process. Therefore, upon final payment of a delegated federally funded contract, a completed
Form 1446B and
1446B Checklist, which includes project description information and pertinent dates, should be submitted to the FHWA.
Federally funded contracts are administered differently, and the final voucher process differs a little for each type of administration. The administration of each contracts are categorized by the type of letting which is listed below along with the final voucher process.
CENTRALLY LET FEDERALLY FUNDED CONTRACTS
After the final estimate has been paid and a verified claim is not anticipated or the verified claim process (including mediation and lawsuit) has been completed, the State Construction Engineer should ensure that all commitments for the project are removed in the NCDOT fiscal accounting system, SAP. Check the status of commitments using the SAP function ZPSR01.
Once all commitments have been removed, the State Construction Engineer will complete Form 1446B and the 1446B Checklist in HiCAMS. The State Construction Engineer will forward the completed form and checklist (in HiCAMS) to the State Materials Engineer for the materials certification. The instructions for completing Form 1446B and the 1446B Checklist are in the
HiCAMS User Guide - Manual Topic 13 “Project Closeout”.
Once the materials certification is complete, the State Materials Engineer will complete the certification portions of Form 1446B and the 1446B Checklist and forward both to the North Carolina Department of Transportation – Federal Funds Management Unit (FFMU) to process for FHWA reimbursement (final voucher.) The Division Contract Administrator can check the status of payment of the final voucher using SAP transaction code ZF22. The date of the payment of the final voucher will begin the period for retention of project records. See the
Retention and Storage of Project Records and Documents in this section for additional information about retention of records.
DIVISION LET FEDERALLY FUNDED CONTRACTS
After the final estimate has been paid and a verified claim is not anticipated or the verified claim process (including mediation and lawsuit) has been completed, the Division Engineer should ensure that all commitments for the contract are removed in the NCDOT fiscal accounting system, SAP. Check the status of commitments using the SAP function ZPSR01.
Once all commitments have been removed, the Division Engineer (or delegate) will complete Form 1446B and the 1446B Checklist in HiCAMS. The Division Engineer will forward the completed form and checklist (in HiCAMS) to the State Materials Engineer for the materials certification. The instructions for completing Form 1446B and the 1446B Checklist are in the
HiCAMS User Guide - Manual Topic 13 “Project Closeout”.
Once the materials certification is complete, the State Materials Engineer will complete the certification portions of Form 1446B and the 1446B Checklist and forward both to the North Carolina Department of Transportation – Federal Funds Management Unit (FFMU) to process for FHWA reimbursement (final voucher.) The Division Contract Administrator can check the status of payment of the final voucher using SAP transaction code ZF22. The date of the payment of the final voucher will begin the period for retention of project records. See the
Retention and Storage of Project Records and Documents in this section for additional information about retention of records.
LOCALLY ADMINISTERED, FEDERALLY FUNDED CONTRACTS
After the final estimate has been paid and a verified claim is not anticipated or the verified claim process (including mediation and lawsuit) has been completed, the Division Engineer should ensure that all commitments for the contract are removed in the NCDOT fiscal accounting system, SAP. Check the status of commitments using the SAP function ZPSR01.
Once all commitments have been removed, the Division Engineer should complete and sign Form 1446B and attach the 1446B Checklist and a copy of the final estimate. (
Please note that Form 1446B and the 1446B Checklist for Locally Administered, Federally Funded Contracts are to be completed outside of HiCAMS. These forms can be assessed on the Construction Unit web page under Construction Resources.) This package should be forwarded to the State Materials Engineer for the materials certification. Upon completion of the materials certification, the State Materials Engineer will sign the Form 1446B and send the completed package to the North Carolina Department of Transportation - Federal Funds Management Unit (FFMU) to process for FHWA reimbursement (final voucher.) The Division Contract Administrator can check the status of payment of the Final Voucher using SAP transaction code ZF22. The date of the payment of the final voucher will begin the period for retention of contract records. See the Retention and Storage of Project Records and Documents in this section, for additional information. The Division Engineer should notify the Local Government Agency of the
voucher dated by certified letter.
