PART 140—REIMBURSEMENT Authority: 23 U.S.C. 101(e), 106, 109(e), 114(a), 120(g), 121, 122, 130, and 315; and 49 CFR 1.48(b). Subparts A-D [Reserved] Subpart E—Administrative Settlement Costs—Contract Claims Source: 44 FR 59233, Oct. 15, 1979, unless otherwise noted. § 140.501 Purpose. This regulation establishes the criteria for eligibility for reimbursement of administrative settlement costs in defense of contract claims on projects performed by a State under Federal-aid procedures. § 140.503 Definition. Administrative settlement costs are costs related to the defense and settlement of contract claims including, but not limited to, salaries of a contracting officer or his/her authorized representative, attorneys, and/or members of State boards of arbitration, appeals boards, or similar tribunals, which are allocable to the findings and determinations of contract claims, but not including administrative or overhead costs. § 140.505 Reimbursable costs. (a) Federal funds may participate in administrative settlement costs which are: (1) Incurred after notice of claim, (2) Properly supported, (3) Directly allocable to a specific Federal-aid or Federal project, (4) For employment of special counsel for review and defense of contract claims, when (i) Recommended by the State Attorney General or State Highway Agency (SHA) legal counsel and (ii) Approved in advance by the FHWA Division Administrator, with advice of FHWA Regional Counsel, and (5) For travel and transportation expenses, if in accord with established policy and practices. (b) No reimbursement shall be made if it is determined by FHWA that there was negligence or wrongdoing of any kind by SHA officials with respect to the claim. Subpart F—Reimbursement for Bond Issue Projects Source: 48 FR 54971, Dec. 8, 1983, unless otherwise noted. § 140.601 Purpose. To prescribe policies and procedures for the use of Federal funds by State highway agencies (SHAs) to aid in the retirement of the principal and interest of bonds, pursuant to 23 U.S.C. 122 and the payment of interest on bonds of eligible Interstate projects. § 140.602 Requirements and conditions. (a) An SHA that uses the proceeds of bonds issued by the State, a county, city or other political subdivision of the State, for the construction of projects on the Federal-aid primary or Interstate system, or extensions of any of the Federal-aid highway systems in urban areas, or for substitute highway projects approved under 23 U.S.C. 103(e)(4), may claim payment of any portion of such sums apportioned to it for expenditures on such system to aid in the retirement of the principal of bonds at their maturities, to the extent that the proceeds of bonds have actually been expended in the construction of projects. (b) Any interest earned and payable on bonds, the proceeds of which were expended on Interstate projects after November 6, 1978, is an eligible cost of construction. The amount of interest eligible for participation will be based on (1) the date the proceeds were expended on the project, (2) amount expended, and (3) the date of conversion to a regularly funded project. As provided for in section 115(c), Pub. L. 95-599, November 6, 1978, interest on bonds issued in any fiscal year by a State after November 6, 1978, may be paid under the authority of 23 U.S.C. 122 only if such SHA was eligible to obligate Interstate Discretionary funds under the provisions of 23 U.S.C. 118(b) during such fiscal year, and the Administrator certifies that such eligible SHA has utilized, or will utilize to the fullest extent possible during such fiscal year, its authority to obligate funds under 23 U.S.C. 118(b). (c) The Federal share payable at the time of conversion, as provided for in § 140.610 shall be the legal pro rata in effect at the time of execution of the project agreement for the bond issue project. (d) The authorization of a bond issue project does not constitute a commitment of Federal funds until the project is converted to a regular Federal-aid project as provided for in § 140.610. (e) Reimbursements for the redemption of bonds may not precede, by more than 60 days, the scheduled date of the retirement of the bonds. (f) Federal funds are not eligible for payment into sinking funds created and maintained for the subsequent retirement of bonds. § 140.603 Programs. Programs covering projects to be financed from the proceeds of bonds shall be prepared and submitted to FHWA. Project designations shall be the same as for regular Federal-aid projects except that the prefix letter “B” for bond issue shall be used as the first letter of each project designation, e.g., “BI” for Bond Issue Projects—Interstate. § 140.604 Reimbursable schedule. Projects to be financed from other than Interstate funds shall be subject to a 36-month reimbursable schedule upon conversion to regular Federal-aid financing (See appendix). FHWA will consider requests for waiver of this provision at the time of conversion action. Waivers are subject to the availability of liquidating cash. § 140.605 Approval actions. (a) Authorization to proceed with preliminary engineering and acquisition of rights-of-way shall be issued in the same manner as for regularly financed Federal-aid projects. (b) Authorization of physical construction shall be given in the same manner as for regularly financed Federal-aid projects. The total cost and Federal funds required, including interest, shall be indicated in the plans, specifications, and estimates. (c) Projects subject to the reimbursable schedule shall be identified as an “E” project when the SHA is authorized to proceed with all or any phase of the work. (d) Concurrence in the award of contracts shall be given. § 140.606 Project agreements. Project Agreements, Form PR-2, shall be prepared and executed. Agreement provision 8 on the reverse side of Form PR-2 1 1 § 140.607 Construction. Construction shall be supervised by the SHA in the same manner as for regularly financed Federal-aid projects. The FHWA will make construction inspections and reports. § 140.608 Reimbursable bond interest costs of Interstate projects. (a) Bond interest earned on bonds actually retired may be reimbursed on the Federal pro rata basis applicable to such projects in accordance with § 140.602(b) and (c). (b) No interest will be reimbursed for bonds issued after November 6, 1978, used to retire or otherwise refinance bonds issued prior to that date. § 140.609 Progress and final vouchers. (a) Progress vouchers may be submitted for the Federal share of bonds retired or about to be retired, including eligible interest on Interstate Bond Issue Projects, the proceeds of which have actually been expended for the construction of the project. (b) Upon completion of a bond issue project, a final voucher shall be submitted by the SHA. After final review, the SHA will be advised as to the total cost and Federal fund participation for the project. § 140.610 Conversion from bond issue to funded project status. (a) At such time as the SHA elects to apply available apportioned Federal-aid funds to the retirement of bonds, including eligible interest earned and payable on Interstate Bond Projects, subject to available obligational authority, its claim shall be supported by appropriate certifications as follows: I hereby certify that the following bonds, (list), the proceeds of which have been actually expended in the construction of bond issue projects authorized by title 23 U.S.C., section 122, (1) have been retired on ______, or (2) mature and are scheduled for retirement on ______, which is ____ days in advance of the maturity date of ______. Eligible interest claimed on Interstate Bond Projects shall be shown for each bond and the certification shall include the statement: I also certify that interest earned and paid or payable for each bond listed has been determined from the date on and after which the respective bond proceeds were actually expended on the project. (b) The SHA's request for full conversion of a completed projects), or partial conversion of an active or completed project(s), may be made by letter, inclusive of the appropriate certification as described in § 140.610(a) making reference to any progress payments received or the final voucher(s) previously submitted and approved in accordance with § 140.609. (c) Approval of the conversion action shall be by the Division Administrator. (d) The SHA's request for partial conversion of an active or completed bond issue project shall provide for: (1) Conversion to funded project status of the portion to be financed out of the balance of currently available apportioned funds, and (2) retention of the unfunded portion of the project in the bond program. (e) Where the SHA's request involves the partial conversion of a completed bond issue project, payment of the Federal funds made available under the conversion action shall be accomplished through use of Form PR-20, Voucher for Work Performed under Provisions of the Federal-aid and Federal Highway Acts, prepared in the division office and appropriately cross-referenced to the Bond Issue Project final voucher previously submitted and approved. The final voucher will be reduced by the amount of the approved reimbursement. § 140.611 Determination of bond retirement. Division Administrators shall be responsible for the prompt review of the SHA's records to determine that bonds issued to finance the projects and for which reimbursement has been made, including eligible bond interest expense, have been retired pursuant to the State's certification required by § 140.610(a), and that such action is documented in the project file. § 140.612 Cash management. By July 1 of each year the SHA will provide FHWA with a schedule, including the anticipated claims for reimbursement, of bond projects to be converted during the next two fiscal years. The data will be used by FHWA in determining liquidating cash required to finance such conversions. Appendix to Subpart F of Part 140—Reimbursable Schedule for Converted “E” (Bond Issue) Projects (other than Interstate Projects) Time in months following conversion from “E” (bond issue) project to regular project Cumulative amount reimbursable (percent of Federal funds obligated) 1 1 2 2 3 5 4 9 5 13 6 18 7 23 8 29 9 34 10 39 11 44 12 49 13 54 14 58 15 61 16 64 17 67 18 70 19 73 20 75 21 77 22 79 23 81 24 83 25 85 26 87 27 89 28 91 29 93 30 94 31 95 32 96 34 97 35 99 36 100 Subpart G [Reserved] Subpart H—State Highway Agency Audit Expense Source: 49 FR 45578, Nov. 19, 1984, unless otherwise noted. § 140.801 Purpose. To establish the reimbursement criteria for Federal participation in project related audit expenses. § 140.803 Policy. Project related audits performed in accordance with generally accepted auditing standards (as modified by the Comptroller General of the United States) and applicable Federal laws and regulations are eligible for Federal participation. The State highway agency (SHA) may use other State, local public agency, and Federal audit organizations as well as licensed or certified public accounting firms to augment its audit force. § 140.805 Definitions. (a) Project related audits. (b) Third party contract costs. § 140.807 Reimbursable costs. (a) Federal funds may be used to reimburse an SHA for the following types of project related audit costs: (1) Salaries, wages, and related costs paid to public employees in accordance with subpart G of this part, (2) Payments by the SHA to any Federal, State, or local public agency audit organization, and (3) Payments by the SHA to licensed or certified public accounting firms. (b) Audit costs incurred by an SHA shall be equitably distributed to all benefiting parties. The portion of these costs allocated to the Federal-Aid Highway Program which are not directly related to a specific project or projects shall be equitably distributed, as a minimum, to the major FHWA funding categories in that State. Subpart I—Reimbursement for Railroad Work Source: 40 FR 16057, Apr. 9, 1975, unless otherwise noted. § 140.900 Purpose. The purpose of this subpart is to prescribe policies and procedures on reimbursement to the States for railroad work done on projects undertaken pursuant to the provisions of 23 CFR part 646, subpart B. § 140.902 Applicability. This subpart, and all references hereinafter made to “projects,” applies to Federal-aid projects involving railroad facilities, including projects for the elimination of hazards of railroad-highway crossings, and other projects which use railroad properties or which involve adjustments required by highway construction to either railroad facilities or facilities that are jointly owned or used by railroad and utility companies. § 140.904 Reimbursement basis. (a) General. (b) Eligibility. (1) For work which is included in an approved statewide transportation improvement program. (2) Incurred subsequent to the date of authorization by the Federal Highway Administration (FHWA), (3) Incurred in accordance with the provisions of 23 CFR, part 646, subpart B, and (4) Properly attributable to the project. [40 FR 16057, Apr. 9, 1975, as amended at 53 FR 18276, May 23, 1988; 62 FR 45328, Aug. 27, 1997] § 140.906 Labor costs. (a) General. (2) Salaries and expenses paid to individuals who are normally part of the overhead organization of the company may be reimbursed for the time they are working directly on the project, such as for accounting and bill preparation, when supported by adequate records and when the work performed by such individuals is essential to the project and could not have been accomplished as economically by employees outside the overhead organization. (3) Amounts paid to engineers, architects and others for services directly related to projects may be reimbursed. (b) Labor surcharges. (2) Where the company is a self-insurer there may be reimbursement: (i) At experience rates properly developed from actual costs, not to exceed the rates of a regular insurance company for the class of employment covered, or (ii) At the option of the company, a fixed rate of 8 percent of direct labor costs for worker compensation and public liability and property damage insurance together. [40 FR 16057, Apr. 9, 1975, as amended at 47 FR 33955, Aug. 5, 1982; 56 FR 56578, Nov. 6, 1991] § 140.907 Overhead and indirect construction costs. (a) A State may elect to reimburse the railroad company for its overhead and indirect construction costs. (b) The FHWA will participate in these costs provided that: (1) The costs are distributed to all applicable work orders and other functions on an equitable and uniform basis in accordance with generally accepted accounting principles; (2) The costs included in the distribution are limited to costs actually incurred by the railroad; (3) The costs are eligible in accordance with the Federal Acquisition Regulation (48 CFR), part 31, Contract Cost Principles and Procedures, relating to contracts with commercial organizations; (4) The costs are considered reasonable; (5) Records are readily available at a single location which adequately support the costs included in the distribution, the method used for distributing the costs, and the basis for determining additive rates; (6) The rates are adjusted at least annually taking into consideration any overrecovery or underrecovery of costs; and (7) The railroad maintains written procedures which assure proper control and distribution of the overhead and indirect construction costs. [53 FR 18276, May 23, 1988] § 140.908 Materials and supplies. (a) Procurement. (b) Costs. (2) Materials and supplies not furnished from company stock shall be billed at actual costs to the company delivered to the point of entry on the railroad company's line nearest the source of procurement. (3) A reasonable cost of plant inspection and testing may be included in the costs of materials and supplies where such expense has been incurred. The computation of actual costs of materials and supplies shall include the deduction of all offered discounts, rebates and allowances. (c) Materials recovered. (2) Materials recovered and not accepted for reuse by the company, if determined to have a net sale value, shall be sold by the State or railroad following an opportunity for State inspection and appropriate solicitation for bids, to the highest bidder; or if the company practices a system of periodic disposal by sale, credit to the project shall be at the going prices supported by the records of the company. Where applicable, credit for materials recovered from the permanent facility in length or quantities in excess of that being placed should be reduced to reflect any increased cost of railroad operation resulting from the adjustment. (d) Removal costs. (e) Handling costs. (f) Credit losses. § 140.910 Equipment. (a) Company owned equipment. (b) Other equipment. [40 FR 16057, Apr. 9, 1975, as amended at 47 FR 33955, Aug. 5, 1982] § 140.912 Transportation. (a) Employees. (b) Materials, supplies, and equipment. [40 FR 16057, Apr. 9, 1975, as amended at 47 FR 33955, Aug. 5, 1982] § 140.914 Credits for improvements. (a) Credit shall be made to the project for additions or improvements which provide for higher quality or increased service capability of the operating facility and which are provided solely for the benefit of the company. (b) Where buildings and other depreciable structures of a company which are integral to operation of rail traffic must be replaced, credit shall be made to the project as set forth in 23 CFR 646.216(c)(2). (c) No credit is required for additions or improvements which are: (1) Necessitated by the requirements of the highway project. (2) Replacements which, although not identical, are of equivalent standard. (3) Replacements of devices or materials no longer regularly manufactured and the next highest grade or size is used. (4) Required by governmental and appropriate regulatory commission requirements. § 140.916 Protection. The cost of essential protective services which, in the opinion of a railroad company, are required to ensure safety to railroad operations during certain periods of the construction of a project, is reimbursable provided an item for such services is incorporated in the State-railroad agreement or in a work order issued by the State and approved by FHWA. § 140.918 Maintenance and extended construction. The cost of maintenance and extended construction is reimbursable to the extent provided for in 23 CFR 646.216(f)(4), and where included in the State-Railroad Agreement or otherwise approved by the State and FHWA. § 140.920 Lump sum payments. Where approved by FHWA, pursuant to 23 CFR 646.216(d)(3), reimbursement may be made as a lump sum payment, in lieu of actual costs. § 140.922 Billings. (a) After the executed State-Railroad Agreement has been approved by FHWA, the company may be reimbursed on progress billings of incurred costs. Costs for materials stockpiled at the project site or specifically purchased and delivered to the company for use on the project may be reimbursed on progress billings following approval of the executed State-Railroad Agreement or the written agreement under 23 CFR 646.218(c). (b) The company shall provide one final and complete billing of all incurred costs, or of the agreed-to lump sum, within one year following completion of the reimbursable railroad work. Otherwise, previous payments to the company may be considered final, except as agreed to between the SHA and the railroad. (c) All company cost records and accounts relating to the project are subject to audit by representatives of the State and/or the Federal Government for a period of three years from the date final payment has been received by the company. (d) A railroad company must advise the State promptly of any outstanding obligation of the State's contractor for services furnished by the company such as protective services. [40 FR 16057, Apr. 9, 1975, as amended at 40 FR 29712, July 15, 1975; 62 FR 45328, Aug. 27, 1997]