2021 Virtual Training for Powell Bill Program – Fiscal ...

2021 Virtual Training for Powell Bill Program – Fiscal Data Report

Dr. Majed Al-Ghandour, PEMolly StevensJennie Bunton

October 19 – 20, 2021

2021 Training for Powell Bill Report Program – Fiscal Data Report

Online Meeting Guidelines

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• Everyone should remain on mute• Please post questions/comments in the chat box• We will respond to questions at the end.

Please introduce yourself by adding your name and your municipality into the chat box.

This meeting is being recorded and may be published to the Powell Bill website.

By continuing in the meeting, you are consenting to be recorded.


Purpose of Funding• Powell Bill allocations are made to incorporated

municipalities which establish their eligibility and qualify per NCGS§136-41.1 through 136-41.4

• Use of Funds – §136-41.3(a):– PRIMARILY for the resurfacing of streets – Maintaining, repairing, constructing, reconstructing, or widening

of any street / public thoroughfare including bridges, drainage, curb and gutter, and other necessary appurtenances within the corporate limits of the municipality

– Cost of assessments levied for such purposes– Planning, construction and maintenance of bikeways, greenways

or sidewalks

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Questions About Uses of Funds?

Go to the Powell Bill Website to review the Expenditure Guidance:

https://connect.ncdot.gov/municipalities/State-Street-Aid/

Still not sure, consult:• Your municipality’s attorney or auditor • The North Carolina League of Municipalities’ attorneys• Powell Bill Program Unit

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Senate Bill 628 – Proposed

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https://www.ncleg.gov/BillLookUp/2021/S628

SENATE BILL 628 – EDITION 2Last Action: 5/12/2021


Proposed Budget Bills

• Three Bills in the NC Legislature– H555/S622: Governor’s Budget Bill– S105: Senate’s 2021 Appropriations Bill

• Have NOT been signed into law

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H555 & S622 – Proposed

7HOUSE BILL 555 – EDITION 1Last Action: 4/15/2021

https://www.ncleg.gov/BillLookUp/2021/H555




Senate Bill 105 – Proposed

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No Changes to Powell BillPayment Schedule


Official NCDOT Policy/SOP

9https://connect.ncdot.gov/municipalities/State‐Street‐Aid/


Important Dates to Remember

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** Your municipality will be disqualified from the Powell Bill Program if all required documentation is not received prior to the

disbursement of the allocation **


Powell Bill Reporting System• Enterprise Business Services Website:

– www.ebs.nc.gov

• Use the Link on our website– https://connect.ncdot.gov/municipalities/State-Street-Aid/

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Powell Bill Reporting System

PBRS is a Secured System

User ID and password are required for access

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Fiscal Data ReportPurpose: Report ALL money received and

spent for street purposes for the previous fiscal year.

How to:– Access– Complete– Submit

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Due by December 1st


Instructions for Fiscal Data Report

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• Powell Bill Website:


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Access Fiscal Data Report

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After Logging in, click on the “Fiscal Data Report” Tile to see the Fiscal Data Reports

Click on “Fiscal Data Report” Tile


Access Fiscal Data Report

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Select the agreement under “Current Fiscal Data Reports” to create a new Fiscal Data Report

Select the previous year’s agreement

Create New Status


Fiscal Data Report Information

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• Two Screens– Fiscal Data Report– Submit


Creating Fiscal Data Report

191st: Enter the information for the report



20Find Errors? Contact the Powell Bill Team

Verify populated amounts:

Cannot be Changed01: Adjustments Imposed30: Powell Bill Funds Received

35: Beginning Balance as of July 1, 2020(At Least the same as Powell Bill amount, change if needed)


Add Disbursements

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Click on ‘Add Disbursement’ to enter expenditures

Enter ALL expenditures for streets in the last fiscal year. (not just Powell Bill funds)

* Do not report expenditures for which the municipality is reimbursed by the State Department of Transportation.


Add Disbursements

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• Only use a Disbursement Type ONCE

Select Disbursement

Type


Add Disbursements

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Enter the Amount

Note: The System will round the amount to the nearest dollar when saved.

Save entry and watch for confirmation message


Add Disbursements

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• If “08 – Other” is chosen, select an option on 2nd drop-down list

Select Other Option


Add Disbursements

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** Amount cannot be less than the Powell Bill Expenditure Report **

Funds Remaining at the end of the Fiscal Year?

Choose Number 16


Add Disbursements

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• Review Entries – Add and Delete as need.

To Delete Entry


Confirm Beginning Balance

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Before entering Revenues, complete the entry for the “Beginning Balance” by confirming or increasing the

amount provided.

Click on ‘35 Capital & Operating Funds’


Confirm Beginning Balance

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• If the Balance is already correct Save• If the Balance is greater update the amount Save

** Amount cannot be less than the Powell Bill Expenditure Report **


Add Receipts

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Enter ALL funds received for streets in the last fiscal year. (Not just Powell Bill funds)

Click on ‘Add Receipt’ to enter funds received


Add Receipts

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• Only use a Receipt Type ONCE

Select aReceipt Type


Add Receipts

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• If “23 – Other Local Sources” is chosen, select an option on 2nd drop-down list

Select Other Option


Add Receipts

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• Review Entries – Add and Delete as need.

To Delete Entry


Add Debt Service

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Enter funds from Municipal Bonds & Notesfor street purposes

Click on ‘Add Bond’ or ‘Add Note’ to account for Debt Services


Add Debt Service

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Select aBond Detail

Select aNote Detail


Review Summary Amounts

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• If “Total Funds Accounted For” and “Total Funds Available” don’t match:– Review entries and make changes– If it’s a rounding issue (~$1 difference)

enter Audit Adjustment

Amounts must match


Account for Rounding

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• Use Either Option to enter an Audit Adjustment

• Enter positive or negative amount


Account for Rounding

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Save entry and watch for confirmation

message

Then click ‘Next’


Submitting Fiscal Data Report

392nd: Submit – Authorize the Report & Submit


Authorize the Report

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Watch for the notification

Enter name and job title,then click ‘Save’


Generate Form

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1) Click ‘Generate Expenditure Report’

2) Click ‘Download’ to save the form to your computerFor Your

Records Only



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Click ‘Submit’



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Click ‘OK’



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Watch for the notification

Click here to go to agreements page



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Updated Status


Why does NCDOT need your Fiscal Data Report?

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The Powell Bill Unit is required to submit the Local Highway Finance Report (FHWA 536) to the US DOT Federal Highway Administration each year.

Information for the report comes from the Fiscal Data Reports.

Why it is important the Fiscal Data Report is submitted prior to December 1st each year.


Fiscal Data Report Help Video

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“How To Navigate” Video for Fiscal

Data Report


Contact DetailsEmail: [email protected]

Phone: (919) 707-4586

Website: https://connect.ncdot.gov/municipalities/State-Street-Aid/

Staff:Director – Project Mgmt. & Powell Bill – Dr. Majed Al-Ghandour, Ph.D., PE, CPM, M.ASCEPowell Bill Coordinator – Molly StevensAdministrative Specialist – Jennie BuntonBusiness Consultant – Terrie Glover

NCDIT – Transportation:SAP (EBS) Support Services

Email: [email protected]

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Questions

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2021 Virtual Training for Powell Bill Program – Fiscal ...

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