High Visibility Enforcement TN Grants Tip Sheets

Transcription

1 High Visibility Enforcement TN Grants Tip Sheets Tennessee Highway Safety Office Updated October 26, 2017 High Visibility Enforcement Grant Tip Sheets 1

2 Table of Contents Claim without Expenses (Zero Quarter Claim)... 3 Claim with Expenses... 4 Status Reports... 5 Modification Request... 6 Travel Authorization Request... 7 High Visibility Enforcement Grant Tip Sheets 2

3 Claim without Expenses (Zero Quarter Claim) First Quarter October to December [CQ1] Due January 15 Second Quarter January to March [CQ2] Due April 15 Third Quarter April to June [CQ3] Due July 15 Fourth Quarter July to September [CQ4] Due November 1 2. Navigate to My tasks at the bottom of the page 3. Under documents type, look for Claim a. Click on item that begins with CQ#... Claim in process (CQ1 = 1 st quarter claim) 4. Click View Forms under View, Edit, and Complete Forms 5. Scroll down to the Budget Summary Save 6. Print Claim Forms 7. Link to Status Change 8. Claim Submitted/Review Apply Status Finally 1. Sign the THS-04 (budget summary page) 2. Use one of the methods below to send to our office: a. Attach to your claim on the website; b. Scan and it to the program manager; or c. Fax all information (Attention: INSERT PROGRAM MANAGER NAME) to High Visibility Enforcement Grant Tip Sheets 3

4 Claim with Expenses First Quarter October to December [CQ1] Due January 15 Second Quarter January to March [CQ2] Due April 15 Third Quarter April to June [CQ3] Due July 15 Fourth Quarter July to September [CQ4] Due November 1 2. Navigate to My tasks at the bottom of the page 3. Under documents type, look for Claim a. Click on item that begins with CQ#... Claim in process (CQ1 = 1 st quarter claim) 4. Click View Forms under View, Edit, and Complete Forms 5. Complete information for each category where you have expenses ( Save EVERY time) 6. Scroll down to the Budget Summary Save 7. Print Claim Forms 8. Link to Status Change 9. Claim Submitted/Review Apply Status Finally 1. Sign all claims forms 2. Collect back-up documentation as required on the Claim Checklist (found on the claims page below the Claims Forms ) 3. Use one of the methods below to send to our office: a. Attach all documents (make sure you sign the claims forms) to your claim on the website; b. Scan and it to the program manager; or c. Fax all information (Attention: INSERT PROGRAM MANAGER NAME) to High Visibility Enforcement Grant Tip Sheets 4

5 HVE Grant Status Reports (online only) First Quarter October to December [SRQ1] Due January 15 Second Quarter January to March [SRQ2] Due April 15 Third Quarter April to June [SRQ3] Due July 15 Fourth Quarter July to September [SRQ4] Due November 1 * Note: The status report is not grant-specific and includes ALL violations from ALL officers in your department during the specified quarter. 2. Navigate to My tasks at the bottom of the page 3. Under documents type, look for Status Report a. Click on item that begins with SRQ#... Status Report in process (SRQ1 = 1 st quarter status report) 4. Click View Forms under View, Edit, and Complete Forms 5. Click on Data Collection Form a. Enter a number for every violation field... No violations = 0 b. Enter the total number of officers at your agency c. Save (the form will automatically total the violations) 6. Link to Status Change (Submit) 7. Status Report Submitted/Review Apply Status

6 HVE Grant Modification Request (online only) 2. Find My Applications tab (at the top of the page) 3. Application type drop down box = High Visibility *current year* (leave all other boxes blank) 4. Click Search 5. Click on link below the Name column (i.e. HVE *current year* *agency name* ) 6. Click on Change Status a. Click on Modification Request b. I agree (I want to submit a modification) 7. Click View Forms under View, Edit, and Complete Forms 8. Scroll to the bottom of the page and select Modification Request (the one that has the paper symbol next to it) a. Complete the request by providing a description for the requested change including the cost estimates. b. Check the box next to Budget Change i. If you are moving money to another category, make the necessary changes in the table (the total amount added must equal the total amount subtracted) ii. 9. Click Save If you are just adding an item to a line item, detail this in the description and do not change the table. 10. Scroll to the top of the page and next to the words Document Information will be a link that starts with HVE, click on the link (this takes you back to the application menu) 11. Click on Change the Status 12. Click on Modification Request Submitted 13. Wait for THSO approval High Visibility Enforcement Grant Tip Sheets 6

7 HVE Grant Travel Authorization Request (online only) Note: Expenses are merely an estimate. Documentation must be submitted in your claim to the THSO for reimbursement 2. Find My Applications tab (at the top of the page) 3. Application type drop down box = High Visibility *current year* (leave all other boxes blank) 4. Click Search 5. Click on link below the Name column (i.e. HVE *current year* - *agency name* ) 6. Click on Claims / Status Reports / Travel Authorizations 7. Initiate a Travel Authorization *current year* 8. I agree (I want to submit a TA) 9. Click on View, Edit, and Complete Forms 10. Travel Authorization 11. Complete required information a. Conus rates are required for meals and the hotel. Find these at b. Conference hotel rate can be used if it is listed on the conference agenda 12. Attach a copy of the conference program or meeting agenda by clicking on Browse 13. Scroll to the top of the page and next to the words Document Information will be a link that starts with TA, click on the link 14. Change the Status by clicking on View Status Options 15. Travel Authorization Submitted online only High Visibility Enforcement Grant Tip Sheets 7