2017 Gas Tax Annual Expenditure Report (AER) Instructions and Checklist

Transcription

1 2017 Gas Tax Annual Expenditure Report (AER) Instructions and Checklist Begin the Annual Expenditure Report (AER) - Log into PIMS Adding Existing Projects to the AER Create New Community Works Fund Projects Add New Projects to the AER Enter Interest Earned and Confirmation of Opening Balance Complete the Asset Management Commitment Questionnaire Prepare the Financial Officers Certification Form Submit the AER

2 Please note it is important that you save your data frequently. You may save your data and come back at any time, however any unsaved data will be lost. If you have any questions, please contact or phone during regular business hours for assistance. Completing your Annual Expenditure Report (AER) 1. Login to PIMS. If you have not yet received an invitation to access PIMS, please to have your account initiated. 2. Click on the Annual Expenditure Reports button in the navigation panel on the left hand side of your screen. 3. In the Draft Submission in Progress panel, click on the AER ID for the Reporting Year Jan 1 Dec 31, Fill out the following information for the contact person in your Local Government in the event UBCM has follow up questions: Contact Name Phone Number (e.g: ) Ext (if applicable) Address Ensure you hit the Save button throughout completing you Annual Expenditure Report. If data is left unsaved, there is the risk of it being lost. Adding Existing or New Projects to AER 5. If you are reporting on a project that already exists in PIMS (i.e. projects that had previous Gas Tax funds reported in your 2015 or 2016 AER, or an active GSPF, IF, RSP, or SPF project) with funds spent January 1, December 31, 2017 click Add Project to Report button. 1

3 6. Once you have added your existing projects to the report complete the following: Confirm that the existing project information in the Project Details is up to date. Existing information can be updated by clicking on the Project # and scrolling to the bottom of the record and clicking the Edit button. Once the information has been updated click Save and navigate back to the AER. In the Project Detail panel, enter the following information for each project: Percentage Complete as of Dec 31, 2017 Project Start Date as of Dec 31, 2017 (mmm dd, yyyy) Project Completion Date as of Dec 31, 2017 (mmm dd, yyyy) Total Spent this reporting year not yet reported (this is the total Gas Tax dollars spent between January 1, 2017 and December 31, 2017) Ensure you hit the Save button throughout completing you Annual Expenditure Report. If data is left unsaved, there is the risk of it being lost. Creating New Community Works Fund Projects To avoid the duplication of project records, ensure that the project you want to report on does not already exist by searching the Add Existing Project grid described above in Step To create a new project in the AER, navigate to the tab area on the AER page and click on the Create New Project button. 8. You will be taken to the CWF project screen, where under the Project Details heading, you are required to fill in the following details (see Federal Gas Tax Reporting Data Requirements document): 2

4 Project Title Project Description Project Category Project Start Date Estimated Project Completion Date Percentage of Project Complete Actual Project Completion Date (if applicable) Total UBCM Program Funding Approved (this is the total amount of Gas Tax Community Work Funds expended within the reporting year) Estimated Total Project Costs (this field refers to the total estimated amount expended on the project by all funding partners and sources, and includes eligible and ineligible costs) 9. Once complete, click the Status Change button at the bottom of the screen. 10. A Status Update modal will appear, where you will change the status to Recipient Approved and click the Update button. The project is now available to be added to your Gas Tax Annual Expenditure Report. 11. To add the project(s) to the AER refer to step 5 and 6. 3

5 Entering Interest Earned and Confirmation of Opening Balance 12. Once project reporting is complete, navigate to Program Reporting tab, and input Interest Earned on Gas Tax Funds for the Reporting Year Jan 1 Dec 31, If you think there is an error in the Opening Balance of Unspent Funds, please contact our office via at gastax@ubcm.ca. Received from UBCM includes CWF payments and any claims paid between January 1, December 31, 2017 through RSP, GSPF, IF and SPF. Ensure you hit the Save button throughout completing you Annual Expenditure Report. If data is left unsaved, there is the risk of it being lost. Completing the Asset Management Commitment Questionnaire This form is a required interim survey based on the Asset Management Baseline Survey previously completed in Navigate to the Related Forms tab and select the Asset Management Commitment form. 15. Click on Start a New Form to launch the survey. This form can be saved and revisited before it is finally submitted. 4

6 16. To revised or resume a form that has already been started click on hyperlink under the Draft in Progress. 17. Once completed please select save within the form and select Submitted to UBCM and click Update. Preparing the Financial Officers Certification Form 18. Once all reporting is complete, click the Print for Sign Off button, where a PDF page will download from your Internet browser. This form will need to be printed, signed, and attached to the Annual Expenditure Report. 19. To attach the signed Financial Officers Certification Form, navigate to the Attachments tab, and under the Upload Attachment panel, click Select files and choose the signed Financial Officer Certification document, and click the Add button. Once complete, ensure you save the record. 5

7 Submit the Annual Expenditure Report 20. To submit your AER to UBCM, click the Submit button at the bottom of the page, and change the status from Draft to Submitted, click Update then Close. Step 1: To print a copy of your Annual Expenditure Report, navigate to the 'System Report' tab and click on Report ID 4 Annual Expenditure Report (UBCM). Step 2: In the 'Ultimate Recipient' grid select your local governments name. Step 3: In the 'Program' drop down menu select 'Gas Tax Fund' Step 4: In the 'Reporting Year' drop down menu select '2017' and click 'Run Report' button. 6

8 It can take several minutes for a report to run. Once the report has finished running click the Download button. 7