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FEDERAL TRANSIT ADMINISTRATION
FTA Transit Award Management
System (TrAMS) User Guide
Recipient
Version 2.15
OCTOBER 2023
Federal Transit Administration
TrAMS User Guide - Recipient
Document Revision History
Revision History
Date
2.0
1/15/2021
2.1
2.2
5/6/2021
8/26/2021
Summary of Changes
Version 2.0 of the Recipient version of the TrAMS User
Guide was assembled from various earlier versions of
the user guide and other supplemental source
documentation.
•
The overall structure was reorganized to focus
on instruction for the TrAMS system
•
Section Headers were updated for internal
consistency and to follow naming conventions
in the system itself
•
Sections not pertinent to Recipient users were
trimmed out
•
Sections in need of future updates were
identified
•
Outdated material was removed
•
5.2.1.1.1.5 Related Action: Application
Review Comments
•
5.2.1.1.1.6 Related Action: View Period of
Performance Changelog
Added or Updated the following:
•
3.0 Getting Started – Updated language to
reflect switch to multi-factor authentication
(login.gov)
•
4.4 Civil Rights Management – Overhauled this
sub-section of Recipient Organization
Management to reflect 2021 update of Civil
Rights modules in TrAMS
o
Updates to Program Status names
and related rules
o
Updates to streamline the
submissions process via the Civil
Rights Information related action
Leslie Thomas,
Paul Zaic, et al.
Jae Hu Kim,
David Von Berg,
Nidhi Arora,
Paul Zaic
Added or Updated the following:
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Author
Jae Hu Kim,
Nidhi Arora,
Paul Zaic
Page 2
Federal Transit Administration
TrAMS User Guide - Recipient
Revision History
2.3
2.4
2.5
Date
10/22/2021
11/27/2021
1/14/2022
Summary of Changes
o
Updates to Document Types available
for Program Plan uploaded and
related rules
o
Updates to DBE Reporting
•
4.3 View Recipient Organization Records –
Updated screenshots
•
5.2.1.1 Action: Create Application – Updated
Application Name Character Limit
•
5.2.1.1.1.2 Related Action: Application Details –
Updated screenshots
•
3.0 Getting Started: Updated to reflect new
TrAMS layout
•
4.2 Search Recipient Organization Records:
Updated to reflect new TrAMS layout
•
4.4 Civil Rights Management: Updated to
reflect new TrAMS layout
•
5.1 Application / Award Overview: Updated to
reflect new TrAMS layout
•
5.4.2 Search for FFRs and MPRs: Updated to
reflect new TrAMS layout
•
5.5.1.5 Additional Ways to Check the Change
in Period of Performance End Date: Added
“View Period of Performance Changelog” as a
way to check Period of Performance End Date
•
8.0 Reports: Updated to reflect new TrAMS
layout
•
8.1 Reports Overview: Updated description in
“Table 1: TrAMS Reports”
•
Removed references to Tempo and replaced
outdated pictures across the user guide to
reflect the change to Sites
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Author
TrAMS
Development
Team
TrAMS
Development
Team
TrAMS
Development
Team
Page 3
Federal Transit Administration
TrAMS User Guide - Recipient
Revision History
Date
Summary of Changes
o
2.6
4/1/2022
6/3/2022
Section 6 Recipient Organization
Management will be updated in the
next version of the user guide to
reflect both the change to Sites and
the SAM UEI updates
•
SAM Unique Entity Identifier (UEI): Updated
images and text throughout the guide to
reflect the transition to SAM UEI from DUNS
•
3.3.7.5 Managing Filters: Added a new section
for management of custom filters on certain
grids throughout TrAMS
•
4 Recipient Organization Management:
Updated images throughout to reflect
transition from Tempo to Sites
•
5.2.1.5 Related Action: Apply Estimated
Indirect Costs: Added a new section for this
new application related action
5.3 Application Review, Award, and Execution:
Overhauled this section to better represent
the recipient point of view
•
2.7
Author
•
3.1.4.2 FTA User Roles: Updated text to reflect
the changes in DOL Workflow
•
3.1.4.4 DOL User Roles: Updated the text to
reflect the changes in DOL Workflow
•
5.1.1 Application / Award Status: Updated
some text to reflect changes in DOL Workflow
•
6.2.3.6 TrAMS Reports Fields: Updated text to
reflect new DOL fields added to the
Application by Status Report
TrAMS
Development
Team
2.9
08/11/2022
•
5.2.1.10.4 Related Action: Budget Activity Line
Items and Milestones: Updated text to add
discretionary applications
TrAMS
Development
Team
2.10
10/20/2022
•
5.2.1.1 Action: Create Application: Updated
the text to reflect the 5 new fields added to
Application Details
5.2.1.2.1 Document Contexts and Document
Types: Updated the table by removing
TrAMS
Development
Team
•
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Page 4
Federal Transit Administration
TrAMS User Guide - Recipient
Revision History
Date
Summary of Changes
•
•
•
•
2.11
01/26/2023
•
•
2.12
02/23/2023
•
•
•
•
2.13
05/04/2023
•
•
deprecated DOL document type for No
Material Change
5.2.1.3: Related Action: Application Details:
Updated text ad screenshots to display the 5
new fields added to Application Details
5.2.1.12: Related Action: Validate and Transmit
Application: Updated the table with validation
for 5 new fields added to application details
5.5.2.1: Amendment: Updated text and
screenshots for Application Details to reflect
the 5 new fields added
5.5.3: Closeout Amendment: Updated the
validation messages to include the validation
for the 5 new fields added to Application
Details
4.3: View Recipient Organization Records:
Updated the Recipient Document Type list to
reflect the new Lobbying and Lobbying
discloser document type and document
context
5.2.1.12: Related Action: Validate and
Transmit: Updated with the deferred local
match question and screenshots
TrAMS
Development
Team
5: Application / Award Lifecycle: Updated
language and screenshots to add SAM status
Validations
5.2.1.10.7: Related Action: Validate Project:
Updated text to add validations for FTA
Amount
5.2.1.12: Related Action: Validate and Transmit
Application: Updated text to add FTA Amount
Validations
6.2.4: Disbursement Report: updated the
transaction column to remove the dollar
amount
TrAMS
Development
Team
3: Getting Started: Updated screenshots for
Application Cost Center
5: Application/Award Lifecycle: Updated
screenshots for Application Cost Center
TrAMS
Development
Team
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Author
Page 5
Federal Transit Administration
TrAMS User Guide - Recipient
Revision History
Date
Summary of Changes
•
•
2.14
07/27/2023
•
•
•
2.15
10/5/2023
•
•
6.2.7: MPR Detail Report: updated text and
screenshots to add Application Type and
Applications Cost Center Filter
5.5.1: Budget Revisions: Updated Screenshots
and Text
5.1.6: Application Phases & Application Status:
Updated the Application Summary screenshot
to show Award Description
5.2.1.4: Related Action: View-Print Application:
Added context on Historical View-Prints
5.2.1.11: Related Action: Delete Application:
Updated section with text and screenshots
3.1: User Management and Access: Made
minor text updates
6.2: Available Reports: Updated reports to
remove congressional release date references
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Author
Page 6
Federal Transit Administration
TrAMS User Guide - Recipient
Table of Contents
1
ABOUT THIS USER GUIDE ..........................................................................................................................14
2
TRAMS OVERVIEW ....................................................................................................................................15
2.1
2.2
2.3
3
RECIPIENTS IN TRAMS .....................................................................................................................................15
GRANT LIFE CYCLE IN TRAMS ...........................................................................................................................16
INFORMATION EXCHANGES ...............................................................................................................................18
GETTING STARTED ....................................................................................................................................20
3.1
USER MANAGEMENT AND ACCESS......................................................................................................................20
3.1.1 Getting Access........................................................................................... Error! Bookmark not defined.
3.1.2 Initial Login to TrAMS ............................................................................... Error! Bookmark not defined.
3.1.3 Browser Support ....................................................................................... Error! Bookmark not defined.
3.1.4 User Roles ................................................................................................. Error! Bookmark not defined.
3.1.4.1
3.1.4.2
3.1.4.3
3.1.4.4
3.1.5
3.1.6
Introduction ...................................................................................................... Error! Bookmark not defined.
FTA User Roles .................................................................................................. Error! Bookmark not defined.
Recipient User Roles ......................................................................................... Error! Bookmark not defined.
DOL User Roles .................................................................................................. Error! Bookmark not defined.
User Profiles .............................................................................................. Error! Bookmark not defined.
User Setup ................................................................................................. Error! Bookmark not defined.
3.1.6.1
Local Security Manager (LSM) and Supervisor Responsibilities ........................ Error! Bookmark not defined.
3.1.6.1.1 Workflow...................................................................................................... Error! Bookmark not defined.
3.1.6.2
User Manager Responsibilities .......................................................................... Error! Bookmark not defined.
3.2
UNDERSTANDING WORKFLOW...........................................................................................................................34
3.3
WORKING WITH APPIAN FORMS ........................................................................................................................34
3.3.1 Buttons...................................................................................................................................................34
3.3.2 Checkboxes ............................................................................................................................................36
3.3.3 Date Fields (Calendars) ..........................................................................................................................36
3.3.4 Document Uploads ................................................................................................................................37
3.3.5 Drop-Down Fields (Single-Select) ...........................................................................................................38
3.3.6 Drop Down (Multi-Select) ......................................................................................................................38
3.3.7 Grids (Tables) .........................................................................................................................................39
3.3.7.1
3.3.7.2
3.3.7.3
3.3.7.4
3.3.7.5
Selecting Grid Records (Rows) ...................................................................................................................... 39
Expanding and Collapsing Data ..................................................................................................................... 39
Sorting Grids by Field (Column) .................................................................................................................... 40
Paging Grids (Row Limits).............................................................................................................................. 41
Managing Filters............................................................................................................................................ 42
3.3.8 Radio Buttons.........................................................................................................................................45
3.3.9 Text Fields ..............................................................................................................................................46
3.3.10
Type Ahead Fields ..............................................................................................................................46
3.4
NAVIGATING TRAMS ......................................................................................................................................46
3.4.1 Navigation and Views ............................................................................................................................47
3.4.2 Navigation Tabs .....................................................................................................................................50
3.4.2.1
Welcome Tab ................................................................................................................................................ 50
3.4.2.1.1 Actions ..................................................................................................................................................... 51
3.4.2.1.1.1 Using Actions to Search .................................................................................................................... 51
3.4.2.1.2 Quick Links ............................................................................................................................................... 52
3.4.2.2
My Work Tab................................................................................................................................................. 53
3.4.2.2.1 Task Notification ...................................................................................................................................... 55
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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Federal Transit Administration
TrAMS User Guide - Recipient
3.4.2.2.2 Accepting Tasks ........................................................................................................................................ 55
3.4.2.2.3 Returning Tasks ........................................................................................................................................ 56
3.4.2.3
Records Tab................................................................................................................................................... 57
3.4.2.3.1 Searching from the Records Tab .............................................................................................................. 58
3.4.2.3.2 Record Contents ....................................................................................................................................... 61
3.4.2.4
Reports Tab ................................................................................................................................................... 62
3.5
3.6
EMAILS .........................................................................................................................................................63
EXPORTING INFORMATION FROM TRAMS ...........................................................................................................65
3.6.1.1
3.6.1.2
4
Printing from the Browser ............................................................................................................................ 65
Exporting Files (View/Prints) Information ..................................................................................................... 65
RECIPIENT ORGANIZATION MANAGEMENT ...............................................................................................67
4.1
OVERVIEW .....................................................................................................................................................67
4.2
SEARCH RECIPIENT ORGANIZATION RECORDS .......................................................................................................68
4.2.1 Searching Recipient Organization from Actions Tab..............................................................................68
4.2.2 Searching Recipient Organizations from Records Tab ...........................................................................70
4.3
VIEW RECIPIENT ORGANIZATION RECORDS ...........................................................................................................72
4.3.1 Overview ................................................................................................................................................72
4.3.2 Summary ................................................................................................................................................73
4.3.3 Applications / Awards ............................................................................................................................74
4.3.4 TrAMS Users...........................................................................................................................................75
4.3.5 Locations ................................................................................................................................................76
4.3.6 Designated Recipient .............................................................................................................................77
4.3.7 Related Actions ......................................................................................................................................79
4.3.7.1
Introduction .................................................................................................................................................. 79
4.3.7.2
Related Action: Recipient Documents........................................................................................................... 80
4.3.7.2.1 Add Recipient Profile Documents ............................................................................................................ 81
4.3.7.2.2 Delete Recipient Profile Documents ........................................................................................................ 82
4.3.7.3
Related Action: Civil Rights Information ....................................................................................................... 85
4.3.7.4
Related Action: Certifications & Assurances ................................................................................................. 85
4.3.7.4.1 View the C&As .......................................................................................................................................... 86
4.3.7.4.2 Complete C&A Certifications .................................................................................................................... 88
4.3.7.4.3 Certify on Behalf of Both the Official and Attorney ................................................................................. 92
4.3.7.4.4 Recertify or Correct C&As ........................................................................................................................ 94
4.3.7.4.5 C&As and Your Grant Applications ........................................................................................................... 95
4.3.7.5
Related Action: Application Fleet Status ....................................................................................................... 96
4.3.7.6
Related Action: Manage Congressional Districts .......................................................................................... 99
4.3.7.6.1 Add or Update Congressional information............................................................................................. 100
4.3.7.6.2 To delete a congressional district........................................................................................................... 101
4.3.7.7
Related Action: Direct Recipients................................................................................................................ 101
4.3.7.7.1 View Existing Direct Recipients .............................................................................................................. 101
4.3.7.7.2 Add a New Direct Recipient ................................................................................................................... 102
4.3.7.7.3 Delete a Direct Recipient........................................................................................................................ 103
4.3.7.8
Related Action: POC and Union Information .............................................................................................. 103
4.3.7.8.1 View POC and union information applicable to a recipient organization .............................................. 104
4.3.7.8.2 Add, Delete, or Edit/view a POC............................................................................................................. 104
4.3.7.9
Related Action: Sync Recipient Organization with SAM .............................................................................. 108
4.4
CIVIL RIGHTS MANAGEMENT ...........................................................................................................................110
4.4.1 Overview ..............................................................................................................................................110
4.4.2 User Roles ............................................................................................................................................111
4.4.3 Program Submission Statuses ..............................................................................................................112
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Page 8
Federal Transit Administration
TrAMS User Guide - Recipient
4.4.4
4.4.5
Upload Document Types ......................................................................................................................113
Related Action: Civil Rights Information ..............................................................................................117
4.4.5.1
4.4.5.2
4.4.6
View (Non-Civil-Rights users) ...................................................................................................................... 117
Update ........................................................................................................................................................ 121
DBE Reporting ......................................................................................................................................127
4.4.6.1
Overview ..................................................................................................................................................... 127
4.4.6.1.1 Access ..................................................................................................................................................... 127
4.4.6.1.2 Elements of the DBE Report ................................................................................................................... 129
4.4.6.2
Disadvantaged Business Enterprise (DBE) Semi-Annual Uniform Report ................................................... 134
4.4.6.2.1 DBE Semi-Annual Uniform Report for Recipient .................................................................................... 134
4.4.6.3
Disadvantaged Business Enterprise (DBE) Reports ..................................................................................... 136
4.4.6.3.1 Accessing via the Records Tab................................................................................................................ 136
4.4.6.3.2 Related Actions ...................................................................................................................................... 138
4.4.6.3.2.1 Related Action: Complete DBE Report ............................................................................................ 138
4.4.6.3.2.2 Related Action: Correct DBE Report ............................................................................................... 141
5
APPLICATION / AWARD LIFECYCLE .......................................................................................................... 143
5.1
APPLICATION / AWARD OVERVIEW ...................................................................................................................143
5.1.1 Application / Award Status ..................................................................................................................143
5.1.2 Searching for Applications/Awards......................................................................................................145
5.1.2.1
5.1.2.2
5.1.3
5.1.4
5.1.5
Search Application/Awards Action.............................................................................................................. 145
Records Tab: Applications/Awards ............................................................................................................. 146
Search for Existing Awards ..................................................................................................................150
Searching for Projects ..........................................................................................................................152
Working with Applications/Awards .....................................................................................................154
5.1.5.1
Summary ..................................................................................................................................................... 155
5.1.5.2
Related Actions ........................................................................................................................................... 155
5.1.5.3
Dashboards ................................................................................................................................................. 157
5.1.5.3.1 Dashboard: Points of Contact ................................................................................................................ 157
5.1.5.3.2 Dashboard: Application Control Totals .................................................................................................. 158
5.1.5.3.3 Dashboard: Application Projects ............................................................................................................ 159
5.1.5.3.4 Dashboard: Review / Approvals Dashboard ........................................................................................... 162
5.1.5.3.5 Dashboard: Ad-Hoc Tasks....................................................................................................................... 163
5.1.6 Application Phases & Application Status .............................................................................................163
5.2
APPLICATION DEVELOPMENT ...........................................................................................................................165
5.2.1 In-Progress Phase.................................................................................................................................165
5.2.1.1
Action: Create Application .......................................................................................................................... 167
5.2.1.2
Related Action: Application Documents ..................................................................................................... 174
5.2.1.2.1 Document Contexts and Document Types ............................................................................................. 177
5.2.1.3
Related Action: Application Details ............................................................................................................. 178
5.2.1.4
Related Action: View-Print Application ....................................................................................................... 180
5.2.1.5
Related Action: Apply Estimated Indirect Costs .......................................................................................... 180
5.2.1.5.1 Overview ................................................................................................................................................ 181
5.2.1.5.2 User Roles .............................................................................................................................................. 181
5.2.1.5.3 Steps to Add, Update, and Complete ..................................................................................................... 184
5.2.1.6
Related Action: View-Print Budget Change History .................................................................................... 189
5.2.1.7
Related Action: Application Review Comments .......................................................................................... 190
5.2.1.8
Related Action: View Period of Performance Changelog ............................................................................ 193
5.2.1.9
Related Action: Add Project to Application ................................................................................................. 196
5.2.1.10
Projects ....................................................................................................................................................... 204
5.2.1.10.1 Related Action: Project Details and Narratives ..................................................................................... 205
5.2.1.10.2 Related Action: Project Location .......................................................................................................... 208
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Page 9
Federal Transit Administration
TrAMS User Guide - Recipient
5.2.1.10.3 Related Action: Project Plan Information ............................................................................................. 210
5.2.1.10.4 Related Action: Budget Activity Line Items and Milestones ................................................................. 212
5.2.1.10.5 Related Action: Environmental Determinations ................................................................................... 231
5.2.1.10.5.1 NEPA Class Actions & Category Exclusions ................................................................................... 237
5.2.1.10.6 Related Action: Project Documents ...................................................................................................... 239
5.2.1.10.7 Related Action: Validate Project ........................................................................................................... 242
5.2.1.10.7.1 Project Validation Critical Errors ................................................................................................... 245
5.2.1.10.7.1.1 TrAMS Validation Errors ........................................................................................................ 245
5.2.1.10.7.1.2 Missing ALIs........................................................................................................................... 247
5.2.1.10.7.1.3 Incomplete ALIs..................................................................................................................... 247
5.2.1.10.7.1.4 Missing Location Details........................................................................................................ 248
5.2.1.10.7.1.5 Missing Environmental Determinations ................................................................................ 249
5.2.1.10.8 Related Action: View-Print Application ................................................................................................ 249
5.2.1.10.9 Related Action: Application Special Conditions .................................................................................... 249
5.2.1.10.10 Related Action: View Period of Performance Changelog.................................................................... 250
5.2.1.10.11 Related Action: Delete Project............................................................................................................ 250
5.2.1.10.12 Dashboard: Project Control Totals ...................................................................................................... 253
5.2.1.11
Related Action: Delete Application ............................................................................................................. 253
5.2.1.12
Related Action: Validate and Transmit Application .................................................................................... 256
5.2.1.12.1 Validate and Retransmit Application to FTA ......................................................................................... 261
5.2.1.12.2 TrAMS Validation Messages ................................................................................................................. 262
5.3
APPLICATION REVIEW, AWARD, AND EXECUTION ................................................................................................263
5.3.1 Initial Review / Concurrence Phase ......................................................................................................264
5.3.1.1
Task: Review & Submit ................................................................................................................................ 265
5.3.1.1.1 Recipient Return with Comments to FTA ............................................................................................... 268
5.3.2
Final Concurrence, Obligation, and Execution .....................................................................................270
5.3.2.1
Execution Phase .......................................................................................................................................... 270
5.3.2.1.1 Task: Complete Initial Federal Financial Report for Federal Award ....................................................... 270
5.3.2.1.2 Task: Execute Award .............................................................................................................................. 279
5.3.3
Ad Hoc Related Actions for Application Review ...................................................................................283
5.3.3.1
5.3.3.2
5.3.3.3
5.3.3.4
Related Action: Execution & Award Summary ............................................................................................ 283
Related Action: Award Funds Status ........................................................................................................... 284
Related Action: Project Funds Status .......................................................................................................... 288
Related Action: Application Fleet Status ..................................................................................................... 291
5.4
POST-AWARD REPORTING ..............................................................................................................................291
5.4.1 Overview ..............................................................................................................................................291
5.4.1.1
5.4.2
5.4.2.1
5.4.3
FFR/MPR Reporting Cycle Timeframes ....................................................................................................... 292
Search for FFRs and MPRs....................................................................................................................293
Action: Search FFR and MPR for Review ..................................................................................................... 293
Federal Financial Report (FFR) .............................................................................................................298
5.4.3.1
Complete and Submit FFR ........................................................................................................................... 298
5.4.3.1.1 Task: Complete [Fiscal Year and Cycle] Federal Financial Report for Federal Award ID No. [Application
Number] 298
5.4.3.1.2 Task: Review FFR - [Fiscal Year and Cycle] Federal Financial Report for Federal Award ID No. [Application
Number] 303
5.4.4
Milestone Progress Report (MPR) ........................................................................................................305
5.4.4.1
Task: Complete and Submit MPR ................................................................................................................ 305
5.5
POST-AWARD MANAGEMENT .........................................................................................................................312
5.5.1 Budget Revisions ..................................................................................................................................313
5.5.1.1
5.5.1.2
5.5.1.3
User Roles ................................................................................................................................................... 313
Budget Revision Workflow .......................................................................................................................... 313
Budget Revision Creation and Submission .................................................................................................. 314
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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Federal Transit Administration
TrAMS User Guide - Recipient
5.5.1.3.1 Related Action: Create Budget Revision ................................................................................................. 314
5.5.1.3.1.1 Error Messages while Creating a Budget Revision .......................................................................... 315
5.5.1.3.2 Related Action: Budget Revision Activity Line Items .............................................................................. 317
5.5.1.3.2.1 Budget Revision Activity Line Items (TrAMS Award) ....................................................................... 317
5.5.1.3.2.2 Budget Revision Activity Line Items (TEAM Award) ........................................................................ 325
5.5.1.3.3 Related Action: Current Budget Change Log .......................................................................................... 332
5.5.1.3.4 Related Action: View-Print Budget Change History ............................................................................... 333
5.5.1.3.5 Related: Action: Modify Budget Revision Details ................................................................................... 334
5.5.1.3.6 Related Action: Validate and Submit Budget Revision ........................................................................... 335
5.5.1.3.6.1 TrAMS Validation Messages ........................................................................................................... 337
5.5.1.4
FTA Review of Submitted Budget Revisions ................................................................................................ 338
5.5.1.5
Additional Ways to Check the Change in Period of Performance End Date ................................................ 338
5.5.2
Amendments ........................................................................................................................................342
5.5.2.1
Amendment ................................................................................................................................................ 343
5.5.2.1.1 Related Action: Create Amendment ...................................................................................................... 343
5.5.2.1.2 Related Action: Application Details ........................................................................................................ 346
5.5.2.1.3 Project Related Actions .......................................................................................................................... 349
5.5.2.1.3.1 Related Action: Amendment Budget Activity Line Items and Milestones ...................................... 349
5.5.2.1.4 Transmit and Submit Amendment ......................................................................................................... 359
5.5.2.1.5 Amendment Execution ........................................................................................................................... 360
5.5.3
Closeout Amendment...........................................................................................................................360
5.5.3.1
Closeout Amendment Workflow ................................................................................................................ 360
5.5.3.2
User Roles for Closeouts ............................................................................................................................. 362
5.5.3.3
Related Action: Create Closeout Amendment ............................................................................................ 362
5.5.3.3.1 Related Action: Closeout Details ............................................................................................................ 369
5.5.3.4
Related Action: Closeout Budget Reconciliation ......................................................................................... 371
5.5.3.5
Task: Complete Final FFR ............................................................................................................................ 374
5.5.3.6
Task: Complete Final MPR........................................................................................................................... 380
5.5.3.7
Related Action: Validate and Submit Closeout ........................................................................................... 388
5.5.3.7.1 TrAMS Validation Messages ................................................................................................................... 390
5.5.3.8
Dashboard: Summary.................................................................................................................................. 391
6
REPORTS ................................................................................................................................................. 391
6.1
OVERVIEW ...................................................................................................................................................391
6.1.1 User Generated Dynamic Reports ........................................................................................................394
6.1.1.1.1
6.1.1.1.2
6.1.1.1.3
How to Generate a Dynamic Report ...................................................................................................... 394
Standard Form Buttons .......................................................................................................................... 396
Search Criteria Types.............................................................................................................................. 397
6.1.2 Historical Static Reports .......................................................................................................................400
6.2
AVAILABLE REPORTS ......................................................................................................................................403
6.2.1 Application Budget by ALI Report ........................................................................................................403
6.2.1.1
6.2.1.2
6.2.1.3
6.2.1.4
6.2.1.5
6.2.1.6
6.2.2
Description .................................................................................................................................................. 403
Dynamic Report Search Criteria .................................................................................................................. 404
Reports Tab Report View ............................................................................................................................ 404
Dynamic Report Link ................................................................................................................................... 404
File Names for Downloaded Reports .......................................................................................................... 405
TrAMS Report Fields ................................................................................................................................... 405
Application Budget Report ...................................................................................................................407
6.2.2.1
6.2.2.2
6.2.2.3
6.2.2.4
Description .................................................................................................................................................. 407
Dynamic Report Search Criteria .................................................................................................................. 407
Form View ................................................................................................................................................... 408
Dynamic Report Link ................................................................................................................................... 408
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6.2.2.5
6.2.2.6
6.2.3
Application by Status Report................................................................................................................411
6.2.3.1
6.2.3.2
6.2.3.3
6.2.3.4
6.2.3.5
6.2.3.6
6.2.4
Description .................................................................................................................................................. 427
Dynamic Report Search Criteria .................................................................................................................. 427
Form View ................................................................................................................................................... 428
Dynamic Report Link ................................................................................................................................... 428
File Names for Downloaded Reports .......................................................................................................... 428
Project Budget Report ..........................................................................................................................428
6.2.8.1
6.2.8.2
6.2.8.3
6.2.8.4
6.2.8.5
6.2.8.6
6.2.9
Description .................................................................................................................................................. 421
Dynamic Report Search Criteria ........................................................................ Error! Bookmark not defined.
Form View ......................................................................................................... Error! Bookmark not defined.
Dynamic Report Link ......................................................................................... Error! Bookmark not defined.
File Names for Downloaded Reports ................................................................ Error! Bookmark not defined.
MPR Detail Report ...............................................................................................................................427
6.2.7.1
6.2.7.2
6.2.7.3
6.2.7.4
6.2.7.5
6.2.8
Description .................................................................................................................................................. 418
Dynamic Report Search Criteria .................................................................................................................. 418
Form View ................................................................................................................................................... 419
Dynamic Report Link ................................................................................................................................... 419
File Names for Downloaded Reports .......................................................................................................... 419
TrAMS Report Fields ................................................................................................................................... 420
FFR Detail Report .................................................................................................................................421
6.2.6.1
6.2.6.2
6.2.6.3
6.2.6.4
6.2.6.5
6.2.7
Description .................................................................................................................................................. 415
Dynamic Report Search Criteria .................................................................................................................. 416
Form View ................................................................................................................................................... 416
Dynamic Report Link ................................................................................................................................... 416
File Names for Downloaded Reports .......................................................................................................... 417
TrAMS Report Fields ................................................................................................................................... 417
Discretionary Allocation Detail Report (or Application Discretionary Allocation Detail Report) .........418
6.2.5.1
6.2.5.2
6.2.5.3
6.2.5.4
6.2.5.5
6.2.5.6
6.2.6
Description .................................................................................................................................................. 411
Dynamic Report Search Criteria .................................................................................................................. 411
Form View ................................................................................................................................................... 411
Dynamic Report Link ................................................................................................................................... 412
File Names for Downloaded Reports .......................................................................................................... 412
TrAMS Report Fields ................................................................................................................................... 412
Disbursement Report ...........................................................................................................................415
6.2.4.1
6.2.4.2
6.2.4.3
6.2.4.4
6.2.4.5
6.2.4.6
6.2.5
File Names for Downloaded Reports .......................................................................................................... 408
TrAMS Report Fields ................................................................................................................................... 409
Description .................................................................................................................................................. 428
Dynamic Report Search Criteria .................................................................................................................. 428
Form View ................................................................................................................................................... 429
Dynamic Report Link ................................................................................................................................... 429
File Names for Downloaded Reports .......................................................................................................... 429
TrAMS Report Fields ................................................................................................................................... 430
Project Scope Budget Report ...............................................................................................................433
6.2.9.1
6.2.9.2
6.2.9.3
6.2.9.4
6.2.9.5
6.2.10
6.2.10.1
6.2.10.2
6.2.10.3
6.2.10.4
Description .................................................................................................................................................. 433
Dynamic Report Search Criteria .................................................................................................................. 433
Dynamic Report Link ................................................................................................................................... 434
File Names for Downloaded Reports .......................................................................................................... 434
TrAMS Report Fields ................................................................................................................................... 434
Recipient POC Detail Report ............................................................................................................437
Description .................................................................................................................................................. 437
Dynamic Report Search Criteria .................................................................................................................. 437
Form View ................................................................................................................................................... 437
Dynamic Report Link ................................................................................................................................... 437
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6.2.10.5
6.2.10.6
6.2.11
7
File Names for Downloaded Reports .......................................................................................................... 438
TrAMS Report Fields ................................................................................................................................... 438
User Details Report ..........................................................................................................................440
APPENDICES ........................................................................................................................................... 441
7.1
APPENDIX A – ABBREVIATIONS, ACRONYMS, AND TERMS .....................................................................................441
7.1.1 Acronym Table .....................................................................................................................................441
7.1.2 Glossary of Terms ................................................................................................................................442
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1 About this User Guide
The Transit Award Management System (TrAMS) User Guide is a technically-focused manual intended to
help users understand the system and perform work within it. Readers of this guide will learn basic
navigation, system terminology, management of different system records, workflow progression, and
other skills necessary to master the system.
This guide does not provide business guidance. Readers will encounter many references to business
terminology, explanations of the Application to Award lifecycle, and familiar forms and reports, but only
as it is necessary to help learn how to accomplish their work in TrAMS. The guide lays out many system
rules, such as when a certain field is available, or which user roles may access certain actions. However,
the guide does not define business rules or best practices, such as when it might be appropriate to take
one action over another.
For best practices and other guidance, readers of this guide should refer to FTA circulars or FTA Regional
Offices.
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2 TrAMS Overview
The Federal Transit Administration (FTA) as part of the U.S. Department of Transportation (DOT)
provides financial assistance to develop new transit systems and improve, maintain, and operate
existing systems. Financial assistance to states and local transit providers (from here on referred to as
recipients) is provided through federal grants and cooperative agreements. Recipients of these federal
funds are responsible for managing their programs in accordance with federal requirements, and the
FTA is responsible for ensuring that the recipients of these funds follow federal mandates along with
statutory and administrative requirements. The Transit Award Management System (TrAMS) is a webbased tool that was developed to allow recipients to apply for federal funds, manage their programs in
accordance with federal requirements, and provide the FTA with a method to review, approve, control,
and oversee the distribution of funds.
The TrAMS application is based on the Appian platform. The platform provides workflow control though
role-based access and by assigning ‘Tasks’ to the appropriate ‘User Roles’ when a particular step in a
grant’s life cycle should be performed. Recipients initiate the grants process within the TrAMS
application and are notified by email of any assigned tasks. Access to specific TrAMS grant functions are
restricted to only be available during certain times within the grant’s life cycle and to users who are
allowed to perform those tasks.
2.1
Recipients in TrAMS
The TrAMS system maintains information on each recipient organization, the organizations compliance
with eligibility requirements for awards, and the users within their organization.
Recipient Organization profile information is automatically imported from the System for Award
Management (SAM). Any changes to organizations information such as name, address, phone, emails,
contact information, etc. must be made in SAM. Additional organizational information including,
Congressional Districts, Fleet, Point of Contact and Union, Direct Recipient and Sub-allocation
information is updated using TrAMS functionality. When applying for a grant, all required organizational
information is taken from the Recipients organizations record.
To apply for FTA grants, recipients must ensure that they are in compliance with required civil rights
programs. Using TrAMS, recipients must annually submit their Certification and Assurance that they
adhere to the program standards. Through TrAMS they document, manage, and verify compliance to
Equal Employment Opportunity (EEO), Title VI, and Disadvantage Business Enterprise (DBE) programs.
Each user within a recipient organization is provided with a unique ‘User Name’ for accessing TrAMS.
Their user name is linked to one of more ‘User Roles’ that controls the information that they are allowed
to view and update in TrAMS. Each organization has one or more users that have been granted the role
of ‘User Manager’. The ‘User Manager’ is able to manage the access to TrAMS for their organization,
including adding new users, inactivating users, and assigning user roles. Each user role is linked to a
specific subset of allowed activities and linked to assigned tasks as a grant moves through its life cycle.
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2.2
Grant Life Cycle in TrAMS
Using TrAMS a designated user representing the recipient organization will draft an application to begin
the TrAMS Grant Life Cycle. Recipients will need to provide a high-level overview of the general purpose
of the grant and answer some general questions regarding the purpose of the request. The recipient will
then be required to add more specific information regarding the specifics of a grant by adding one or
more projects. Projects within TrAMS allow for adding the details associated with an application
including such items as location of project, type of work to be performed, environmental findings,
funding source, funds requested, and expected project milestones. Additionally, TrAMS allows recipients
to upload supporting documentation both on a project level and at the application level. Once a project
is complete the system will perform a validation on the project to verify its completeness. After all
projects for an application have been completed and validated, the system will perform a final validation
on the application prior to the recipient being able to submit it for an initial FTA review.
Each recipient organization belongs to one of 10 regional FTA offices. Applications submitted to the FTA
in TrAMS are transmitted to the recipients’ local regional office. A pre-award manager from the regional
office will be assigned to review the application for completeness and accuracy. The pre-award
manager will use TrAMS to assign any additional required reviews (environmental, civil rights, and
technical). These additional reviewers will receive a TrAMS task to log their concurrences or objections
and provide any additional feedback. After all requested reviews have been completed TrAMS will notify
the pre-award manager and assign him a new task to complete. The pre-award manager may at this
point assign a task to the recipient to make changes or comments to their application or have TrAMS
assign the application its Federal Award Identification Number (FAIN). Once the FAIN has been assigned
the recipient will receive an email indicating that they have received initial approval of their application
and that they have been assigned a task to submit the final application.
After submission has occurred the pre-award manger will receive a task to determine and assign any
additional reviews that need to take place and request that funds are reserved. Again, tasks will be
assigned to additional regional reviewers to log their concurrences or objections along with a task to the
regional reservationist to reserve the funds. Once more TrAMS will allow the pre-award manager to
route the application back to the recipient for additional changes if necessary. Following the completion
of the approval process the regional Administrator will receive a task to approve and obligate the funds
for the award. A user designated as the recipient ‘Official’ will receive a task to accept the award. At this
point the award will be executed and will move into a post award phase of grant.
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During the post-award phase, the recipient organization will be required to fulfill the terms of the
award. Each award requires the recipient to provide a Federal Financial Report (FFR) and a Milestone
Progress Reports (MPR). Frequency of these reports depends on the size of the recipient organization,
the type of funding, and the amount of the funding. The TrAMS application will maintain the required
frequency of these reports for each grant and will assign a task to the recipient prior to their due dates.
Both the FFR and the MPR report will be created within the TrAMS application. Upon their completion
they will be forwarded to FTA for review and will be maintained within the system throughout the life of
the grant.
Required modifications to any grant are also maintained, reviewed, and approved using TrAMS. Three
different types of changes to grants are available using TrAMS, Budget Revisions, Grant Amendments,
and Administrative Amendments. Budget Revisions may be initiated by the recipient for changes that do
not involve changes to scopes and funding of the grant. For changes to the scope or funds the recipient
may initiate a Grant Amendment. When an amendment has been initiated, TrAMS will send the request
through a full cycle of FTA reviews and approvals similar to the initial grant approval process. An
Administrative Amendment is initiated by the FTA and will be used to modify grant name changes,
clarify or modify terms and conditions of the grant or make funding adjustments to the grant.
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Once all activities of a grant have been completed or all Federal funds expended the recipient must
request a ‘Closeout’ of the grant using the TrAMS application. The recipient will be required to submit
within TrAMS a final version of their FFR and MPR reports. Any unexpended balance of Federal funds
will automatically deobligated by TrAMS upon closing of the grant. The grant closeout process may also
be initiated by FTA in the event that the FTA determines that there is a failure to comply with the terms
and conditions, failure of the recipient to make progress, or if they determine the funds are no longer
needed for various reasons.
Following the completion of the closeout process of a grant, all financial records, supporting documents,
and any submitted reports associated with the grant shall remain available in TrAMS for review by both
the FTA and the recipient organization.
2.3
Information Exchanges
TrAMS interacts with other FTA and government systems in maintaining recipient organization
information and awarding and executing grants and cooperative agreements. TrAMS interacts directly or
indirectly with the following systems:
•
System of Award Management (SAM): TrAMS obtains recipient organization information from
SAM via a nightly update that includes such information as: legal business name, addresses,
phone numbers, emails, UEI (Unique Entity Identifier), TIN, Cage Numbers and SAM organization
contact information. Some recipient information from SAM displays in TrAMS. Any updates to
the recipient’s SAM information must be made in SAM; and must be completed by the recipient
organization.
•
Financial Management System (FMS): FMS is the interface for financial transactions between
TrAMS and Delphi, where award information is transmitted nightly.
o
Delphi eInvoicing System (DELPHI): FMS sends the award/obligation information to be
processed by DELPHI. Delphi’s ESC/E Invoicing (sub-system) is used for requests for
drawdowns against cooperative agreements. Note: TrAMS does not directly interface
with DELPHI.
o
Electronic Clearing House Operation (ECHO): Requests to draw downs against grants
are processed through ECHO Web 2.0 application. ECHO Web 2.0 interacts with FMS to
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ensure that only obligated funds are distributed. Note: TrAMS does not directly
interface with ECHO.
•
•
Oversight Tracking System (OTRAK): TrAMS transmits a monthly report of Recipients and Total
Obligations to OTRAK. OTRAK maintains oversight review information on recipient
organizations.
USA Spending: As mandated through the Federal Funding Accountability and Transparency Act,
federal assistance award information shall be available for public access on the
usa.spending.gov website. TrAMS transmits a file on semi-monthly basis to provide award
information to the site.
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3 Getting Started
3.1
3.1.1
User Management and Access
Getting Access
In order to access TrAMS, users will first need an account set up for them using the FTA Access Control
and Entry System (FACES). FACES is the user creation and management system for each user on the FTA
platform where TrAMS resides. FACES is used to manage security requirements. This includes
authenticating users when they try to log in to the FTA platform, locking accounts, recertifying user
accounts, etc. FACES is used to assign and manage the user roles that will dictate what users see and do
in TrAMS.
The FACES User Guide offers more detailed step-by-step instructions for establishing and managing user
roles as mentioned above. The following sections of this user guide provide more detailed information
about users and user roles within TrAMS.
3.1.2
Initial Login to TrAMS
Once user roles have been established in FACES, users can log into TrAMS through a browser via
https://faces.fta.dot.gov/suite/.
New FTA users should contact their FTA office/region’s Local Security Manager (LSM) or Global Security
Manager (GSM) in order to obtain access to TrAMS. After the LSM or GSM has activated the user’s
account in TrAMS, the user will receive an email from TrAMS indicating that the account is ready for use.
New Recipient users should contact their organization’s ‘User Manager’ in order to obtain access to
TrAMS. After the User Manager has added the users contact information into TrAMS the user will
receive an email from TrAMS indicating that the account has been created.
For login instructions, see the FACES User Guide.
3.1.3
Browser Support
The TrAMS web system may be accessed through a web browser.
The following web browsers are supported by TrAMS:
•
•
•
•
•
3.1.4
Microsoft Edge
Microsoft Internet Explorer
Apple Safari
Mozilla Firefox
Google Chrome
User Roles
3.1.4.1 Introduction
There are three account types in TrAMS:
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•
•
•
FTA User Roles
o These consist of FTA employees and Federal Contractors.
Recipient User Roles
o These consist of individuals who are employed by or support a recipient
organization.
o Note that Recipient Users are also referred to as Organization Users in the FACES
User Guide.
DOL User Roles
o These consist of Department of Labor employees.
o Note that DOL Users are also referred to as External Users in the FACES User
Guide
3.1.4.2 FTA User Roles
Each FTA office and region will have one or more users that have been assigned the ‘Local Security
Manager (LSM)’ role. As the LSM, a user can create new TrAMS users, activate/deactivate/ reactivate
users, edit user profiles, assign user roles, and review role change requests from recipient User
Managers for approval. Access to perform these functions is limited to the users within the office/region
who have the ‘LSM’ role assigned to them.
The following table lists the available user roles that may be assigned to FTA users. The table
also identifies the system actions that these roles provide access to.
User Role & Description
Read Only - Anyone who needs a
search and view only function (this
includes data report queries)
Note: This role should NOT be
combined with other FTA user roles.
TrAMS FTA User Roles
Available Actions
•
•
•
•
•
•
•
•
•
•
•
•
Search Applications/Awards
Search Recipient Organizations
Search FFR and MPR for Review
Search DBE Report
Application Budget by ALI Report
Application by Status Report
Application Budget Report
Cumulative Formula Apportionment
Report (FYFAP Report)
Deobligation by Funding Source
Report
Discretionary Allocation Detail Report
General Discretionary & Earmark
Allocation Report
FFR Detail Report
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Tasks Assigned
N/A
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User Role & Description
TrAMS FTA User Roles
Available Actions
Tasks Assigned
• FYOBL2 Report
• Manage Earmark & Discretionary
Allocations (VIEW ONLY)
• MPR Detail Report
• OPERBUD Report
• Project Scope Budget Report
• Project Budget Report
• Recipient Detail Report
• Recipient Funding Summary Report
• Recipient POC Detail Report
• TrAMS User Detail Report
Supervisor manages reference data
sets according to affiliated FTA
office; there may be one or more
Supervisor in an office; individual
must have supervisory
responsibilities
Local Security Manager – Create
and Manages user accounts,
reviews recipient User Manager
requests, and approves requests;
there should be at least one LSM in
each office, a backup is
recommended
Intake Manager - Receives all draft
Applications transmitted to an FTA
Regional Office for review;
ALL Read-Only + the following:
• Create New Recipient Organization
• Manage Environmental Findings
Reference Data (only for Supervisors
belonging to FTA Office of Planning &
Environment (TPE))
• Manage Fuel Type Reference Data
(only for Supervisors belonging to FTA
Office of Program Management
(TPM))
ALL Read-Only role actions+
• Create and Manage Users
• Create Multiple Users
• Recertify Users
• Review Unlock Requests
• Review Role Requests
• Manage Role Documentation
• Assign Bulk Roles
• Remove Bulk Roles
ALL Read-Only role actions
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
N/A
N/A
Select FTA Pre- and
Post-Award
Managers
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User Role & Description
identifies and assigns the
individual(s) responsible for Preand Post-Award management of
the Application/Award
Pre-Award Manager - Identified by
the Intake Manager; handles all
related pre-Award activities, and is
responsible for oversight and
coordination with the applicant;
identifies requirements for
technical or civil rights reviews, may
transmit comments to the
recipient; oversees the processing
of an Application from
development through to Award
Initial Reviewer - Receives tasks
from the Pre-Award Manager to
complete review, comment, and
initial concurrence on the draft
Application; receives tasks from the
Pre-Award Manager to provide final
concurrences on submitted
Applications for Award
Environmental Reviewer - Receives
tasks from the Pre-Award Manager
to complete review and provide
initial concurrence on the draft
Application; may receive a task
from the Pre-Award Manager to
provide final concurrences on
submitted Applications for Award
Technical Reviewer - Receives the
task from the Pre-Award Manager if
a technical review is required;
technical reviews include
TrAMS FTA User Roles
Available Actions
ALL Read-Only role actions
• Set Up Initial
Review/
Concurrences
and Routing
• Finalize
Application and
Assign FAIN
• Set Up Final
Concurrence/
DOL/ Reservation
Routing
ALL Read-Only role actions
N/A
ALL Read-Only role actions
Environmental
Concurrence
ALL Read-Only role actions
Technical
Concurrence
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Tasks Assigned
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User Role & Description
Engineering Reviews, Safety
Oversight Reviews, or as requested;
if requested, the Technical Review
Concurrence must be complete
before the Application can proceed
to final Award
Civil Rights Officer - Receives the
task from the Pre-Award Manager if
a Civil Rights review is required; if
requested, the Civil Rights Officer
completes the review, comments,
and provides concurrence before
the Application can proceed to final
concurrence and Award; manages
Civil Rights Compliance Reviews;
conducts the initial Regional
reviews of Disadvantaged Business
Enterprise (DBE) reports
DBE Approver - Assigned to HQ TCR
Staff; conducts final reviews of DBE
reports for approval
Post-Award Manager - Identified by
the Intake Manager; is responsible
for oversight and coordination with
the applicant on post-Award
activities; may receive tasks to
review and concur on Budget
Revision and Amendment Requests;
reviews and concurs on final FFRs
and MPRs for closeouts; may
transmit comments to the recipient
on post-Award activities; oversees
the grant/cooperative agreement
Award through closeout
TrAMS FTA User Roles
Available Actions
ALL Read-Only role actions
• Civil Rights
Concurrence
• Review
Submitted DBE
Report (FTA
Regional)
ALL Read-Only role actions
Review Submitted
DBE Report (FTA
HQ)
ALL Read-Only role actions
• Review
Submitted
Budget Revision
• Complete Scope
Transfer
• Complete FPC
Transfer
• Complete Final
MPR
• Complete Final
FFR
• Review
Submitted
Closeout Request
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Tasks Assigned
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User Role & Description
Director - Receives task to Review
and Concur on Applications prior to
Award; concurrence on each
Application is required
Director of Operations - May
complete an initial review of
transmitted Applications;
concurrence on submitted
Applications is optional
Reservationist - Manages
reservations of Applications prior to
Award; manages financial actions
post Award
Legal Counsel - Adds special
conditions to Applications;
concurrence on each Application is
required
Administrator - Role includes
Regional Administrator and
Headquarters Associate
Administrators (or their designee);
receives task to Award Applications
following each affirmative
concurrence
Discretionary Administrator Manages discretionary program
allocations in the system; prepares,
uploads and manages discretionary
and earmark allocations in the
system
(This role group only exists in the
Office of Program Management)
Discretionary Manager – Manages
discretionary grant Applications.
TrAMS FTA User Roles
Available Actions
ALL Read-Only role actions
ALL Read-Only role actions
Operations Director
Concurrence
ALL Read-Only role actions
• Complete
Reservation
• Add Discretionary
Allocation
• Deobligate Funds
Legal Concurrence
ALL Read-Only role actions
ALL Read-Only role actions
• RA Concurrence
• Obligate Funds
ALL Read-Only role actions +
• Manage Earmark & Discretionary
Allocations (Can EDIT)
• Upload Earmark & Discretionary
Allocations
N/A
ALL Read-Only role actions +
N/A
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Tasks Assigned
Planning Director
Concurrence
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User Role & Description
(This role group only exists in the
Office of Program Management.)
Recorder – Manages
communications of discretionary
grant details for release to
Congressional Offices. (This role
group only exists within the Office
of Congressional Affairs.)
Apportionment Manager Completes initial review of
State/UZA Apportionment runs.
(This role group only exists in the
Office of Program Management.)
TrAMS FTA User Roles
Available Actions
Tasks Assigned
•
Manage Earmark & Discretionary
Allocations (Can EDIT)
ALL Read-Only role actions
N/A
ALL Read-Only role actions
N/A
TrAMS Financial User Roles
Note: These roles only exist in the Office of Budget and Policy
User Role & Description
Available Actions
Tasks Assigned
Read Only - View only
FTA Read Only +
N/A
• Allotment Advice Report
Note: This role should NOT be
• Allotment Advice Summary Report
combined with other recipient user
• DBE Report
roles.
• Disbursement Report
Budget Director – Reviews and
Financial Read Only +
Recover Deobligated
approves budget, modify pending
Funds
• Create State/UZA Apportionment
allotment advices
Budget Analyst Reviews budget,
Financial Read Only +
Recover Deobligated
modify pending allotment advices
Funds
• Create New Allotment Advice
Vendor Setup - Creates
grantee/vendor organizations’
accounts.
• Create New Operating Budget
• Create State/UZA Apportionment
ALL Read-Only role actions
Review New
Vendor/Recipient
Account Request
3.1.4.3 Recipient User Roles
Each recipient organization will have a User Manager assigned to them and it will be the User Manager’s
responsibility to assign roles to each user within their organization. Recipient users will be assigned one
or multiple roles. The roles assigned to a user control the ‘Actions’ that a user will have access to and
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the ‘Tasks’ that the system assigns to the user. Recipient users are limited to viewing the data for the
recipient organizations that the user belongs to.
The following table lists the available user roles that may be assigned to recipient users and the
system actions that these roles provide access to.
User Role & Description
Read Only - View only
Note: This role should NOT be
combined with other recipient user
roles.
TrAMS Recipient User Roles
Available Actions
• Search Applications/Awards
• Search Recipient Organizations
• Search FFR and MPR for Review
• Search DBE Reports
• Application Budget by ALI Report
• Application by Status Report
• Application Budget Report
• Application Discretionary Allocation
Detail Report
• TrAMS User Detail Report
• FFR Detail Report
• Recipient POC Detail Report
• MPR Detail Report
• Project Scope Budget Report
• Project Budget Report
User Manager - Adds, edits, or
removes roles and privileges for
organization’s users; edits agency
point of contact (POC) and profile
information; deactivates and
reactivates users
Submitter - Creates and edits
Applications and their details; creates,
edits, and deletes Applications’
Projects and their details; validates
and transmits initial draft Applications
for FTA review; formally submits
Applications to FTA for Award
consideration; implements postAward activities (amendments,
budget revisions, and closeouts);
adds, edits, and deletes direct
ALL Read-Only role actions+
• Create and Manage Users
• Create Multiple Users
• Recertify Users
• Review Unlock Requests
• Manage Role Documentation
ALL Read-Only role actions+
• Create Application
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Tasks Assigned
N/A
N/A
• Submit and
Transmit
Application
• Re-Submit
Application
• Complete SubAllocations
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TrAMS Recipient User Roles
Available Actions
User Role & Description
recipients and formula program suballocations (if designated recipient)
Developer - Creates and edits
Applications and their details; creates,
edits, and deletes Applications’
Projects and their details; validates
draft Applications (but CANNOT
transmit or submit); creates and edits
post-Award activities (amendments,
budget revisions, and closeouts)
Official - Executes grant/cooperative
agreements; certifies (PINs) the
annual Certifications & Assurances;
adds, edits, and deletes direct
recipients and formula program suballocations (if designated recipient)
Attorney - Prepares and
submits/uploads recipient legal
documents; certifies (PINs) the annual
Certifications & Assurances
Civil Rights - Updates civil rights
program compliance and documents;
completes and submits DBE reports
FFR Reporter - Prepares and submits
Federal Financial Reports
MPR Reporter - Prepares and submits
Milestone Progress Reports
Tasks Assigned
ALL Read-Only role actions+
• Create Application
ALL Read-Only role actions
• Execute
Application
ALL Read-Only role actions
N/A
ALL Read-Only role actions
• Submit DBE
Report
• Update DBE
Report
• Complete FFR
• Update FFR
• Complete MPR
• Update MPR
ALL Read-Only role actions
ALL Read-Only role actions
3.1.4.4 DOL User Roles
The ‘DOL Reviewer’ role is specifically designed to grant DOL users the necessary TrAMS privileges to
review Applications where DOL certification has been requested by FTA. TrAMS will determine if an
application must be submitted to DOL and whether that review is needed for certification or
information based on the funding source that was selected on the application. The requested reviews
are generated as tasks in TrAMS that can be claimed by anyone in the ‘DOL Reviewer’ role group. User
will need to belong in this role group in order to view and submit these tasks.
The following table lists the DOL user role that may be assigned to a DOL Reviewer. The table also
identifies the system actions that these roles provide access to.
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User Role & Description
DOL Reviewer - Grant DOL users to
review Application, Review
Applications
TrAMS DOL User Roles
Available Actions
ALL Read-Only role actions to include
the following:
• Create Application
• Search Applications/Awards
• Search recipient Organizations
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Tasks Assigned
• Complete DOL for
Certification
• Complete DOL for
Information
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3.1.5
User Profiles
A User record includes all information that is directly related to a user’s profile such as their name,
address, title, and user roles. FTA users within an FTA office/region may see other users from within
their office/region along with their ‘Summary’ page and ‘User Details’ information. Recipient users
within an organization may see other users from within their organization along with their ‘Summary’
page and ‘User Details’ information.
Each user may manage their profile information. All information other than email address/username,
current user roles, and the FTA office/region that they are a part of may be edited by the user. User
roles may be edited by User Managers (refer to User Manager Responsibilities of the TrAMS Recipient
User Guide for more information), LSMs, and GSMs. FTA users should contact their office/region’s LSM
or GSM if they need to make additions or deletions. Recipient users should contact their organization’s
User Manager(s), LSM(s), or GSM(s). Changes to email addresses are not possible – if users need to
change their email address, they must have an LSM activate a new FTA account with the new email
address.
3.1.6
User PIN
TrAMS employs a PIN-based system to add security to some of its functions. A four-digit numeric
Personal Identification Number (PIN) code, as set by the users themselves, will be required to complete
specialized actions only available to specific user roles. The Recipient Roles are Submitter, Attorney, and
Official. The FTA Roles are Administrator and Budget Director.
For recipient organization users, a PIN is used to formally submit an Application to FTA for review as the
Submitter, execute an Application as the Official, and sign off on Certifications and Assurances as either
the Official or Attorney.
For FTA users, a PIN is used to finalize the obligation of funds to a grant as an FTA Regional
Administrator. A PIN is also used to authorize an Allotment Advice and authorize an Operating Budget as
a TBP Budget Director.
3.1.7
User Setup
3.1.7.1 Local Security Manager (LSM) Responsibilities
All LSMs may only manage the user records associated with their own FTA office/region. LSMs may
modify account information/role assignments for recipient users within their region. All other user
records’ information will be displayed as read-only for the LSM.
Each organization will have one or more users that have been assigned the ‘LSM’ role. As an LSM, a user
is able to:
•
•
•
•
Create new recipient users (individually or in bulk)
Activate FTA users
Deactivate users
Reactivate users
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•
•
•
Assign new roles to users
Edit user profile information
Recertify users
Access to perform these functions is limited to the LSM.
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3.1.7.1.1
Workflow
The following presents an overview of the process required for creating a new recipient user record in
the system and then assigning its roles:
Recipient User Manager or FTA LSM creates a new recipient user
Recipient User Manager or FTA LSM adds or removes roles for the new or existing
user; if 'Submitter', 'Attorney', and/or 'Official' are selected, then upload of a
justification document will be required
FTA LSM receives task to review role assignment if 'Submitter', 'Attorney', or
'Official' are being requested
User is assigned requested roles (upon FTA LSM approval if needed) and their
respective rights in TrAMS
FTA users will follow a different process since they are not created by other users in the system, but are
synchronized from LDAP and then activated into TrAMS by the FTA LSM or Supervisor, as shown below:
FTA LSM activates an FTA user
FTA LSM adds or removes FTA roles for the activated user
Activated user is assigned requested FTA roles and their respective rights in
TrAMS
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3.1.7.2 User Manager Responsibilities
Each organization will have one or more users that have been assigned the ‘User Manager’ role. As a
User Manager for an organization a user is able to:
•
•
•
•
•
•
•
Create new users
o Assign user roles
Create multiple users
Review user role request
Manage role documentation
Review unlock requests
Update existing user records
o Edit user profile information
o Deactivate users
o Reactivate users
o Manage user roles
o Unlock users
Recertify user roles
Some roles added by User Managers require elevated approvals (Submitter, Official, and Attorney).
When these roles are added, a role request is generated and a request to review the role is sent to the
user’s LSM.
Some roles require justification for their assignment to a specific user. The TrAMS Submitter, Attorney,
and Official roles require a Delegation of Authority letter from the agency’s CEO justifying the
assignment of the role to the specific user. Justification documentation can be uploaded in advance of
role assignment via the Manage Role Documentation action or uploaded at the time the role is added on
the Manage Roles form.
User accounts are automatically locked after 60 days of user inactivity. Users who are locked out will still
be able to log into TrAMS but their access will be severely restricted. User Managers may review unlock
requests for users in their organization.
Once a user has been created, users with the User Manager role are able to manage details for existing
users in their organization including: managing the users’ profiles, updating their user roles/privileges,
and assigning User Manager privileges. Users may be deactivated from the Users Record, and
deactivated users may be reactivated as well.
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3.2
Understanding Workflow
The underlying FTA Platform software, Appian, is workflow based – it is designed for situations where
the work consists of steps in a pre-defined process such as applying for a grant or cooperative
agreement. In Appian, workflow is carried out by a set of users. Users can access portions of TrAMS and
take actions in TrAMS based on their user roles. Some user actions in TrAMS will kick off a workflow
such as submitting a grant to FTA for review.
TrAMS automates the workflow associated with creating, Awarding, and administrating FTA Awards.
Each workflow step is associated with a specific user role responsible for completing the step. As part of
the workflow, Appian assigns ‘Tasks’ to users with the appropriate user roles to prompt completion of
the next “step” or “action” in the process. These ‘Tasks’ may be found on the ‘My Work’ tab. To learn
more about ‘Tasks’ and the ‘My Work’ Tab, see the ‘My Work’ Tab section of Navigating TrAMS. Steps in
a workflow must be completed in the order defined.
3.3
Working with Appian Forms
This section describes different aspects of the TrAMS/Appian interface, functionality and the types of
field, filters, buttons and terminology user will see while working in TrAMS.
3.3.1
Buttons
Use form buttons to perform actions such as saving data, deleting data, or leaving the form. When no
buttons exist on a form, user can click an item outside the form to close the form. They will see a variety
of other button labels used. The button labels will indicate what actions will happen when the buttons
are clicked. Many buttons use standardized labels and form layout to indicate expected functionality.
•
Back: The ‘Back’ button appears on forms that are part of a sequence. It is used to move to a
previous form in the sequence. The ‘Back’ button will usually appear on the lower left side of the
form. Always use the form ‘Back’ button instead of the browser back button to avoid losing the
place in the sequence.
•
Cancel: The ‘Cancel’ button closes a form without saving any changes made on the form since
the last save. The ‘Cancel’ button only applies to the current form.
•
Close: The ‘Close’ button completes an action or workflow and returns the user to the menu on
which they selected the action. The button is commonly on read-only forms where no action is
to be taken (e.g. a success screen).
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Tip: Click the ‘Close’ button on success screens to complete a process and prevent “extra” tasks
appearing in the task list.
•
Forms with Close and Cancel Buttons: Some forms contain a ‘Cancel’ button tied to an
expanded portion of the form as well as a ‘Close’ button at the bottom of the form. In these
instances, the ‘Cancel’ button will close the expanded portion of the form without saving the
information and the ‘Close’ button will close the entire form without saving.
•
Save: The ‘Save’ button saves the changes that have been made to the form. ‘Save’ buttons
allow users to save data intermittently on a form. If a form has both a ‘Save’ button and a
‘Cancel’ button, only the changes made after the last ‘Save’ button click are not saved
•
Next: The ‘Next’ or ‘Next Step’ button is shown when the workflow steps through a series of
forms. It will save the data on the current form and move to the next form in the workflow.
•
Generate Report: The ‘Generate Report’ button appears on report forms. It initiates the
creation of the report based on the selected search criteria. Most reports generate on the same
form, others will generate a task. For the latter, users must open the task to retrieve the report.
•
Submit: The ‘Submit’ button saves the data and closes the current form.
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3.3.2
Checkboxes
Checkboxes are used when one or more items can be selected from a small list (usually <5 items). Each
item has its own checkbox that can be selected or deselected (by selecting the box a second time)
independent of the other items in the list.
3.3.3
Date Fields (Calendars)
User can enter dates into Appian date fields in one of two ways: 1) type the date directly into the field;
or 2) use the calendar function to pick a date. Dates follow a ‘mm/dd/yyyy’ format.
To select a date using the picker:
1. Click in the date field box.
2. A calendar for the current month will display. Use the arrows (< and >) to navigate to the correct
month and year. Users can only move forward or backward by months, not years.
3. Click on the date to select it. The date will populate in the date field.
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3.3.4
Document Uploads
Document uploads are indicated by the ‘Upload’ button. To upload a file, either click the ‘Upload’ button
and select a file using the folder navigator. Alternately, users can drag and drop a file into the upload
field box. Appian generally will not restrict the type of document that can be uploaded.
Documents are most easily readable by other users as .doc, .rtf and .pdf uploads.
Give the document a meaningful description. Appian document uploads can be up to 2GB in size.
Figure 1: Upload Button
Figure 2: Drag and Drop Upload
Deleting documents: documents can be deleted prior to saving. Hold cursor over the document, an ‘X’,
is visible select to delete.
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Depending on the location of the upload, most documents may be deleted after saving, others may not
be deleted. Refer to the applicable system section to determine if Applications can be deleted and under
what conditions. TrAMS does not keep records of documents deleted.
Documents saved can be populated by selected the related hyperlink associated with the file name.
Note: All migrated TEAM documents under the recipient profile will be identified as a “TEAM” Doc
under ‘Uploaded by’, all future documents will generally identify who uploaded the document.
3.3.5
Drop-Down Fields (Single-Select)
Drop-downs fields are used to select from a set list of allowable values. The drop-down field ensures
that only valid values are selected. Sometimes, the values allowed in a field may depend on the values
selected in other fields. In these cases, the list of values will refresh as the independent fields values
change. This will be the case when user is developing their Application budget activity line items, see
example below.
3.3.6
Drop Down (Multi-Select)
A multi-select drop down field also appears as a list of allowable items that expands when the user clicks
in the field. In this case, multiple items can be selected from the list (click an item to select it). Selected
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items will appear to be highlighted within the drop down and will be listed in the field box. To unselect
click on the item again.
3.3.7
Grids (Tables)
Appian uses grids (tables) to display data. Individual or multiple records (rows) in these grids may be
selectable and fields (columns) sortable depending on the specific grid.
3.3.7.1 Selecting Grid Records (Rows)
Grids contain checkboxes when a user can select a specific record to view or modify.
1. To select a grid record, click the checkbox next to the row.
2. To select all items in a grid, click on the top checkbox and all other checkboxes will automatically be
selected, then click the appropriate button to perform the action on all items in the table.
3.3.7.2 Expanding and Collapsing Data
Grids are also used to select items for which user wants to display additional details. For grids which are
used to expand data details, only one row may be picked at a time.
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1) Click the checkbox next to the item to expand. The page will expand below the current grid to show
the additional information.
2) To collapse the item, simply uncheck the box, or click the appropriate action buttons that are
present on the form.
3.3.7.3 Sorting Grids by Field (Column)
Some grids are sortable and can be sorted alphabetically (or in reverse) on a single column. A blue arrow
within a grid header field indicates that the grid has been sorted by either ascending or descending. One
column will default the display. All column headers can be selected to sort on other criteria.
To sort a grid:
1. Click in the field label in the header row to sort the table on that column.
2. A blue arrow will appear next to the field name and the table will sort in ascending order on that
field (A-Z, or 0-9).
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3. Click in the field label again to sort information in the opposite direction.
3.3.7.4 Paging Grids (Row Limits)
Most grids in TrAMS are paging grids. Paging grids have a maximum number of records that they can
display at a time. When the number of records exceeds the number of rows that can display, additional
“pages” become available. Users may “page through” the grid using the navigation arrows beneath the
gird to see additional records.
Navigation arrows:
1.
2.
3.
4.
Click the single forward arrow ‘>’ to show the next set of records.
Click the double forward arrow ‘>>’ to move to the last record.
Click the single backward arrow ‘<’ to move to the previous set of records.
Click the double backward arrow ‘<<’ to move to the first record.
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3.3.7.5 Managing Filters
Some grids have a filter icon on the top right corner that allows the user to save current filter settings as
a custom filter. For example, the Application/Award record type as shown below. Users can also delete
saved filter combinations as well as select a custom filter as a default.
1. Click the filter icon to begin.
2. Click the ‘Clear filters’ button that appears to clear any filters currently set.
3. Click the ‘Save filters as…’ button to save any filters currently set.
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4. Once the ‘Save Filters’ pop-up window appears, enter text into the ‘Name’ box.
5. Click the ‘Set as default’ checkbox to make this new custom filter your default when returning to
the grid.
6. Click the ‘Save’ button to save the new custom filter and return to the grid, or click the ‘Cancel’
button to return to the grid without saving.
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7. If the user has saved at least one custom filter, a ‘Manage my filters…’ button becomes available
after clicking the filter icon. Click it to modify saved custom filters, remove them, or set a new
default filter.
8. Click the star beside any custom filter to make it the default filter that will be set any time your
return to the grid.
9. Click the ‘x’ beside any custom filter to remove it.
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10. Click the ‘Save’ button to save any changes made to custom filters and return to the grid, or click
the ‘Cancel’ button to return to the grid without saving.
11. Any saved custom filters will appear as buttons above the grid in the ‘My Filters’ section. The
dark blue button is the filter is currently selected. Click any other custom filter’s button to switch
to it.
12. Click the red ‘x’ of any filter to clear it. All custom filter names in the ‘My Filters’ section will be
un-selected and the user can then use the filters freely again.
3.3.8
Radio Buttons
Radio button groups are used when a user can select only one (1) item from a short list (usually <5
items). The selected radio button will appear highlighted.
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3.3.9
Text Fields
A text field search filter allows the user to enter free text.
3.3.10 Type Ahead Fields
Type-ahead fields are like text fields but search for matching inputs. The user can type valid data for the
field and the system will populate available data inputs. The user will then be prompted to select from
search results that match what was typed. A matching item that was selected can be unselected by
clicking the “x”.
Note: Type ahead fields will be more common for FTA user views of the report forms where a recipient
ID may need to be selected from the full list of recipients. In most cases, such as the recipient ID, the
information will auto populate for recipient users. If users belong to multiple organizations, they may be
presented with the available search fields.
3.4
Navigating TrAMS
This section provides a brief synopsis of the FTA Platform layout followed by TrAMS-specific information
on how to navigate, find, and work with data in TrAMS. Some users will have access to multiple systems
(e.g. TrAMS and NTD) on the FTA Platform.
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These users can switch back and forth using the Navigation Menu on the upper right corner, or select a
system upon logging into TrAMS.
3.4.1
Navigation and Views
After logging in via https://faces.fta.dot.gov/suite/, the user will see the TrAMS Welcome homepage.
The homepage contains four distinct areas as shown below in Figure 1: Navigation:
Figure 3: Navigation
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1. Navigation Tabs: There are four tabs on the upper left corner of the screen. The Welcome tab
will be selected by default. These tabs are used to navigate through the system. All TrAMS users,
regardless of the User Roles assigned to them, will see these four tabs:
1. Welcome
2. My Work
3. Records
4. Reports
2. User Account Information: Located at the top right corner of the screen, the silhouette icon
provides quick access to the user account. This includes three options:
Profile: Provides a means for the user to view and update their individual profile information
and to set up their Personal Identification Number (PIN). See the FACES User Guide for PIN Set
up
Settings: The user settings Page is where the user can set language and time zones and adjust
other settings.
Sign – out: The user can select Sign-out from the dropdown to close the Application.
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3. Banner: The TrAMS banner will appear below the Navigation Tabs. The “TrAMS Website” link
will take the user to the FTA TrAMS public website. The “Help Page” link will take the user to the
TrAMS System record. This page includes the System Details, Help Contacts, and Release
information.
4. Warning Messages: Warnings are displayed on every tab for certain recipient (Submitter &
Developer) users if their organization’s SAM account is expired.
5. Main Content: This area displays the information relevant to the selected tab. For example, only
tasks will be displayed when the ‘My Work’ tab is selected.
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3.4.2
Navigation Tabs
3.4.2.1 Welcome Tab
The ‘Welcome’ tab is the default tab displayed when a user initially logs into the platform. The
‘Welcome’ tab displays System Announcements, Actions, and Quick Links.
System Announcements are messages that are visible to users upon login. Messages are displayed on
the screen based on a user’s role.
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3.4.2.1.1
Actions
Actions allow users to interact with information in TrAMS at a high-level. The actions available are based
on each user’s role. The ‘Actions’ tab provides a way to create new records and perform searches for
specific records
3.4.2.1.1.1 Using Actions to Search
Users may use ‘Search Applications / Awards’ action to search for a specific Application.
To access the search options:
1) On the Welcome page, select “Search Applications / Awards” under the ‘Actions’ column.
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2) Once the “Search Applications / Awards” Action has been clicked, the user will be taken to the
“Application | Search Applications” form. Filters are available to refine the search. The data each
user can access depends on their user role and associated organization(s).
3.4.2.1.2
Quick Links
Quick Links allow users to navigate directly to frequent actions. This feature is currently in development,
and will be available in the future.
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3.4.2.2 My Work Tab
The ‘My Work’ tab shows specific work items that have been assigned either to a user or group of users.
TrAMS generates and assigns tasks at certain steps in the Award life cycle. TrAMS is workflow-based and
tasks are used to progress Applications. Clicking a link in the ‘Task Name’ column will open the
associated task.
As an example, users that have been assigned the ‘Official’ user role will receive a task when an Award is
ready for execution. By accepting the task, the ‘Official’ will be able to review the Award information
and sign their acceptance.
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Tasks are assigned when a user needs to perform a specific action as a part of a workflow. Users are
notified by email when tasks are assigned to them. The workflow waits for the task(s) to be completed
prior to moving on to the next step (or task) in the workflow.
Tasks may be assigned to an individual user or to a group of users who share the same role. The user can
see which type of task has been assigned by looking at the ‘Assigned To’ column. Tasks assigned directly
to users will show their name under the ‘Assigned To’ column. Tasks assigned to a group will show the
group name.
Users may use the Task Filters located at the top of a screen to narrow down tasks. Users can manage
the number of tasks they see on the page by changing the value at the bottom of the screen titled ‘Tasks
Per Page’.
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When tasks are assigned to a group of users, any user within the group may claim and complete the
task. Once a task has been claimed, the task becomes unavailable to the other users in the group. If
users select a task and then decide not to complete the task, they can return the task to the group for
someone else to pick up.
3.4.2.2.1
Task Notification
Automatic system-generated task notifications are sent via email at the time the tasks are created. Task
notification emails have the following characteristics:
•
•
•
•
From: Appian for Federal Transit Administration (PROD)
To: User’s Saved Contact Email (as viewed on User Profile – if the user’s email has changed,
speak with the User Manager)
Subject: New Task: [Type of Task that has been assigned]
Body: Link to the task
Note: Check the Junk folder for an expected task notification that cannot be found in the user’s email.
3.4.2.2.2
Accepting Tasks
When users receive a task notification email, users may click on the provided link. The link will redirect
users to the FTA Platform log on screen. After logging into the system, users will be either redirected to
the task form or they may need to check their task queue by going to the ‘Tasks’ tab. In the latter
situation,
1. Click on the ‘My Work’ tab.
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2. Find the corresponding task link (use filters as needed).
3. Click on the link provided to accept the Task.
4. For group tasks, TrAMS will display ‘Accept’ and ‘Go Back’ button options. Click the ‘Accept’ button
to claim the task and begin working on the task. The user can leave the task form and return later.
5. Complete the task. The Task will be removed from the user’s ‘My Work’ Tab once the task has been
completed.
Note: If the Task form appears to be in read-only mode, scroll to the top of the form to verify that the user
has accepted the task.
3.4.2.2.3
Returning Tasks
If a user has selected the wrong task or would prefer to work on the task at another time, the user can
return the task to the original assigned user(s) list. This can be done even after formally accepting the
task.
1) To return a task that is opened, but not yet accepted, click the “Go Back” button at the top of the
screen.
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2) To return a task that a user has already accepted, scroll to the bottom of the page and select the
“Close”, “Close Task”, or “Return to Group” button. The button terminology will depend on the
specific task.
Note: If the user has returned the task but do not immediately see the task back in the task queue, refresh
the task queue by clicking on the ‘My Work’ tab again or click the icon next to the ‘My Tasks’
section. When returning a task to the group, the user may also see a new email notification.
3.4.2.3 Records Tab
The ‘Records’ tab provides a way to access and work on records that already exist in the system. Records
consist of all information for a specific type of data, such as all the information about a recipient
organization or an Application. A user can click the ‘Records’ tab to see a list the records types they have
permissions to view.
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All TrAMS users are able to view 4 record types defined in Table 1: TrAMS Records
Table 1: TrAMS Records
Record Name
Description
Application/Awards
Contains Applications and Awards associated with recipient organization(s)
or regional cost center FTA Staff members
Projects
Provides direct access to the individual Projects that make up Applications
and Awards.
Recipient
Organization
Contains recipient organization information. If the user is a recipient
organization member, they can only see the recipient organizations to
which they belong.
Disadvantaged
Business Enterprise
(DBE) Reports
3.4.2.3.1
Contains Disadvantaged Business Enterprise report information per
recipient organization
Searching from the Records Tab
To search for records using the ‘Records’ tab:
1. Click on the ‘Records’ tab on the navigation bar.
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Users can use the Record tab to search for different kinds of records such as, Applications / Awards,
Projects, Recipient Organizations, and DBE Reports.
2. Use filters on each record types to narrow the data. For example, to search for an Application or
Awards, select the “Application / Awards” records and fill in the filter.
For example, to search for a Recipient Organization, select the “Recipient Organization” record. Use
the filters as necessary
3. Users may manipulate the number of records displayed on each Record grid. The grid will contain 50
records as a default. However, users can change the number of records displayed in the grid by
changing the “Records Per Page” option at the bottom of the page.
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4. The users can navigate through different pages of the grid by clicking the right or left arrow.
5. If the search does not provide the desired records, click ‘Clear Filters’ icon on the top right corner.
Also, by clicking “Save filter as…”, user can set selected filter as a default so next time they navigate
to the specific records, the saved filter is displayed as a default.
6. To open a record, click the blue record hyperlink.
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3.4.2.3.2
Record Contents
Upon opening a specific record, a high-level summary of the data populates in the main content area of
the screen. This is the “Summary” dashboard in the navigation bar.
Related Actions: The top navigation menu contains links specific to the type of record. This will often
include a ‘Related Actions’ option (sometimes referred to as a ‘tab’. The ‘Related Actions’ opens to a
page of options to view and modify detailed record information. A user’s ability to update record
information depends on their assigned roles as well as the current state of the data (ex. recipient users
with read only can view, however they cannot edit Applications).
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3.4.2.4 Reports Tab
The ‘Reports’ tab provides access to a suite of reports. There are 3 columns in the Reports tab including
Reports, Excel Reports, and Static Reports. By clicking on any report link, the user can review reports of
data in TrAMS as permitted by their user roles. To learn about these reports in detail, refer to Section 8:
Reports.
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3.5
Emails
In addition to tasks, users may receive emails from the system indicating that they need to perform an
action as part of a workflow. After receiving an email and logging on, the user will not find any
corresponding tasks to perform. Instead, they will need to navigate to the appropriate record and must
initiate the required action. In some instances, the action initiated will start a workflow that includes
tasks for other user roles (e.g. Closeout Amendment). Similarly, the action may initiate other email
notifications to different users (e.g. the Certification and Assurance process).
As an example, a user may receive an email indicating that an Application has been returned by the PreAward Manager and that they should review the comment.
The user will be able to distinguish between emails sent by the system and system emails associated
with tasks:
• The description of the task will be in the subject line for emails associated with tasks
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•
•
Emails not associated with a Task ‘From’ line will be listed as ‘TrAMS Administrator’.
The link in the email takes the user to the TrAMS website or takes the user to the task at hand if
they are already logged into TrAMS
In both cases, the workflow will not continue until the required action(s) are complete.
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3.6
Exporting Information from TrAMS
3.6.1.1 Printing from the Browser
When printing within a web browser, only the banner and the Main Content area will be included.
3.6.1.2 Exporting Files (View/Prints) Information
TrAMS records and documents that may be viewed and printed have been formatted as ‘Rich Text
Format’ (.rtf). These files will need to be opened using a program that is compatible with this type of file
(e.g. Microsoft Word).
When the ‘View/Print’ Application related action is selected, the user will be prompted to open or save
the file. Variations will exist depending on the browser that the user is working with and the default
program the user has defined to be the default program to open rtf files.
Example: Internet Explorer 11 and Microsoft Word
Example: Chrome
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The view-print format may require the user to adjust the font size or layout of the page to suit the user’s
preferences or view information displayed.
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4 Recipient Organization Management
4.1
Overview
A recipient organization is any entity that is eligible to seek and apply for federal assistance from FTA.
FTA will assess a recipient organization’s eligibility; and assign an identification number (Recipient ID) to
conduct business with FTA. The Recipient ID is a four-digit number (e.g. 2345); and is used in TrAMS, and
other FTA systems to identify the recipient organization record.
The Recipient Organization record is where a user can search, view, and update, recipient organization
record details in TrAMS.
Each recipient organization is associated to either a Regional FTA Office or an FTA Headquarters Office.
These offices are known as “cost centers.” Each cost center has an acronym and number that are used
throughout TrAMS. The FTA cost centers are listed in Table 1: FTA Cost Centers for reference:
Table 1: FTA Cost Centers
Cost Center Name
FTA Regional 1 Office
FTA Regional 2 Office
FTA Regional 3 Office
FTA Regional 4 Office
FTA Regional 5 Office
FTA Regional 6 Office
FTA Regional 7 Office
FTA Regional 8 Office
FTA Regional 9 Office
FTA Regional 10 Office
Office of Administrator
Office of Administration
Office of the Chief Counsel
Office of Communication and
Congressional Affairs
Office of Program Management
Acronym
Number
TRO-1
78100
TRO-2
78200
TRO-3
78300
TRO-4
78400
TRO-5
78500
TRO-6
78600
TRO-7
78700
TRO-8
78800
TRO-9
78900
TRO-10
79000
TOA
61000
TAD
62000
TCC
63000
TCA
64000
TPM
65000
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Cost Center Name
Office of Budget and Policy
Office of Research, Demonstration and
Innovation
Office of Civil Rights
Office of Planning and Environment
Office of Transit Safety and Oversight
Acronym
Number
TBP
66000
TRI
67000
TCR
68000
TPE
71000
TSO
74000
User Role Requirements
A TrAMS user must have at a minimum, the Read-Only user role to access the recipient organization to
view or update portions of the record information. In some instances, a user must have specified user
roles to complete updates.
4.2
Search Recipient Organization Records
There are multiple ways to search for and access a recipient organization record. Users may find
recipient organization information by either searching from the ‘Welcome’ tab ‘Actions’ and selecting
‘Search Recipient Organization’ or searching from the ‘Records’ tab and selecting ‘Search Recipient
Organization’.
Users can navigate to the organization record from any Application or Awards’ ‘Summary’ page by
clicking the Recipient ID hyperlink located on that page.
4.2.1
Searching Recipient Organization from Actions Tab
To search for a recipient organization using the ‘Actions’ tab:
1) Navigate to the ‘Welcome Tab’ and click the ‘Search Recipient Organizations’ link in the ‘Actions’
section.
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2) The ‘Search Recipients in TrAMS’ form will display with search criteria fields. Note that none of these
fields are required. Not populating any fields will return all recipient organizations in the profile.
Users can search for an organization using one or more of the following criteria:
a) Recipient ID The recipient's ID will default to their organization. When a user is assigned to
more than one ID, they can choose the recipient ID from the drop-down menu. Only one ID can
be selected and viewed at a time.
b) Recipient Name: Enter in all or part of the recipient organization’s name in the ‘Recipient Name’
field.
c) Recipient Alias: Enter in all or part of the recipient alias name.
d) TrAMS Status: Select the recipient organization’s status in TrAMS from the drop-down menu
provided under the ‘TrAMS Status’ field. Status options are ‘Active’, ‘Inactive’, or ‘New-Pending
Review’.
e) SAM Status: Select the recipient organization’s status in SAM.gov from the drop-down menu
provided under the ‘SAM Status’ field. Status options are: ‘Active’ or ‘Expired’.
f)
Cost Center: Select a cost center (aka, a Regional Office or HQ office) from the drop-down menu
provided under the ‘Cost Center’ field. For recipient organizations, the user’s Recipient ID is
already associated with a cost center. If users are a user associated with multiple recipient
organizations across different FTA offices; then the cost center they choose must correspond
with the Recipient ID. Remember, this is not a required field.
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3) Once all desired search criteria have been entered, click the ‘Continue’ button.
4) The ‘Search Results’ form will be displayed. To access the recipient record, click on the ‘Recipient ID’
hyperlink of the desired recipient organization. After selecting the hyperlink, the user will be taken
to the record of the Recipient Organization.
In most cases, only the user’s recipient organization will display. If users are associated with more than
one organization, they can only search for one organization at a time.
Recipient Organization names in the table are listed by their legal business name (from SAM) and then
the provided acronym.
4.2.2
Searching Recipient Organizations from Records Tab
Recipient organization profile(s) may be accessed from the ‘Records’ tab in TrAMS.
1) Click the Records tab in the navigation bar.
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2) Click on the ‘Recipient Organization’ record type from the menu to view recipient organizations. The
results will display recipient organizations in which the user has assigned user roles.
3) In most cases, only one recipient organization will display. If a user has user roles for multiple
recipient organizations, each organization will display in the list.
4) Recipient Organization names are listed by their legal business name (from SAM), the provided
acronym, and then the four-digit recipient ID number.
5) The results will display in Recipient ID order. Users may filter displayed records by using the search
box and typing the organization name in full or in part, or they can search by entering the four-digit
recipient/vendor ID number.
Note: Users may enter the phrase they would like to search for in the ‘Search TrAMS Recipient
Organization’ field and click on the ‘Search’ button to initiate the search.
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6) Click on the recipient organization’s ID which is a hyperlink.
7) The user will be taken directly to the selected recipient organization record’s ‘Summary’ page.
4.3
View Recipient Organization Records
4.3.1
Overview
Each Recipient profile has dashboards to view information and a series of related actions. The following
section covers the different information that may be viewed. Information is outlined moving left to right
as shown below. The tab selected is highlighted by the blue box and arrow.
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4.3.2
Summary
The ‘Summary’ page is the landing page after selecting an organization record to view. The ‘Summary’
page is in a read-only format for all users. It contains high-level information concerning the organization
including:
• TrAMS Profile Information
• SAM Profile Information
• Payment Information
• Locations
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Recipients are responsible for changes to the SAM profile information and must be made directly in
SAM. TrAMS is synced nightly with SAM. Users can also update their recipient organization’s SAM
information by clicking on the Sync Recipient Organization with SAM related action.
4.3.3
Applications / Awards
The applications / awards option will populate a list of all applications and awards that are associated
with a recipient organization; this includes both active and closed awards. A grid/table will populate
listing associated with the organization. The list provides the application/award number or Federal
Award Identification Number (FAIN), the application name, person last updated by, last update date,
and the current status of the application/award. Each amendment associated with an award will be
displayed separately.
To view recipient ‘Applications/Awards’ from the Recipient organization profile:
Click on the ‘Applications/Awards’ form the navigation bar.
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The FAIN will be displayed as a hyperlink and can be used to directly access the application/award
record. If there are no applications, the grid will be empty.
Users can filter and sort on the various columns within the Applications grid. Users can filter by
ascending or descending order by clicking on the column header twice. Users can also sort by most
recently acted on by using the last updated date or sort by application status.
When more than 25 applications/awards exist, use the arrows on the bottom of the page to display the
additional applications.
4.3.4
TrAMS Users
All active TrAMS users associated with the selected recipient organization can be found under the
recipient organization profile. User record information will display in a grid. If there are no users the grid
will be blank. Information displayed includes the user’s first and last name, contact information (email
and phone), and the user roles that have been assigned.
1) Click on ‘TrAMS Users’ from the navigation bar.
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2) The active TrAMS users associated with the recipient will display. If there are no TrAMS users
associated, the grid will be empty.
3) This is a summary view only of the user; you may review more information about a user by
reviewing their profile. To modify user profile information, see the FACES User Guide.
4. If a user has roles that are associated with multiple organizations, you can differentiate each
role title by referring to the organization’s four-digit recipient ID number.
4.3.5
Locations
Recipient organizations must be associated with at least one and may be associated with multiple,
urbanized areas (UZA), states and congressional districts. This information is important as it is used
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during the development of applications. Applications must define the place of the performance which is
in part associated with the UZA and applicable congressional districts.
The ‘Locations’ dashboard displays all the applied UZAs and congressional district(s).
To view the ‘Locations’ for a recipient organization:
1) Click on ‘Locations’ from the navigation bar.
2) The ‘Urbanized Areas (UZA) and States’ section displays the UZAs and states associated with the
recipient organization. If there are no UZAs and states associated, the grid will be empty. Your
organization should have at least one UZA populated to support future applications/awards.
To modify your UZA information, contact your FTA awarding office.
3) The ‘Congressional Districts’ section displays all Congressional Districts associated with the recipient
organization. If there are no Congressional Districts associated, the grid will be empty. Your
organization should have at least one Congressional District to support future applications/awards.
To manage your Congressional Districts, refer to Related Action: Manage Congressional Districts.
4.3.6
Designated Recipient
The Designated Recipient section is undergoing changes in the TrAMS system and is not currently active.
This section will be updated once implemented. The below describes the intent of this module.
The Designated Recipient option is visible to all users. This module will allow those recipient
organizations who have the principal authority and responsibility for suballocating specified formula
funds to states and urbanized areas (UZAs) to document the allocations (or splits) among the eligible
direct recipients within the urbanized area. If the recipient organization is a designated recipient, you
will see the funding programs and UZAs that are associated with the recipient of the ‘Designated
Recipient’ page.
All user roles including the read-only can “view” the information in this dashboard.
Note: If you do not see a UZA listed; check your recipient locations. If you confirm a UZA is missing,
contact your FTA office to update your location information.
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Designated recipient details can only be updated by FTA after verifying that they have the appropriate
documentation for the requested changes.
In TrAMS, a recipient organizations profile can be tagged as designated recipients for the following
formula programs, which can be suballocated in TrAMS:
•
•
•
•
Section 5307 – Urbanized Area Formula Program (5307-2A)
Section 5310 – Formula Grants for Enhanced Mobility of Seniors & Individuals with Disabilities
(5310-1A)
Section 5337 – State of Good Repair Formula Grants (5337)
Section 5339 - Formula Grants for the Bus and Bus Facilities Infrastructure Investment Program
Note: If you are a designated recipient your profile should indicate “yes” under the question ‘Is
Designated Recipient?’ If your profile information is not accurate, contact your FTA POC; only FTA has
the authority to update that piece of information.
To view the designated recipient details for a recipient organization:
1) Click on the ‘Designated Recipient’ tab.
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2) The formula programs associated with the designated recipient are listed and displayed in a grid
format under the ‘Designated Recipient Details’ section. If there are no formula programs associated
or the recipient organization is not a designated recipient, no grid will display.
4.3.7
Related Actions
4.3.7.1 Introduction
All users have access to view information about their assigned recipient organization. Certain
information may only be modified by specific user roles.
To view or modify, use the ‘Related Actions’ tab for the selected Recipient Organization. The following
actions are available only to recipient users:
•
Recipient Documents
•
Civil Rights Information
•
Certifications & Assurances
•
Fleet Status
•
Congressional Districts
•
Direct Recipients
•
POC and Union Information
•
Sync Recipient Organization With SAM
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4.3.7.2 Related Action: Recipient Documents
TrAMS users have the ability to manage documentation for their assigned recipient organizations.
To View recipient documents:
1) Click on Related Actions in the navigation bar.
2) Click ‘Recipient Documents’ from the menu.
3) The Recipient Organization |Document Summary page will display. Documents migrated from TEAM
or added to TrAMS will display in a grid. If there are no documents, the grid will be blank. To view a
previous uploaded document on the ‘Document Summary’ page, click on the hyperlink under the
‘Document File Name’ column.
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4) Click the ‘Close’ button to return to the ‘Related Actions’ menu.
4.3.7.2.1
Add Recipient Profile Documents
1. Click the ‘Add Document’ button to upload a document for the recipient organization.
2. The ‘Add Documents’ page will display:
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a) Select the ‘Document Context’ from the drop-down list of values.
b) After selecting the ‘Document Context’, the ‘Document Type’ field will populate. Select a
‘Document Type’ value from the drop-down list.
c) Provide a description of the document in the ‘Document Description’ field.
d) Use the ‘Upload’ button to select a document. You can also drag and drop documents to the
field.
4.3.7.2.2
Delete Recipient Profile Documents
2) To delete a document that you just uploaded prior to selecting the save button, the user can either:
a) Place the cursor over the newly uploaded document the document icon will display an “X”;
select the “X” to proceed with deleting; or
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b) The user can select the ‘Cancel’ button to return to the ‘Document Summary’ page without
saving the document.
Note: Once a document has been uploaded and saved, it cannot be deleted. Contact your FTA POC to
delete documents.
c) Use the ‘Save’ button to complete the document upload process.
Note: The table below describes the crosswalk for values listed under ‘Document Context’ and
‘Document Type’. For example, when the user selects ‘Civil Rights’ from the ‘Document Context’
dropdown, the user will also see and be able to select the values under ‘Document Type’ dropdown
shown below. Note that documents migrated from TEAM, where no context or type was provided, will
display with “General.”
Document Context
Document Type
General
General
Contact Persons
General
Cert & Assurances
General
Codes
General
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Payment Codes
General
Civil Rights
General
Civil Rights
EEO Program
Civil Rights
Title VI
Civil Rights
DBE Program
Civil Rights
DBE Goal
Otrack
General
Triennial Review
General
Legal
General
Legal
Legal Authority Document
Legal
Opinion of Legal Counsel
Legal
Resolution Document
Fleet
Fleet Status
Fleet
Fixed Route Fleet Details
Fleet
Paratransit Fleet Details
Fleet
Light Rail Fleet Details
Fleet
Commuter Rail Fleet Details
Fleet
Heavy Rail Fleet Details
Fleet
Waterborne Fleet Details
Fleet
Other Fleet Details
Lobbying
Lobbying Disclosure
3) To view a previously uploaded document that is displayed on the ‘Document Summary’ page, click
on its hyperlink under the ‘Document File Name’ column. (Note: you are not required to select the
checkbox.)
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4.3.7.3 Related Action: Civil Rights Information
Refer to the Civil Rights Management section to learn about the Civil Rights Information related action
in context.
4.3.7.4 Related Action: Certifications & Assurances
Recipients must certify that they are in compliance with Federal transit laws as well as Federal crosscutting requirements prior to FTA making an award. Certification & Assurances (C&As) must be
submitted electronically via TrAMS.
The C&As module:
•
•
•
•
Allows you to view current and past C&As.
Allows you to certify the current fiscal year.
Allows you to correct or update the current fiscal year C&As.
Prohibits corrections to past fiscal years.
User Roles:
•
•
•
All TrAMS user roles can view the C&As.
The Official user role executes only for the Official.
The Attorney user role executes only for the Attorney.
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•
A user may be given authority to have both the ‘Official’ and ‘Attorney’ user roles to certify; this
is referred to as “certifying on behalf of both” for an organization. Refer to Certify on Behalf of
Both the Official and Attorney for more information.
4.3.7.4.1
View the C&As
1) Find your Recipient Organization Profile.
2) Click on Related Actions in the navigation bar.
3) Click on ‘Certifications & Assurances’ from the menu options.
4) The ‘Certifications and Assurances’ form will display for your recipient organization.
a) Use the provided drop-down menu under ‘Select Fiscal Year’ to select the fiscal year of the C&A
you wish to view. Only the current fiscal year, plus the past nine fiscal years will display (a total
of ten fiscal years are available to be viewed).
b) Click the ‘Continue’ button.
5) If the Certifications & Assurances have not yet been published for a fiscal year, you will receive a
warning message:
6) If the C&As are published, a read-only version of the ‘FY [current FY] C&A Affirmations’ form for the
selected fiscal year will populate.
If the C&As have not been completed by the recipient for the current fiscal year, this entire form will
be read-only and display incomplete fields. An example of an incomplete field is a Certification Date
displayed as N/A or categories only displaying red circles (indicating not certified).
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The Certifications and Assurances Information Critical Dates:
1) Fiscal Year: This will reflect the Fiscal Year that you selected on the prior form.
2) Assigned Date: This is the date that FTA published the C&As in TrAMS (note that it may be
different than the date indicated on the FTAs website).
3) Due Date: reflects FTA guidance to complete your C&As within 90 dates from date of publication
in TrAMS.
4) Original Certified Date: This date will populate only once both the Official and Attorney have
PINed in TrAMS. The Initial Date Certified Date does not change.
Last Certification Date: The last certification date will be the same as the original certification
date the first time the organization certifies. The Last Recertified Date will update if the
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organization updates any categories or documents, and both the Official and the Attorney have
recertified.
Both the Official and Attorney must certify or PIN for the Latest Certification Date to populate
and be considered complete. Each recertification is tracked. See the recertification process
below.
To read the full narrative of each category, under “Published Certifications and Assurances” there is a
link to direct you to the list of the current and past published Certifications and Assurances and
instructions.
4.3.7.4.2
Complete C&A Certifications
To complete the certification of the C&As, it requires two independent actions. The C&As are workflowbased and are initiated by the Official User. The second action is taken by the Attorney user role. There
is no task in the task tab; the Attorney will only receive an email notification once the Official has
certified. The Official asserts to the certifications and the Attorney affirms the certifications. FTA does
allow for one individual to take action in TrAMS “On Behalf of Both” the Official and Attorney. This is
common when outside legal counsel supports an organization.
Initiate CA& Certification
1) Log in as the Official User.
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2)
3)
4)
5)
6)
Locate your Recipient Organization Profile.
Click on Related Actions in the navigation bar.
Select the Certification and Assurances option from the available menu.
A form will populate to select the fiscal year to certify; select the current fiscal year.
The C&A’s form will populate and display checkboxes next to each C&A category. Boxes will only
display if you have the Official User Role.
7) Category #1 is a required selection. An error message will display and you cannot certify until it
is selected.
8) Check applicable boxes.
Note: The Certified circle will remain red until you complete certification, by entering your PIN. Once
certified, the circle will change to a green circle with a checkmark
9) Review the Certify Affirmation information. Confirm your name and title are properly displayed.
10) Enter your PIN (you will receive an error if you have not entered a correct PIN. If you need to set
your PIN, see User Management and Access.
11) Click on the Certify button.
12) The Attorney will now receive an email notification to complete certification.
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13) Attorney Certifies
a) The Attorney User can follow the same steps of the Official to locate the certification. The
attorney will not see checkboxes and cannot make corrections.
1) To Certify, enter the user PIN in the provided field.
2) Click on Certify.
3) Confirm the certified date is now populated.
b) The Attorney can return the C&As to the Official if a correction is needed.
To Return the C&As to the Official:
1) Select the Return to Official Button.
2) The user will be prompted to confirm you want to return the C&As.
3) The user will be prompted to provide comments to the Official.
4) The Attorney’s comments will populate in the email to the Official and display on the
C&As form.
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1) The Official must PIN the C&As again to return the C&As for the Attorney to complete
certification.
2) The Attorney will receive an email notification again and can follow the steps above to
complete certification.
3) Once certified the Original and Latest Certification Date will populate and the selected
categories will display with a green circle. The names of the certifying individuals will display
and the date certified.
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4.3.7.4.3
Certify on Behalf of Both the Official and Attorney
This process allows for a single individual to certify the C&As in TrAMS. The user must be assigned both
user roles, Official and Attorney. To be assigned both TrAMS user roles, you must have the appropriate
delegation of signature authority.
When certifying on “Behalf of Both” a signed and dated copy of the C&As must be uploaded to the C&As
module at the time of certification. The exact same categories must be selected.
Typically, the Official PINs in TrAMS on behalf of the Attorney. The same process can be used if the
Attorney PINs on behalf of the Official.
To complete certification on behalf of both
1. Follow the steps to complete the certification provided above.
2. Select the applicable certifications.
3. Upload the document and provide a document description. Multiple documents may be added.
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4. Both the Official and the Attorney PIN fields will display
5. The PIN must be entered in each field
6. Click on the Certify button.
ADD SCREENSHOT that looks like this
7. Confirm the correct names and dates populated
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8. The document will display in a grid. The document may be viewed by selecting the hyperlink.
Documents added here only reside in the C&As module. Recipients should upload them here
versus adding C&As document to the Recipient Profile.
4.3.7.4.4
Recertify or Correct C&As
Corrections may only be made to the current fiscal year C&As.
1. Only the Official can initiate recertification.
2. Follow steps to complete the certification provided above to proceed to the current fiscal year
certifications.
3. Upload revised documentation, if applicable.
4. Both the Official and Attorney must re-PIN to be in a certified status.
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4.3.7.4.5
C&As and Your Grant Applications
All recipients must complete their C&As in TrAMS before FTA can make an award (or amendment) in a
given fiscal year. The following explains how the C&As relate to your applications and information about
your C&As during application development:
▪
If FTA has not published the C&As yet or if you have not certified yet, the system will flag that
your C&As are “missing” or not yet complete when you are working on a new application or a
new amendment.
▪
There are no hard stops in the application development process. This will not stop application
development, transmission or submission.
▪
The status box will change to completed once you have certified to the Certifications and
Assurances.
▪
The example warning message will display when you are transmitting an application for initial
review. This is not a hard stop; select the continue button to proceed with the action.
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4.3.7.5
Related Action: Application Fleet Status
When rolling stock (fleet of buses, trains, etc.) is included in an award any information associated with
the fleet can be found under the Related Actions tab, Application Fleet Status option. The information
listed in the award is determined by the fleet status at the time of award execution.
All users may view the read-only fleet status information associated with the award.
1) Log in as a TrAMS user
2) Navigate to the Records tab
3) Click on the “TrAMS | Recipient Organizations”
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4) Use the filters to identify a Recipient Organization
5) Click on the Recipient Organization
6) Navigate to the list of related actions by clicking on the “Related Actions” tab
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7) Select “Fleet Status” related action
8) Recipient Fleet Summary will be displayed
9) Click on the icon on the View column to see more information
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4.3.7.6 Related Action: Manage Congressional Districts
The Congressional District information associated with a recipient organization may be managed by both
FTA and recipient organization users. Users may add and delete congressional districts. DOL users will
have view-only access.
To view congressional districts applicable to a recipient organization:
1) Click ‘Congressional Districts’.
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2) The ‘Manage Congressional Districts’ form will be displayed.
Note:
You may click on the ‘U.S. House of Representatives Search’ link to find the appropriate
representative for a given congressional district. The system will direct you to the search
function on the U.S. House of Representatives website.
3) Click on the ‘Cancel’ button to return to the ‘Related Actions’ menu.
4.3.7.6.1
Add or Update Congressional information
To update existing district information, you will need to delete and add the district again.
4) Click on Related Actions tab
5) Click on ‘Congressional Districts’ from the menu options.
6) The ‘Manage Congressional Districts’ form will display.
7) To add a new Congressional District:
a) Click the ‘Add Congressional District’ Link. All fields are required to save information. The system
will show the newly added district in the ‘Current Congressional Districts’ grid
b) Use the provided drop-down menu under the ‘Congressional District’ field to select a
congressional district number.
c) Use the provided drop-down menu under the ‘State’ field to select the state that the
congressional district is located in.
d) Enter the appropriate representative name for the new congressional district into the
‘Representative Name’ field.
Note: You may click on the ‘U.S. House of Representatives Search’ link to find the appropriate
representative for a given congressional district. The system will direct you to the search function on the
U.S. House of Representatives website.
e) Click on the “Save” button to save the new congressional district.
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4.3.7.6.2
f)
To delete a congressional district
Select the checkbox for the congressional district you wish to remove.
g) Click the ‘Delete’ button. The system will remove the congressional district from the grid.
h) Click on the ‘Close’ button to return to the ‘Related Actions’ menu.
4.3.7.7 Related Action: Direct Recipients
For organizations that are Designated Recipients, you have the ability to view, add and delete direct
recipients. For organizations that are not Designated recipients, you have the ability to view
information.
Note that while Direct Recipients users can be added, the associated Designated Recipient Module and
Suballocation Module are not currently active. These sections will be updated once activated.
Recipient users can view the Direct Recipients associated with the organization; these recipients are
available for apportionment suballocations.
4.3.7.7.1
View Existing Direct Recipients
1) Click on the Related Action tab.
2) Click ‘Direct Recipients’ from the menu options.
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3) The ‘Manage Direct Recipients’ form will display. The direct recipients associated with the recipient
organization are listed and displayed in grid format.
4) If there are no direct recipients associated, the grid will be empty.
5) Click the ‘Cancel’ button to return to the ‘Related Actions’ menu.
4.3.7.7.2
Add a New Direct Recipient
1) Click on the ‘Add Recipient’ Link and enter the 4-digit Recipient ID and click the ‘Search’ button.
2) The ‘Add New Direct Recipient’ form will display. The direct recipient’s organizational details are
listed and any locations are displayed in grid format.
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3) Click the ‘Add’ button to add the direct recipient. You will return to the ‘Add New Direct Recipient’
form
4.3.7.7.3
Delete a Direct Recipient
1) Select the checkbox for the direct recipient you wish to remove.
2) Click the ‘Delete’ button. The system will remove the direct recipient from the grid.
3) Click on the ‘Cancel’ button to return to the ‘Related Actions’ menu.
4.3.7.8 Related Action: POC and Union Information
The Point of Contact (POC) and Union information for an organization are stored to provide contact
information for an application/award. The system also uses POC information to send email notifications
about certain system activities (e.g. email reminders for C&A’s or notifications of award execution tasks)
This information may also be used for FTA to send correspondence.
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All users of the recipient organization will have access to view POC and Union information. Adding,
updating, and the deletion of POC and Union information are limited to recipient users that have the
‘User Manager’ role.
Refer to Civil Rights Management to better understand the information captured under your civil rights
information and the process for submitting and obtaining FTA reviews and concurrence on your civil
rights programs.
4.3.7.8.1
View POC and union information applicable to a recipient organization
1) Click on Related Actions tab
2) Click ‘POC and Union Information’ from the menu options.
3) The ‘Points of Contact’ form will display.
4) Any POCs associated with an organization will appear in the Points of Contact grid.
5) To filter on a particular recipient POC, you can search by the contact name, title, or the email
address, you must know part of all of this information for the search feature. You can also select
the appropriate POC contact type from the drop-down menu provided under the ‘POC Contact
Type’ field. The display only shows the first 10 contacts, you may need to page over to display
additional information
4.3.7.8.2
Add, Delete, or Edit/view a POC
1) To add a new POC click on the ‘New’ button.
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2) Fill out the information on the Points of Contact. You can click ‘Save Changes’ to create a new POC
or you can ‘Cancel Changes’ and return back to the Points of Contact form. All fields with an
asterisk (*) are a required field.
a) The Application Type: Select Yes or No. Select Yes, only if you are a State DOT.
b) Union POC: Select Yes or No. Select only if you are a Union Representative. Selecting yes will
populate an additional required field to enter the name of the Union Organization.
c) POC Contact Type options include the following:
• Chief Executive Officer (CEO)
• Metropolitan Planning Organization (MPO)
• Equal Employment Opportunity (EEO)
• Disadvantaged Business Enterprises (DBE)
• Title VI
• Section 504
• ECHO
• Grants
• General FTA Issues
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3) To view or edit details on the POC, select the checkbox next to the contact you would like to view
and then click the ‘Edit’ button.
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4) To edit the form, update the information and click ‘Save Changes’ to return back to the Points of
Contact’ form. If you are only viewing the information you can click on ‘Cancel Changes’ to return
back to the Points of Contact’ form.
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5) To delete a POC select the checkbox next to the contact you would like to delete and then click
the ‘Delete’ button.
6) Click the ‘Close’ button to return to the ‘Related Actions’ menu.
4.3.7.9 Related Action: Sync Recipient Organization with SAM
Recipient organization details, such as addresses, are brought into TrAMS via a nightly sync with the
System for Award Management (SAM). If the recipient has updated organizational information in SAM,
any user can either sync with SAM immediately or wait for the nightly sync to occur.
NOTE: The UEI information in TrAMS may not be modified. Before taking any action related to your
organization’s UEI, contact your FTA POC. If changes are required to your TrAMS profile, payment, or
location information contact your FTA POC to make the desired corrections.
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To sync a recipient organization’s system record with information on the SAM.gov website immediately:
1) Click on the Related Actions tab.
2) Click ‘Sync Recipient Organization with SAM’ from the menu options.
3) The system will update its information from SAM and show you a success message.
4) Click on the ’Close’ button in the message to return to the ‘Related Actions’ menu.
5) Confirm information has updated on the Summary.
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4.4
Civil Rights Management
4.4.1
Overview
Pre-award submission of four civil rights programs are tracked in TrAMS:
1)
2)
3)
4)
Equal Employment Opportunity (EEO) Program
Disadvantaged Business Enterprise (DBE) Program
DBE Goal
Title VI of the Civil Rights Act of 1964.
There are several Related Actions and Reports in TrAMS related to Civil Rights. This section shows
how to view and update each of those as they relate to Recipient Civil Rights Programs.
The Civil Rights Information Related Action is central to work conducted by Civil Rights users in
TrAMS. It allows Recipient Civil Rights users to submit Program Plans and corrections, as well as
allowing Civil Rights Officers to update program status and maintain documents and comments.
Refer to Related Action: Civil Rights Information below for more detail.
There are also Related Actions devoted to Disadvantaged Business Enterprise (DBE) reports. Refer
to DBE Reporting below for more detail.
They are as follows:
•
•
Complete DBE Report: Allows the Recipient Civil Rights User to start the reporting
process.
Correct DBE Report: Allows the Recipient Civil Rights user make corrections when either
the Civil Rights Officer or the DBE Approver has returned the DBE Report to the Recipient.
A Semiannual DBE report must be completed and submitted by recipient organizations with a DBE
goal. Recipients with the user role of Civil Rights will receive an email with a link to the report 60
days prior to the due date (October 1 and April 1). Submission due dates are June 1 and
December 1 of each fiscal year. FTA regional and HQ staff will review the reports and provide
approval.
In TrAMS, DBE reports can be accessed in several ways, including via the related actions
mentioned above. Refer to DBE Reporting below for more detail and to see other ways to access
DBE reports.
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4.4.2
User Roles
The following is a summary of the different Civil Rights related actions and reports in TrAMS and
the User Roles that have access to them:
Type
Location
View /
Update
Name
User Role(s) with
Access
Report
Reports Tab
Disadvantaged
Business Enterprise
(DBE) Semi-Annual
Uniform Report
View
•
All FTA Users
Record
Records Tab
Disadvantaged
Business Enterprise
(DBE) Reports
View
•
All Trams
Users
Update
•
Recipient: Civil
Rights
View
•
All TrAMS
Users
Update
•
Civil Rights
Officer
•
Recipient: Civil
Rights
Related
Action
Records: Disadvantaged
Business Enterprise
(DBE) Reports
Civil Rights Information
Related
Action
Records: Disadvantaged
Business Enterprise
(DBE) Reports
Complete DBE Report
Update
•
Recipient: Civil
Rights
Related
Action
Records: Disadvantaged
Business Enterprise
(DBE) Reports
Correct DBE Report
Update
•
Recipient: Civil
Rights
Related
Action
Records: Disadvantaged
Business Enterprise
(DBE) Reports
Amend DBE Report
Update
•
DBE Approver
Related
Action
Records: Disadvantaged
Business Enterprise
(DBE) Reports
Review DBE Report
Update
•
Civil Rights
Officer
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4.4.3
Program Submission Statuses
The statuses of a Recipient’s Civil Rights Programs are shown in the Civil Rights Programs section
of the main screen on the Civil Rights Information Related Action (Refer to Related Action: Civil
Rights Information).
The statuses indicate the submission progress of each Program. Some statuses are triggered by
Recipient submission via document upload while some statuses are set manually by FTA users:
Program Status
1) Submitted
2) Submitted –
Returned for
Corrections
3) Submitted –
Corrections
Provided
Description
This status will be displayed
after the new submission of a
program or goal to FTA for
review. The FTA Civil Rights
Officer reviews the
Recipient’s submission during
this status.
Trigger(s)
Document submitted by Recipient:
•
Title VI Program Plan New
Submission
•
EEO Program Plan New
Submission
•
DBE Program Plan New
Submission
•
DBE Goal New Submission
This status will be displayed
when the FTA Civil Rights
Officer has reviewed the
program or goal and has
returned it the Recipient for
correction.
An FTA Civil Rights Officer manually
sets this status
This status will be displayed
when the Recipient Civil
Rights user has amended the
program per feedback from
the FTA Civil Rights Officer
Document submitted by Recipient:
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•
Title VI Program Plan
Corrections
•
EEO Program Plan Corrections
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4) Submitted –
Reviewed with
Comments
5) Submitted –
Reviewed
6) Expired
7) N/A
8) Incomplete
4.4.4
•
DBE Program Plan Corrections
•
DBE Goal Corrections
This status will be displayed
when the FTA Civil Rights
Officer has reviewed and
approved the program
submission. The Civil Rights
Officer added a comment.
An FTA Civil Rights Officer manually
sets this status
This status will be displayed
when the FTA Civil Rights
Officer has reviewed and
approved the program
submission.
An FTA Civil Rights Officer manually
sets this status
This status will be displayed
when the validity of the Civil
Rights program has expired
and the Recipient needs to
resubmit the program to FTA.
An FTA Civil Rights Officer manually
sets this status
The FTA Civil Rights Officer
can set this status after
review of any Civil Rights
Program if the program does
not apply to a Recipient
Organization.
An FTA Civil Rights Officer manually
sets this status
This status will be displayed
when no Civil Rights Program
has yet been submitted for a
Recipient.
Displayed by default for the programs
and goals of new Recipients in TrAMS.
This status cannot be selected by the
Reviewer or Recipient. Additionally,
this status will not generate a DBE
Report task.
Upload Document Types
When uploading files via the Civil Rights Information related action, users are able to select from
different document types. Refer to Related Action: Civil Rights Information.
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The table below shows how automatic updates to Program Status, Submission Date, Due Date &
Expiration Date are made based on the Document Type selected while uploading a document.
Title VI Program, EEO Program, DBE Goal & DBE Program Automatic Submission Updates
Document Types
Program Plan New Submission
Program Plan Corrections
Other
Documentation
Available to Recipients only
when program status is:
•
Availability
Conditions
Available to Recipients during all
statuses except “Submitted –
Returned for Corrections”
•
•
•
•
Buttons
Available for
Selection
Program
Status Change
Submission
Status Date
Change
"Submitted Returned for
Corrections"
”Submitted Reviewed with
Comments”
“Submitted –
Reviewed”
“Expired”
“N/A”
Submit
Available to
Recipients & Civil
Rights Officers
under all statuses
Submit
Save
The Program Status changes
to “Submitted – Corrections
Provided”
No Change
No Change
No Change
No Change
No Change
Cancel
The Program Status changes to
‘Submitted’
The Submitted Date is updated to
the current date for that Program
EEO Program
•
“Due Date” and “Expiration
Date” advance 4 Years
TITLE VI Program
Other Date
Change
•
“Due Date” and “Expiration
Date” advance 3 Years
DBE Goal
•
“Due Date” and “Expiration
Date” advance 3 Years
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DBE Program
•
Notification
No change
Email sent to recipient and relevant Email sent to relevant Civil
Civil Rights Officer
Rights Officer
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4.4.5
Related Action: Civil Rights Information
4.4.5.1 View (Non-Civil-Rights users)
Which user roles can view this Related Action?
•
All Recipient Users
The Civil Rights Information Related Action can be used to see a Recipient’s Civil Rights Program
Plans, their statuses, relevant submitted documents and other key information.
Civil Rights Programs Grid
1. Navigate to the Related Actions tab of a Recipient Record and click the ‘Civil Rights Information’
link.
The user will see a grid called ‘Civil Rights Programs’ which displays key information about the
Recipient’s Civil Rights Programs.
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The Columns of the grid are as follows:
o
o
o
o
o
o
Program Name: The four Civil Rights programs will be displayed in the grid: Title VI
Program, DBE Goal, DBE Program, and EEO Program
Submission Status: The Submission Status shown will have been set either by the
system or manually by the Civil Rights Officer. Refer to ‘Program Submission Statuses’
above.
Submitted Date: The system automatically displays the date that the Recipient Civil
Rights user submitted a program by submitting a New Submission document
Reviewed Date: The date that the Civil Rights Officer changed the status to ‘SubmittedReviewed with Comments’ or ‘Submitted-Reviewed’
Due Date: The upcoming Due Date for the specified Program
Expiration Date: The upcoming Expiration Date of the specified Program
Selecting Plans
2. On the grid click on the Program row to be reviewed. Once a Program has been selected, a
series of collapsible headers will appear below the grid.
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o
The following headers will be displayed
• [Program Name] Status History
• [Program Name] Existing Document Details
• [Program Name] Comments
A Different View for DBE Goal
All Four Programs have matching layouts, collapsible headers and visible fields with the
following exception:
o
DBE Goal: An additional “DBE Goals” header is present with DBE goal percentages
Program Status History
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All changes to a Program’s Status are displayed under the header “Program Status History” with
the default starting from most recent changes to the oldest changes. Status changes are shown
along with the date of the change and the user who made the change.
Existing Document Details and Comments
3. Click on any Document link to download the attached document.
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Users can review comments added to a Program by scrolling down to the “[Program Name]
Comments” header.
4.4.5.2 Update
Which user roles can make updates via this Related Action?
•
Recipient Civil Rights user
The Civil Rights Information Related Action can be used to manage and make updates to a
Recipient’s Civil Rights Program Plans, change their statuses, uploaded documents and comment.
Civil Rights Programs Grid
1. Navigate to the Related Actions tab of a Recipient Record and click the ‘Civil Rights Information’
link.
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The user will see a grid called ‘Civil Rights Programs’ which displays key information about the
Recipient’s Civil Rights Programs.
The Columns of the grid are as follows:
o
o
o
o
o
o
Program Name: The four Civil Rights programs will be displayed in the grid: Title VI
Program, DBE Goal, DBE Program, and EEO Program
Submission Status: The Submission Status shown will have been set either by the
system or manually by the Civil Rights Officer. Refer to ‘Program Submission Statuses’
above.
Submitted Date: The system automatically displays the date that the Recipient Civil
Rights user submitted a program by submitting a New Submission document
Reviewed Date: The system automatically displays the date that the Civil Rights Officer
reviewed the submitted program – the date that the Civil Rights Officer changed the
status to ‘Submitted-Reviewed with Comments’ or ‘Submitted-Reviewed’
Due Date: The upcoming Due Date for the specified Program
Expiration Date: The upcoming Expiration Date of the specified Program
Selecting Plans
2. On the grid click on the Program row to be updated. Once a Program has been selected, a series
of collapsible headers will appear below the grid.
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o
The following headers will be displayed
▪ [Program Name] Status History
▪ [Program Name] Existing Document Details
▪ [Program Name] Upload Document
▪ [Program Name] Comments
A Different View for DBE Goal
o
All four Programs have matching layouts, collapsible headers and visible fields with the
following exception:
▪ DBE Goal: An additional “DBE Goals” header is present with DBE goal
percentages
• These fields are not editable
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Program Status History
All changes to a Program’s Status are displayed under the header “Program Status History”
with the default starting from most recent changes to the oldest changes. Status changes are
shown along with the date of the change and the user who made the change.
Note: Email notifications are sent to the Recipients when the Submission Status is updated to one of
the following statuses by an FTA Civil Rights Officer: Submitted – Returned for Corrections,
Submitted – Reviewed with Comments, Submitted – Reviewed, Expired
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Existing Document Details, Upload Document and Comments
3. To upload a document,
▪ Select a document type from the Document Type drop down. The user will be presented
with various options for selection. Refer to Document Type Logic for detailed
information about how Document Type selection affects Program Status and key dates
for the Program.
▪ Enter a desired name in the Document Name field. This is a required field.
▪ Enter the Program Begin and End Dates in the Program Begin and End Dates Field.
▪ Click on the Upload button to choose a document to be uploaded from the desired
location.
4. Depending on the Document Type selected by the Recipient Civil Rights user, the button will
either say “Save” or “Submit”. Refer to Upload Document Types above for more detailed. Click
on the SAVE button to save the program. Alternately click on the SUBMIT button to submit the
program to FTA.
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5. A confirmation screen will be displayed and the button verbiage will be also reflected on the
confirmation page. Click on the “YES” button to confirm.
6. Click on the “Close” button to exit out of the Civil Rights module and come back to the Related
Actions of the Recipient Organization.
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4.4.6
DBE Reporting
This section shows the start to finish workflow of Disadvantaged Business Enterprise Reports, explains
what the report entails, distinguishes between the Record and Reports tab versions, and shows how
Civil Rights users can make changes to the DBE Report.
4.4.6.1 Overview
A Semiannual DBE report must be completed and submitted by recipient organizations with a DBE goal.
The DBE reports are launched for recipients that have an Active status in TrAMS and a DBE Goal
program in a status other than “N/A”, or “Incomplete”. Recipients submits semiannual reports to report
on activities in the DOT’s Disadvantaged Business Enterprise (DBE) program. DBE Reports are completed
and submitted by the recipient twice a year: June 1st and December 1st. TrAMS will launch a report and
send email reminder on April 1st and October 1st. Recipients will have 60 days to complete and submit
their DBE Report. Once Recipients have submitted the report for review, the FTA Office of Civil Rights
reviews the reports.
4.4.6.1.1
Access
There are two locations where TrAMS users can view the DBE report:
•
“Disadvantaged Business Enterprise (DBE) Reports” under Records
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•
o Available through the Records tab
o Available to all TrAMS users
o Export to Excel is available
o Complete or Correct DBE Reports
“Disadvantaged Business Enterprise (DBE) Semi-Annual Uniform Report” under Reports
o
o
o
o
Available through the Reports tab
Available to Recipient users
More filters than the “Disadvantaged Business Enterprise (DBE) Reports” available to the
users
Export to Excel is available
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4.4.6.1.2
Elements of the DBE Report
Which user roles have access to this Action?
•
•
All TrAMS users may view the Report
Only Recipient Civil Rights user may edit the Report
The “Uniform Report of DBE Awards or Commitments and Payments Form” summary page displays the
following information:
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•
•
Recipient Summary:
o Recipient ID: 4-digit system identifier for recipient organization/applicant
o Recipient Name: Legal Business Name for recipient organization/applicant
Current Active Awards: This collapsible section displays all active Awards associated to the
Recipient Organization
•
DBE Uniform Report Summary
•
o Report Type: This will display which report type the DBE report uses
o Report Fiscal Year: This will display the Fiscal Year of the DBE report
o Report Due Date: This will display the Due Date of the DBE report
o Version: This will display the version of the DBE report
o Report Status: This will display the status of the DBE report
o Last Updated By: This will display the user who updated the report last
o Last Updated Date: This will display the date of latest update
o Submitted Date: This will display the submitted date of the DBE report
Triennial DBE Goals
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•
o Race Conscious
o Race Neutral
o Overall Goal (%): The sum of the Race Conscious and Race Neutral percentage
Section A: Awards and Commitments Made During This Period
•
Section B: Breakdown by Ethnicity & Gender of Contracts Awarded to DBEs This Period
•
Section C: Payments on Ongoing Contracts
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•
Section D: Actual Payments on Contracts Completed This Reporting Period
•
Status Log
o
o
Previous Status: This column displays the status before the new status
New Status: This column displays the status changed from the previous status
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•
o Change Date: This column displays the date of the update
o Changed By: This column displays the user who made the change
DBE Report Remarks: Displays the Remark Link to view added
•
•
•
Remark Link: This will display the link to view the comment
Remarked by: This will display the user who made the comment
Remarked Date: This will display the date of when the comment was added
4.4.6.2 Disadvantaged Business Enterprise (DBE) Semi-Annual Uniform Report
4.4.6.2.1
DBE Semi-Annual Uniform Report for Recipient
This section shows the DBE report view that is available only to Recipient Civil Rights users. The
information displayed on this report is identical to the Records DBE report, however, additional filters
are available to narrow down the data.
Which user roles have access to this Action?
•
Recipient Civil Rights users
1. To access the Disadvantaged Business Enterprise (DBE) Semi-Annual Uniform Report, navigate
to the Report tab and click on the “Disadvantaged Business Enterprise (DBE) Semi-Annual
Uniform Report” link
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2. The filters will be blank except for the Fiscal Year dropdown which will be defaulted to current
Fiscal Year. The Recipient Civil Rights user will only see the Recipient Organization that they are
a part of.
3. Use filters as necessary to view specific DBE Reports. Click on the “View” link to view that DBE
Report. The selected DBE Report will be displayed below the grid.
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4.4.6.3 Disadvantaged Business Enterprise (DBE) Reports
4.4.6.3.1
Accessing via the Records Tab
Which user roles have access to this Report?
•
All TrAMS users
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1. From the Records tab, click on the ‘Disadvantaged Business Enterprise (DBE) Reports’ Record
2. The “TrAMS | Disadvantaged Business Enterprise (DBE) Reports” page will be displayed
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4.4.6.3.2
Related Actions
This section show the related actions associated with the DBE report. There are three different related
actions available to the different Civil Rights users throughout the lifecycle of the DBE report. They are
as follows:
•
•
•
Complete DBE Report: Allows the Recipient Civil Rights User to start the reporting
process.
Correct DBE Report: Allows the Recipient Civil Rights user make corrections when either
the Civil Rights Officer or the DBE Approver has returned the DBE Report to the Recipient.
Amend DBE Report: Allows the DBE Approver to amend a DBE Report once the report is
approved
4.4.6.3.2.1 Related Action: Complete DBE Report
Which user roles have access to this Action?
•
Recipient Civil Rights users
The Complete DBE Report related action is only available to the Recipient Civil Rights user, while the
status of the DBE Report is in “New/Draft” status.
1. Log in as a Recipient Civil Rights user and navigate to the “Disadvantaged Business Enterprise
(DBE) Reports” from the “Record” tab
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2. On the “Details” column, click on the link to complete the DBE report
3. Click on the “Complete DBE Report” button on the top right of the corner or click on the Related
Actions tab and then and click on the “Complete DBE Report” to proceed to completing the DBE
Report
4. Recipient Civil Rights user can now edit the DBE Report. Complete editing Sections A through
Section D, and provide a comment in the required Recipient Remarks field. Click on the “Submit
to FTA Region” to Submit DBE Report to the Civil Rights Officer.
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5. Click on the “Close” button on the Confirmation page. The next action is now with the Civil
Rights Officer.
4.4.6.3.2.2 Related Action: Correct DBE Report
Which user roles have access to this Action?
•
Recipient Civil Rights users
The “Correct DBE Report” related action is only available to the Recipient Civil Rights user, while the
status of the DBE Report is “Incorrect/Incomplete”. The “Correct DBE Report” related action is available
when either the Civil Rights Officer or the DBE Approver returns the DBE Report by clicking on the
“Return to Recipient” button on the DBE Summary Page.
The “Correct DBE Report” related action is available to the Recipient Civil Rights user when the Civil
Rights Officer clicks on the “Return to Recipient” button.
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The “Correct DBE Report” related action is available to the Recipient Civil Rights user when DBE
Approver clicks on the “Return to Recipient” button.
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5 Application / Award Lifecycle
5.1
Application / Award Overview
5.1.1
Application / Award Status
The status of an Application / Award reflects the different phases within the grant lifecycle. Recipients
may view an Application at any time; however, the actions that they may perform on an Application will
vary depending on the Application Award status. Both FTA and the recipient may view the Application at
any time but modification of the Application will be restricted depending on the status. Only users with
the Submitter or Developer role will be able to edit the Application, other user roles will see a read-only
version of the forms.
The following table lists available statuses of Applications prior to Award:
TrAMS Pre-Award Status
Description
In-Progress
Initial Application creation by the recipient or returned to
recipient prior to FAIN assignment. Developers, Submitters,
and FTA (pre-Award manager) may edit.
In-Progress / Returned to Grantee
Application has been returned to the recipient from FTA
after FAIN assignment. Developers, Submitters, and FTA
may edit. Funding source for existing line items cannot be
updated.
Transmitted / Ready for FTA Review
Application has been transmitted to the FTA, reviews have
not yet begun. Only FTA may edit the Application.
Initial Review / Concurrence
FTA initial review in progress. Only FTA may edit the
Application. FTA inputs congressional details if needed.
Review Complete / Ready for FAIN
FTA has completed their review. Only FTA may edit the
Application.
FAIN Assigned / Ready for Submission
The FAIN has been assigned and the Application has been
returned to the recipient. Submitter will have a Task to
submit the Application but will not be allowed to edit, may
return to FTA for editing.
Application Submitted
Application has been submitted to the FTA by the recipient.
FTA may edit the Application, except for ALI.
Final Concurrence / Reservation
The Application undergoing final concurrence reviews. FTA
completes reservation and adds discretionary allocations.
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TrAMS Pre-Award Status
Description
TrAMS sends an Application to DOL if required for
certification or review. FTA may edit the Application,
except for ALI.
Ready for RA Concurrence / Award
Final concurrences are complete and Application is
awaiting concurrence by the RA and the Awarding of the
Application. Editing not available.
Obligated / Ready for Execution
Application has been sent back to the recipient and is
waiting for execution by the Recipient Official. Editing not
available.
The following statuses are applicable post Award:
TrAMS Post-Award Status
Description
Active (Executed)
Active Award or Active Amendment. Budget revisions,
Amendments, Closeouts may be initiated by Developers
and Submitters. FTA may initiate Administrative
Amendments or Closeouts.
Active / Budget Revision In-Progress
A budget request has been initiated however it has not yet
been sent to FTA for review. May edit Project narratives
and line items.
Active / Budget Revision Under Review
FTA is reviewing the budget revision and reserves funds if
necessary.
In-Progress / Admin Amendment
FTA has initiated an amendment on this Award.
Active Award / Inactive Amendment
The Award is active however there is a newer active
amendment for this Award. All information is read-only.
Active Award / Ready for Closeout
Closeout in amendment in progress.
Active Award / Closeout Requested
Closeout request has been forwarded to the FTA for
approval.
Closed
Award is complete and has been closed, all information is
read-only no additional actions can be taken on the Award.
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5.1.2
Searching for Applications/Awards
Users can search two (2) ways for an Application or Award in TrAMS:
1) Use the ‘Search Applications / Awards’ Action
2) Use the ‘Records’ tab
5.1.2.1 Search Application/Awards Action
To search using the ‘Search Application / Awards” Action:
1) Navigate to the ‘Welcome’ page and click on the ‘Search Applications / Awards’ link
2) The ‘Application | Search Applications’ form will display. Users can fill in additional information to
narrow down the search result.
3) Enter any (or no) combination of search criteria in the provided fields and click the ‘SEARCH’ button.
Search results are restricted to Applications and Awards for the user’s recipient organizations.
Search criteria is not required. If no search criteria is entered, all Applications and Awards for the
recipient organization(s) will be returned.
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4) The search filter options are:
a) Recipient ID/Name: This is applicable only for users with more than one organization. Recipient
ID is the 4 digit number. Recipient Name is a text field that allows the user to enter all or part of
a recipient organizations name. The user must already belong to the organization that is entered
in the text field.
b) Fiscal Year: A drop-down menu containing fiscal years.
c) Federal Award ID Number (FAIN): Enter a complete or partial Application number. Enter the
first part of an Application number to return all Applications beginning with the number. Dashes
are required.
d) Section Code: Enter a two-digit section code for the Application or Award’s funding source.
e) Application Name: Enter the full or partial name of the Application.
f)
Application State: Enter the state abbreviation for the Application.
g) Application Status: Select an Application status from the drop-down menu.
5) When the search is complete, the ‘Application Search Results’ form will open, containing a table of
Awards and Applications that meet the search criteria. Each FAIN is a hyperlink to the returned
Application record. Click on a FAIN to go to the selected Application record. Click the ‘SEARCH
AGAIN’ button to return to the previous screen and enter new search criteria.
5.1.2.2 Records Tab: Applications/Awards
To search for an Application or Award from the Records tab:
1) Navigate to the ‘Records’ tab and click ‘Applications/Awards’ record.
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2) A list of Applications and Awards will appear. FTA users can see all TrAMS Applications and Awards.
Grantee users can only see the Applications and Awards for their organizations.
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3) Each Application record name is a hyperlink to the Application record. As shown in the sample
Application record link below, Application record links will be available in the “Application/Award”
grid.
4) Search criteria can be used to filter or narrow down the list of Applications.
Note: Filters include a text field, drop-down filter for Application Cost Center, and Application
Status for Pre- and Post-Award statuses. The text field allows users to search for Applications that
match all or part of the text in the Application name hyperlink. The search ignores capitalization
(“bus” will return anything with “BUS”, “Bus”, or “bus” in the title). Users searching for an
Application Number, the user must include the dashes.
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5) To view a specific Application, click the Application hyperlink to go directly to the Application record.
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6) The Record’s Summary page will display once a user clicks on the Application hyperlink.
5.1.3
Search for Existing Awards
Users can search for Awards in TrAMS two ways:
1) Select the Records tab across the top, click the Applications / Awards option, enter the Award Name
in the Search box, enter part of the FAIN (dashes are required), or by using the filter criteria and
selecting from a list of available options.
2) Select Records across the top, click the Recipient Organization option from the drop down list,
search for the Recipient using the Search button. Choose from the Recipient names. Once the
Recipient record opens, click on the Applications/Awards tab. The Application Number column
includes a hyperlink to the Application or Award record.
Note that the grids can be sorted by selecting any column header.
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Once an Award is executed, all Recipient users will have access to additional actions listed under the
‘Related Actions’ tab, found beneath the Records tab, which includes:
1) View execution details and the Award Letter
2) View the fund status on both the Award level and Project level
3) View of the Fleet status of the Award
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4) Manage any Special Conditions placed on the Award
Additionally, Recipients with the appropriate user roles [Developer or Submitter User Role] may initiate
‘Budget Revisions’, ‘Amendments’ and ‘Closeouts’ from the ‘Related Actions’ menu.
5.1.4
Searching for Projects
Projects divide an Application into smaller pieces. Each Application must have at least one Project.
Sound Project naming conventions will help with search functions later.
Application and Award Project records can be found from an Application record or searched for directly
from the ‘Records’ tab.
To search for a Project from the ‘Records’ tab:
1) Go to the ‘Records’ tab and click ‘Projects’.
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2) A list of Projects will appear. Recipient users can only see the Projects for their organizations. (FTA
users can see all TrAMS Projects.)
3) Each Project number is a hyperlink to the Project record. Also, the grid displays more information
about the Project: Project Number, Project Title, Application Number, Application Status, Recipient
ID, Recipient Name, Region/Office, Last Modified Date, and Actions. The Actions column includes a
shortcut to some related action for that Project.
4) A search box for filtering the list of Projects is available at the top of the page.
Note: Enter text into the ‘SEARCH’ box to filter the list to Projects that match all or part of the text
in the Project hyperlink. The search ignores capitalization (“user” will return anything with “USER”,
“User”, or “user” in the title); the Project number must include the dashes.
5) Click on the Project link to go directly to the Project record.
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6) The Record’s Summary page will display.
5.1.5
Working with Applications/Awards
Once an Application/Award has been selected from one of the search options, the ‘Summary’ page will
be displayed. The left navigation menu will contain more options to select and view additional
Application/Award information.
The following left navigation menu options are available to all user roles and for all Application/Award
statuses.
•
Summary
•
Point of Contact
•
Application Control Totals
•
Application Projects
•
Review / Approvals
•
Related Actions
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5.1.5.1 Summary
The Summary page of an Application will be the landing page after selecting a specific Application /
Award to view or work with. It contains high level information about the Application / Award, including:
•
A progress bar showing the current phase of the Application/Award,
•
Basic recipient information with a hyperlink to the recipient record,
•
Application/Award status information,
•
The executive summary of the Application/Award,
•
Application details.
The ‘Summary’ page is in read-only format for all users at all times, the ‘Executive Summary’ and the
‘Application Details’ information can be edited from the ‘Related Action’ Application Details.
1) Click the ‘Recipient ID’ hyperlink to move to the recipient record to see or edit detailed recipient
information.
2) Click on the ‘Application/Award’ hyperlink to navigate back to list of Application records.
5.1.5.2 Related Actions
By selecting the ‘Related Actions’ from Application records the user will be shown a menu of options
that are associated to the Application record. These will include additional details about the
Application/Award that may be viewed and actions that may be taken on the record. The menu items
shown depend on the logged in users’ role and the status of the Application/Award.
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The following detailed ‘Related Actions’ are visible regardless of the user role or status of the
Application.
•
Application Documents
•
Application Details
•
View-Print Application
•
View-Print Budget Change History
•
Application Review Comments
•
Ad-Hoc Tasks
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These actions are described in the following sections. Additional related actions that are available are
described under Application Development and Post-Award Management.
5.1.5.3 Dashboards
5.1.5.3.1
Dashboard: Points of Contact
The ‘Points of Contact’ dashboard displays FTA points of contacts and the recipient point of contact for
the Application/Award. The recipient point of contact is set during the initial Application development
and may be updated on the ‘Application Details’ screen. The FTA points of contacts will be established
after initial transmission of an Application (‘Transmitted / Ready for FTA Review’ status). The point of
contacts name, user role, email, and phone number will be displayed. Updates to names, roles, and
phone numbers must be done from the user’s profile page.
To view the ‘Points of Contact’ for an Application/Award:
1) Click on the ‘Points of Contact’ from the navigation menu to view points of contact associated
with the Application/Award. The points of contact associated to the Application are displayed in
grid format. If there are no points of contact associated, the grid will be empty.
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2) To move away from the ‘Points of Contact’ dashboard simply click on another item from the
navigation menu or select a new tab.
5.1.5.3.2
Dashboard: Application Control Totals
The ‘Application Control Totals’ displays the total funding associated with an Application/Award.
To view the ‘Application Control Totals’ for an Application/Award:
1) Click on the ‘Application Control Totals’ from the navigation menu to view the dollar totals
associated with the Application/Award. The Application/Award totals are listed in a grid and
itemized by their funding source name. If no funding sources have been defined for an Application
the grid will not be displayed.
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2) To move away from the ‘Application Control Totals’ simply click on another item from the navigation
menu or select a new tab.
5.1.5.3.3
Dashboard: Application Projects
The ‘Application Projects’ dashboard displays the list of Projects associated with an Application/Award.
Projects contain the details associated with each grant including
•
Scope of work to be performed
•
Location where work will be performed
•
Funding sources and associated amounts
•
Project milestones
•
Environmental findings
•
Specific Project documentation
Projects allow the overall Application/Award to be divided into multiple pieces. Each Application/Award
must have at least one Project associated with it. Awards migrated from TEAM will only have one.
To view Projects associated with an Application/Award:
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1) Click on select ‘Application Projects’ from the navigation menu. The list of Projects associated with
the Application/Award will be displayed in a grid.
2) Click on the link of the ‘Project Number’ for more Project information.
3) The Project Record’s Summary page will be displayed.
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4) To return to the Application ‘Summary’ page click on the Application ‘FAIN’ hyperlink.
5) To see additional information about the Project, select the ‘Related Actions’ from the navigation
menu.
For additional information on ‘Related Actions’ for Projects, refer to the Projects section of
Application Development
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5.1.5.3.4
Dashboard: Review / Approvals Dashboard
The ‘Review/Approvals’ dashboard for an Award contains the latest comments resulting from reviews,
concurrences, and approvals, and is only viewable by FTA and DOL users.
To view all FTA reviewer comments for an Award:
1) Click on the ‘Review / Approvals’ dashboard from the navigation menu.
2) The Award’s latest FTA review comments will be displayed in grid format.
Click on a comment link to expand details.
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3) Use the paging buttons below the grid if all entries are unable to be displayed on a single page
of the grid.
5.1.5.3.5
Dashboard: Ad-Hoc Tasks
The Ad-Hoc Tasks dashboard contains all the ad-hoc tasks associated with an application. For more
information on this refer to section Records: Search Ad-Hoc Tasks.
5.1.6
Application Phases & Application Status
This section explains the difference between the Application Phases and the Application Statuses as well
as how they relate to one another. The Application Phases are tracked in TrAMS by a visual called the
Progress Bar, as mentioned in the Summary section. Below is an example of a Progress Bar.
The Application/Award Status is visible in multiple places within TrAMS, but a common location to view
the Application Status is on the ‘Summary’ Dashboard, as shown in the following image:
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Each phase within a TrAMS Application has one or more statuses. For example, an Application within the
‘In-Progress’ phase can have a status of ‘In-Progress’ or ‘In-Progress / Returned to Grantee.’ The table
below shows the relationship between the Progress Bar (Application Phases) and the Application
Statuses.
Table 4: Application Phases and Statuses
Application Phases
In-Progress
Application Statuses
In-Progress
In-Progress / Returned to Grantee
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Transmitted / Ready for FTA Review
Initial Review / Concurrence
Initial Review /
Concurrence
Review Complete / Ready for FAIN
FAIN Assigned / Ready for Submission
Application Submitted
Final Concurrence
Final Concurrence / Reservation
Obligation
Ready for RA Concurrence / Award
Execution
Obligated / Ready for Execution
Active (Executed)
Active / Budget Revision in Progress
Active / Budget Revision under
Review
Active
In-Progress / Admin Amendment
Active Award / Inactive Amendment
Active Award / Ready for Closeout
Active Award / Closeout Requested
Closed
Closed
5.2
Application Development
Application detail records include both applications that are in progress and applications that have been
awarded. Available application record details will be displayed in the left navigation menu after selecting
an application record. The ‘Related Actions’ menu will display actions relevant to the selected
application. Actions displayed will vary based on the user’s role and the current status of the
application.
Refer to the Working with Applications/Awards section for more detailed information on common
Application / Award details and actions.
5.2.1
In-Progress Phase
This section details the steps leading up to the submission of a formal application and subsequent
award. The process and information requested to be completed is designed to ensure that once an
application is transmitted, it can be processed by the FTA Regional Office in a timely manner.
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After an application is created several Related Actions are immediately available. Some maybe be used
right away, though others will come into play later on in Application Development. As the Application /
Award Lifecycle progresses in this User Guide, Related Actions and Tasks will be shown in the order that
progresses the Application / Award for the most part.
To create and transmit an application to FTA, you must be a Submitter or Developer user. The basic
steps covered in the create application process includes:
1) Create the application, complete the application details
2) Add one of more projects to the application to include:
a) Add project details and narratives, project locations, and project plan information.
b) Add budget activity line items and milestones
c) Add environmental determinations
d) Validate the project
3) Validate and transmit the application
After an application is transmitted, FTA can return the application to the recipient or assign the
application to internal reviewers FTA will only assign a FAIN if the application is considered complete.
The application will then be returned to the recipient for formal submission to FTA. After submission,
FTA will conduct any additional reviews, reserve funds for the application, and then award the grant.
If the application indicates pre-award authority, then the applicant must submit the initial Federal
Financial Report (FFR) before the Official will receive the task to execute.
Once a grant has been awarded (and the FFR has been submitted for the pre-authority application),
users with the Official role in the Recipient Organization will receive a task to execute the award. The
task must be completed within 90 days.
Figure 2, below, highlights this general application process from initial creation to award.
Figure 4: Application Work Flow
Recipient Creates Application and Transmits to FTA for Review
FTA Reviews Initial Application and Assigns FAIN
Recipient Submits Application for FTA Final review
FTA Provides Final Concurrences, Reserve Funds and Awards Grant
Recipient Executes the Award Agreement
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5.2.1.1 Action: Create Application
The ‘Create Application’ action is the first step in the application development process. Only recipient
organization users with the Submitter or Developer roles can access this action.
The form collects high-level information about the application. Some fields are required to save the
form. All questions must be answered prior to application transmission. You can return to this form
using the ‘Application Details’ related action once the application is created.
For Guidance to better understand each question and level of information/details refer to resources
available on the TrAMS Guidance Page and your primary FTA Office.
To create a new application:
1) Click the ‘Welcome’ tab to display a list of available user actions.
2) Click the ‘Create Application’ action.
3) The ‘Application Details’ form will display. The form contains two sections: ‘Application Details’ and
‘Application Financial Information’.
Note: If the recipient organization’s SAM account is expired, the recipient user will see a warning
message on the Application Details. The recipient must update the organization’s registration status
before moving forward.
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4) Award Name (Required): Enter the award name. This name will be used for this award and any
future amendments. It cannot be modified after award. The name will be visible by the public in
USAspending.gov. A maximum of 250 characters are allowed.
5) Award Type (Required): Select the award type from the drop-down menu. Two options are
available: a) Grant, b) Cooperative Agreement. If Cooperative Agreement is chosen, the Recipient
will have the option to choose a particular region or office to complete the initial review of the
application during transmission of the application. Grants are routed to their assigned region for
review and do not provide the option to assign the application to other regions for review.
6) Purpose (Required): Describe the goal(s) of the award to be attained at award completion. Click the
diagonal lines in the bottom right-hand corner and drag the lines down to expand the text box. A
maximum of 3500 characters are allowed.
7) Activities to be Performed (Required): Provide high-level description of activities to be undertaken
with award funds. Click the diagonal lines in the bottom right-hand corner and drag the lines down
to expand the text box. A maximum of 3500 characters are allowed.
8) Expected Outcomes (Required): List the benefits that will be achieved through the award. Click the
diagonal lines in the bottom right-hand corner and drag the lines down to expand the text box. A
maximum of 3500 characters are allowed
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9) Intended Beneficiaries (Required): Indicate who will receive benefits. Click the diagonal lines in the
bottom right-hand corner and drag the lines down to expand the text box. A maximum of 3500
characters are allowed.
10) Subrecipient Activities (Required): Provide a summary of activities with number of subrecipients
planned. If there are no subrecipients then state “None.” Click the diagonal lines in the bottom
right-hand corner and drag the lines down to expand the text box. A maximum of 3500 characters
are allowed.
11) Application Point of Contact (Required): Select a point of contact (POC) from the drop-down menu
provided. This individual will be the primary point of contact from the recipient organization
regarding this application. The person selected as the POC will be listed on the Points of Contact
page. This also includes the View-Print Application and any other documentation that provides a list
of POCs.
12) Application Executive Summary (Required): Enter an executive summary describing the general
purpose of the award. Click the diagonal lines in the bottom right-hand corner and drag the lines
down to expand the text box.
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13) Research and/or Development: Select the ‘Yes’ or ‘No’ option to respond to the question, ‘Does this
application include funds for research and/or development activities?’
14) Period of Performance Start Date: The period of performance start date is a non-editable field.
There is placeholder text that will display until the time of award. The Period of Performance Start
Date will be the Original Award Date (i.e. the date the Regional Administrator enters the PIN to
obligate the award). Once the Award is obligated, the placeholder text will be removed and the field
will be auto-populated with the proper date.
15) Period of Performance End Date: Enter the period of performance end date. The system will not
allow past dates to be entered. The Period of Performance End Date field is not mandatory at the
time of application creation, but is required and must be populated before the application is
Transmitted. This field is only editable by the FTA Submitter or Developer while the application is InProgress status.
16) Pre-Award Authority (Required): Select the Yes or No option to respond to the question ‘Is this
application using pre-award authority?’ Selecting ‘Yes, my application is subject to pre-award
authority’ will generate a task for an initial Federal Financial Report (FFR) after FTA makes the
award. The Initial FFR must be completed by your recipient organization’s FFR Reporter before the
Official can execute.
17) Suballocation Funds: Select the appropriate radio button response to the question: ‘Does this
application include suballocation funds?’ If your organization is a direct recipient of suballocated
funds from a designated recipient (option 2 in the screenshot below), additional documentation
must be uploaded (e.g. split letter). One or more documents can be added. If your selection
changes to a different option (e.g. option 1 or 2), then any uploaded documents are deleted and the
option to upload documents disappears from the page.
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18) Indirect Costs: Select the appropriate radio button response to the question: ‘Will indirect costs be
applied to this application?’ If the answer ‘Yes, indirect costs WILL be applied to this application at
our organization’s approved rate.’ is selected, an input box will appear, ‘Please Provide Details’. In
this case, additional details on the rate, applicable base, and amount of indirect costs must be
provided.
19) Federal Debt: Select either the Yes or No option to respond to the question, ‘Does your organization
have delinquent Federal debt?’ If you select, the ‘Yes’ option, an input box will appear, ‘Please
Provide Details’. Enter additional details into this box.
20) E.O. Review: Select either the Yes or No option as applicable to respond to the question, ‘Does your
State require E.O.12372 review?’ If you select the Yes option, two additional fields will appear:
a) Enter the state application ID in the ‘Please Provide State Application ID’ field.
b) Enter the state review date in the ‘Please Provide Date Submitted for State Review’ field.
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21) Once all details have been entered for the new application, click the ‘Create Application’ button. If
you remain on the page, review the form for any error messages for missed information. Click the
‘Cancel’ button to discard the application and all information entered.
22) The new application record will be created and saved.
23) A confirmation message will display: ‘Click on the link below to view the new Application record,’
and the Summary Dashboard will be displayed. You may either click on the hyperlink to
automatically be redirected to the new application record and continue developing your application,
or return to the record later by clicking the ‘Close’ button to return to the ‘Actions’ tab. To access
the application at a later date, go to Records, Applications / Awards, and search for the application
record.
The temporary ‘Application Number’ is also generated after clicking the ‘Create Application’ button.
There are 3 components of the temporary application number, each separated by a dash. The first
part (from left to right) is the Recipient ID, followed by the fiscal year, which is the second part. The
last component of the temporary Application Number is a unique number that is incremented each
time a new application is created. This ‘Application Number’ is temporarily used to reference the
application until the FAIN is assigned by FTA.
Once you access the application record, the Progress Bar will show that the application is in the ‘InProgress’ phase, as shown in the image below. This is the first phase within the Pre-Award grant lifecycle.
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5.2.1.2 Related Action: Application Documents
The ‘Application Documents’ action allows users to add, delete, or view documents associated with the
application.
To add, delete, or view documents for an application record:
1) Click ‘Application Documents’.
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2) You will be taken to the ‘Manage Application Documents’ form for the selected application. You will
be able to upload a new document or delete existing ones displayed in the grid.
3) Click the ‘Add Document’ button to upload a new document for the application.
4) You will be taken to the ‘Add New Documents’ form.
a) Use the provided drop-down menu under the ‘Document Context’ field to select from one of the
predefined context types.
b) Use the provided drop-down menu under the ‘Document Type’ field to select from one of the
predefined document types.
c) Enter a description for the document into the ‘Document Description’ field.
d) Click the ‘Browse...’ button under the “Select File” field to select a local file for upload. You may
upload only one file at a time. Click the ‘Remove’ link which appears after upload if you wish to
remove your uploaded file.
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e) Click the ‘Save’ button once all details are complete and a file has been uploaded.
5) To delete any existing documents, select the check box for one or more documents in the grid and
then click the ‘Remove Document’ button.
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6) To view documents simply click on the ‘Document File Name’ for the document that you want to
view.
5.2.1.2.1
Document Contexts and Document Types
Further details on this topic are discussed in Related Action: Application Documents. This section
displays all the available combinations of Document Contexts and their corresponding Document types
as well as a brief description of each. For example, if you access the Application Document related action
and select a Document Context of ‘Federal Financial Report,’ then the Document Types that will be
available for selection are General and Recipient Remarks. See the table below for other context and
document type combinations:
Table 2: Document Contexts and Document Types
Context
Comments
Federal Financial
Report
Proposal Documents
Document Type
Description
FTA Comments
Document that contains FTA Comments
General Comments
For generic comments
FTA Internal Comments
Used for Internal FTA Comments
Conditions of Awards
For specifying award conditions
DOL
Documents with DOL Comments
General
For Generic Federal Financial Report
documents
Recipient Remarks
Recipient Remarks pertaining to the Federal
Financial Report
FTA Comments
Proposal document with FTA Comments
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Application
Information
Budget Revision
Fleet
DOL Documentation
General
Proposal document with General info
General
For documents with general Application
Information
Debt Delinquency
Application info docs pertaining to debt
Approver Notes
Budget Revision documents containing
approver notes
Fleet Status
Documents pertaining to Fleet Status
Fixed Route Fleet Details
Documents pertaining to Fixed Route Fleet
Details
Paratransit Fleet Details
For documents pertaining to Paratransit Fleet
Details
Light Rail Fleet Details
For Light Rail Fleet Details
Commuter Rail Fleet
Details
Use when uploaded doc contains commuter
rail fleet details
Heavy Rail Fleet Details
For Heavy Rail Fleet Detail documents
Waterborne Fleet Details
Use when document contains Waterborne
Fleet Details
Other Fleet Details
For miscellaneous fleet details
DOL Certification
For DOL Certification Documents
5.2.1.3 Related Action: Application Details
The ‘Application Details’ will allow FTA users with the role of ‘Pre-Award Manager’ or ‘Post-Award
Manager’ to edit high level application information during initial application creation and during postaward modifications. This information will be read-only for all other FTA users and during other phases
of a grant’s life cycle.
To edit an application record:
1) Click ‘Application Details’.
2) You will be taken to the ‘Application Details’ form for the selected application. You will be able to
edit text saved in fields and change the values saved for drop-down menus. Refer to Action: Create
Application for information that will be expected for each field.
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3) Once you have completed your changes, click the ‘Save’ button. All changes will be saved and you
will be returned to the ‘Related Actions’ menu. You can verify changes by clicking the ‘Summary’
dashboard to view application details.
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5.2.1.4
Related Action: View-Print Application
The View-Print Application related action generates a document in TrAMS to view and print the
application/award’s information. The information within each View/Print document includes a summary
of the application/award, projects, and relevant recipient details.
TrAMS provides both a current view/print and historical view/prints for each amendment. The current
view-print is a dynamic document based on the latest information in the application/award and
recipient organization record. The historical view-print is a static document that is generated when an
award is executed.
Amendments associated with the award will be displayed in the View-Print Application. For example, if a
user navigates to the View/Print Application for the latest amendment (-02), the user will be able to
download the Current View-Print for -00, -01, and -02, and the Historical View-Print for -00, -01, and-02
if it is available.
View-Print Types: Users see 2 types of view-prints under the related action, Historical View-Print and
Current View-Print.
•
•
Historical View-Print: This document is generated and saved during Application execution.
Current View-Print: This document generated at the time the user accessed the related action
To access an application’s View-Print
1. Click on the Related Action tab on the application dashboard.
2. Click on the View-Print Application link under the related action
3. Click on the desired view-print link, historical or current. The .rtf file will download to the user’s
system. The user will have the option to open the file with Word or any other file readers
available to them.
4. Click on the downloaded file to open the view-print
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5.2.1.5 Related Action: Apply Estimated Indirect Costs
5.2.1.5.1
Overview
The ‘Apply Estimated Indirect Costs’ related action allows TrAMS to report data to USASpending.
Indirect costs are an estimate of the total dollar amount of federal funds that are expected to be used
for indirect costs.
Note: This related action is only applicable to initial awards (not to amendments or budget revisions)
For example, an application may have several projects with several line items each. Even if each project
were to have multiple overlapping funding sources, the ‘Apply Estimated Indirect Costs’ related action
would still show amounts for each funding source associated with the application regardless the funding
source’s project association(s). In other words, ‘Estimated Indirect Cost Amount’ is not tracked at the
individual line item level. Further clarification is provided in the step-by-step instructions below.
Note: This related action must be completed before the ‘Validate and Transmit Application’ related
action can be completed for the application
If the user attempts to validate and transmit the application before completing the ‘Apply Estimated
Indirect Costs’ related action, they will encounter a validation error. For more information, refer to
Related Action: Validate and Transmit Application
5.2.1.5.2
User Roles
The Submitters and Developers of a recipient organization will have the ability to complete this related
action prior to application transmission. On the FTA side, Reservationists and Pre-Award Managers will
have the ability to make updates via this related action from the In-Progress application status through
Final Concurrence / Reservation. All other users who can access the application will have read-only
abilities for this related action during any application status.
The following table details which user roles can view the related action. It also shows the Application
Statuses during which users with those roles can add or edit estimated indirect costs via the related
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action. Reviewing these permissions is essential before attempting to complete the step-by-step
instructions below.
Table: Access to the ‘Apply Estimated Indirect Costs’ Related Action by Application Status
and User Role
Permissions
Application Status
Submitters &
Developers
Reservationists &
Pre-Award Managers
All Users with
Access to the
Application
In-Progress
Add / Edit
Add / Edit
Read Only
In-Progress / Returned
to Grantee
Add / Edit
Add / Edit
Read Only
Transmitted / Ready
for FTA Review
Read Only
Add / Edit
Read Only
Initial Review /
Concurrence
Read Only
Add / Edit
Read Only
Review Complete /
Ready for FAIN
Read Only
Add / Edit
Read Only
FAIN Assigned / Ready
for Submission
Read Only
Add / Edit
Read Only
Application Submitted
Read Only
Add / Edit
Read Only
Final Concurrence /
Reservation
Read Only
Add / Edit
Read Only
Ready for RA
Concurrence / Award
Read Only
Read Only
Read Only
Obligated / Ready for
Execution
Read Only
Read Only
Read Only
Active (Executed)
Read Only
Read Only
Read Only
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Permissions
Application Status
Submitters &
Developers
Reservationists &
Pre-Award Managers
All Users with
Access to the
Application
Active / Budget
Revision In-Progress
Read Only
Read Only
Read Only
Active / Budget
Revision Under Review
Read Only
Read Only
Read Only
In-Progress / Admin
Amendment
Read Only
Read Only
Read Only
Active Award /
Inactive Amendment
Read Only
Read Only
Read Only
Active Award / Ready
for Closeout
Read Only
Read Only
Read Only
Active Award /
Closeout Requested
Read Only
Read Only
Read Only
Closed
Read Only
Read Only
Read Only
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5.2.1.5.3
Steps to Add, Update, and Complete
1) Navigate to the ‘Apply Estimated Indirect Costs’ related action of an application.
Note: See appropriate Application Statuses by user role in the table above.
2) Click the ‘Apply Estimated Indirect Costs’ link
3) Ensure there are valid funding sources available on the application.
Note: If no projects have been validated for the application, the related action screen will display the
message “No valid funding sources found.” If this is the case, the user must first validate a
minimum of one project for the application. This ensures at least one line item exists with an
associated funding source.
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4) Review the information displayed under ‘Application Funding Sources’.
a. The ‘FTA Total Amount’ column represents the total FTA amount for each funding
source across all projects in the application.
b. The ‘Indirect Cost Amount’ column will show a value if the user has updated it
previously or it will show ‘N/A’ if the user has not yet updated it.
c. The ‘Applied?’ column will show a green check mark if the user has previously updated
the funding source or it will show a red ‘X’ if the user has not.
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5) Click the checkbox next to any funding source row to select it. A grid will appear below showing
any application line items associated with that funding source
Note: The line items shown could be associated with any of the application’s projects. As long as the line
items are associated with the selected funding source, they will appear in the grid.
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6) Enter an amount in the required ‘Estimated Indirect Cost Amount’ field and then click ‘Save’
Note: The ‘Estimated Indirect Cost Amount’ is the total amount across all line items for the selected
funding source. ‘Estimated Indirect Cost Amount’ is not tracked at the individual line item
level.
Note: If the amount entered exceeds the total in the FTA Amount column, the user will see a validation
message: “The Estimated Indirect Cost amount may not exceed the FTA Funding Amount”
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7) After clicking save, review the updated funding source and note that the amount entered
appears in the ‘Indirect Cost Amount’ column and the ‘Applied?’ column now shows a green
check mark.
8) Click ‘Close’ or ‘Complete’ to save updates and return to the related actions menu.
Note: Either ‘Close’ or ‘Complete’ will save the user’s updates. If all funding sources show a green
checkmark in the ‘Applied?’ column, then the user has met the TrAMS requirement to apply
estimated indirect costs. The application can pass validation during the ‘Validate and Transmit
Application’ related action later on, assuming other validation requirements have been met.
Note: The ‘Complete’ button only becomes clickable once all funding sources are marked as applied.
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5.2.1.6 Related Action: View-Print Budget Change History
To view or print budget changes that were made to the application during a budget revision select the
‘View-Print Budget Change History’ related action. This will generate a document in RTF format that
shows changes for a selected revision number that may be viewed, saved, and/or printed.
1) Click ‘View-Print Budget Change History’
2) The ‘View/Print Budget Change History for [FAIN #]’ form will be displayed.
3) Select the check box for a revision to view, and then click the ‘View/Print’ button.
Note:
Revision number 0 indicates that it is the budget for the initial award for this amendment and
revision numbers are incremented by 1 for each subsequent budget revision in the amendment.
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4) The ‘View/Print Budget Revision’ form will be displayed. Click on the provided link to view or save
budget revision details.
5) Click the ‘Close’ button to return to the ‘View/Print Budget Change History for [FAIN #]’ form.
6) Click the ‘Close’ button on the form to return to the ‘Related Actions’ menu.
5.2.1.7 Related Action: Application Review Comments
The ‘Application Review Comments’ related action can be used to add comments to the Application as it
is going through development and reviews. FTA personnel will be able to add review comments to an
Application or any of its post-Award modifications as they progress toward execution, while recipient
users may only add review comments when the Application has statuses of “In-Progress” or “FAIN
Assigned / Ready for Submission.” Application review comments created by FTA users can still be viewed
by the Application’s recipient after they have been made.
To add or view a history of all review comments made on an Application:
1. Click ‘Application Review Comments’.
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2. The ‘[Application Title]’ form will be displayed.
3. Comments provided by reviewers during the Application review process will be displayed as links
under ‘Application Review Comments’.
At any point, users may click the ‘Cancel’ button to return to the ‘Related Actions’ menu without
saving any changes.
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Click on the link for a comment to expand the form and view comment type, the comment’s creator,
and text.
4. If users wish to add a new comment, click the ‘Add New Comment’ button.
5. The form will expand to display the ‘Add New Review Comment’ section. Use the drop-down menu
provided under the ‘Comment Type’ field to select a comment type. Type the comment into the
‘Comment Text’ field and then click the ‘Save’ button. The comment will be added to the
‘Application Review Comments’ grid.
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5.2.1.8 Related Action: View Period of Performance Changelog
During the lifecycle of an Application / Award, the Period of Performance (POP) End Date may change
several times. This related action allows the user to see a history of those changes.
To view the Period of Performance Changelog for an Application:
1) Use the Records tab to search and open the desired application/award.
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click the ‘View Period of Performance Changelog’ related action from the menu.
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4) A view-only form called ‘Period of Performance Changelog’ will open. It shows a grid that details the
history of changes to the Period of Performance.
ID
1)
2)
3)
4)
5)
6)
7)
Column
Name
Description
Data
Type
Application
Number
Federal Award Identification Number (FAIN); the
permanent application number for the current
amendment
Text
Period of
The Period of Performance End Date for that award
Performance
End Date
Date
Period of
The Period of Performance Revision Number is
Performance incremented when the Period of Performance End
Revision
Date is updated
Number
Number
Source of
Change
Indicates how the Period of Performance End Date was Text
modified: Initial Award, Budget Revision, Amendment,
Closeout Amendment, Admin Amendment
Updated By
The first and last name of the user who last updated
the Period of Performance end date
Text
Updated
Date
Last date updates were logged for the Period of
Performance end date
Date
Finalized?
Indicates whether the Period of Performance End Date Text
is finalized after an Application or Amendment is
awarded or after FTA has completed the review of a
budget revision: Yes, No
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ID
8)
9)
Column
Name
Description
Data
Type
Approved By The first and last name of the user who approved the
Text
Award or Post-Award Activity. For example, a Regional
Administrator who obligated the award
Approved
Date
The date that the user approved the Award
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Date
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5.2.1.9 Related Action: Add Project to Application
Each application must include one or more projects. The application related action ‘Add Project to
Application’ will be visible to Developers and Submitters when an application or amendment is in the
status of ‘In-Progress’.
To add a new project to an application:
5) Use the Records tab to search and open the desired application/award, or proceed from the success
screen hyperlink.
6) Click the ‘Related Actions’ link from the navigation bar.
7) Click the ‘Add Project to Application’ related action from the menu.
8) An editable form, ‘Create Project | Step 1 of 3 - Add Project Details and Narratives’, will open.
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9) Complete the following fields in the “Project Overview” section:
a) Project Name (Required): Enter the project’s name into the ‘Project Name’ field. A maximum of
510 characters are allowed.
b) Project Description (Required): Enter a project description into the ‘Project Description’ field.
There is no character limit for the Project Description field.
c) Project Benefits (Required): Enter the project’s benefits into the ‘Project Benefits’ field. There is
no character limit for the Project Benefits field.
d) Additional Information (Optional): Enter any additional notes into the ‘Additional Information’
field. There is no character limit for the Additional Information field.
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10) Complete the following fields under the ‘Capital Investment Project Details’ section:
a) Select either the Yes or No option to respond to the question, ‘Is this a New Starts, Small Starts,
or Core Capacity project funded through the FTA Capital Investment Grant Program?’ A yes
selection, will limit your budget activity line items to what is referred to as the Standard Cost
Categories and specified scope codes (e.g. 140-00). A project cannot have both the Standard
Cost Categories and the traditional scope codes.
b) If you select Yes, select an option to identify the program and respond to the question, ‘If yes,
what type of major capital investment project?’ The available types are: New Starts, Small
Starts, Core Capacity.
11) Once all required project details have been entered, click the ‘Next Step’ button.
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12) An editable form, ‘Create Project | Step 2 of 3 - Add Project Location’, will open.
13) Click the ‘Back’ button to return to the previous step. Any input entered or selections made by the
user before clicking this button are saved to the form. Click the ‘Cancel’ button to exit the project
creation. The user is taken back to the Project Related Actions when the ‘Cancel’ button is selected.
14) Complete the following fields on the ‘Create Project | Step 2 of 3 – Add Project Location’ form.
a) Place of Performance: Select one or more checkboxes from the grid for the Urbanized Areas
(UZA) associated with the project scope of work.
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b) Congressional District: Select one or more Congressional Districts where the project will take
place.
At least one UZA and one Congressional District must be selected for the project to be successfully
validated. Information may be modified during application development prior to transmission.
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15) Narrative (Required): Enter a location narrative into the ‘Location Narrative’ field.
16) When all information is entered, click the ‘Next Step’ button.
17) An editable form, ‘Create Project | Step 3 of 3’, will open. This form collects related program plan
information.
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18) Depending on the funding program(s) associated with the project, you can include your approved
STIP/TIP, Unified Work Program, or Long-Range Plan information. In each section, you may perform
the following:
a) New Document: Add a document by clicking the ‘Upload’ button under the respective program
and then selecting a document to upload from your computer.
b) Date: Click on the date field to either type in a date or display a date picker.
c) Description: Enter a document description.
19) Once all details have been entered for the new project, click the ‘Finish’ button to complete the
create project steps.
20) The new project record will be created and saved.
21) A confirmation message will display with a hyperlink to the project record. Click the hyperlink to go
directly to the new project record and continue developing your project, Click the ‘Close’ button to
return to the application ‘Related Actions’ tab.
On the ‘Success’ page, the Project Number is also generated. The format of the project number is
the Temporary Application Number, separated by a dash (-), the letter ‘P’ and a unique number that
is incremented each time a new project is created within the application. See the image below for
the Project Number generated for this project.
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5.2.1.10 Projects
Once a project has been created, additional details are required before the application is ready for
transmission. Projects contain the following details:
•
•
•
•
•
•
Scope of work
Location where work will be performed
Funding sources and amounts (budget activity line items)
Project milestones
Environmental determinations
Project-specific documentation
Projects must be independently validated for completeness.
Related actions are available from the project related actions tab and are editable for Developers,
Submitters, and FTA users with ‘Pre-Award Manager’ or ‘Post-Award Manager’ roles while an
application has a status of ‘In Progress’. With the exception of ‘Validate Project’ these actions are also
available to other user roles in a read-only format and available during other project statuses in the
read-only format.
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5.2.1.10.1 Related Action: Project Details and Narratives
The ‘Project Details and Narratives’ related action allows the user to update the information initially
entered during the first step of the ‘Add Project to Application’ process (see Related Action: Add
Project to Application).
To update the project details:
1) Use the Records tab to search and open the desired project (or access the project from the
application navigation bar). The steps for reaching the project via the application navigation bar are
as follows:
a) Select the ‘Records’ tab.
b) Click on ‘Applications / Awards’ and select the desired application.
c) Select ‘Application Projects’ from the application navigation bar.
d) Select the project hyperlink, as shown in the image below.
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2) Click the ‘Related Actions’ link from the project navigation bar.
3) Click the ‘Project Details and Narratives’ related action from the menu.
4) An editable form will open.
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5) Edit the Project Name, Project Description, Project Benefits, Additional Information, or capital
investment project details as necessary. Project Name, Project Description, Project Benefits remain
required fields.
6) Click ‘Save’ to save all changes. After saving, the system takes the user back to the Project Related
Actions page. Click ‘Cancel’ to return to the Related Actions form without saving any changes.
5.2.1.10.2 Related Action: Project Location
The ‘Project Location’ related action allows the user to update the information initially entered during
the second step of the ‘Add Project to Application’ process (see Related Action: Add Project to
Application).
To update the project location information:
1) Search and open the desired project
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click the ‘Project Location’ related action from the menu.
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4) An editable form will open.
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5) Update the places of performance or location narrative as necessary. The Location Narrative
remains a required field to save the form.
6) Click ‘Save’ to save all changes. After Saving, the system redirects to the project related actions
page. Click ‘Cancel’ to return to the related actions form without saving any changes.
5.2.1.10.3 Related Action: Project Plan Information
The ‘Project Plan Information’ related action allows the user to update the STIP/TIP, UPWP or LongRange Plan information initially entered during the second step of the ‘Add Project to Application’
process (see Related Action: Add Project to Application).
To update the project plan information:
1) Search and open the desired project.
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click the ‘Project Location’ related action from the menu.
4) An editable form will open.
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5) Update the STIP/TIP, UPWP, or Long-Range Plan documents, dates, and descriptions as necessary.
6) Click ‘Save’ to save all changes. After clicking save, the user is directed to the project related actions.
Click ‘Cancel’ to return to the related actions form without saving any changes.
5.2.1.10.4 Related Action: Budget Activity Line Items and Milestones
The Application and Project Budgets are formulated by adding project scopes and budget activity line
items (ALIs) to a project. ALIs describe the type of work that the grant will support.
To add or update ALIs for a project:
1) Use the Records tab to search and open the desired project.
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click on ‘Budget Activity Line Items and Milestone’ related action from the menu.
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4) The ‘Manage Budget Activity Line Items and Milestones’ form will open. Any existing ALIs for the
project will display in the ‘Existing Line Item’ section. If there are no ALIs associated, the grid will be
empty.
5) At any time, click the ‘Close’ button to leave the form without saving any changes and return to the
project related actions page.
6) Add Budget Activity Line Items (ALI): Click on the ‘Add Line Item’ button to add one or more ALIs to
the project.
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7) The ‘Add New Budget Activity Line Items (ALIs)’ form will open. Click ‘Cancel’ to exit without saving
the changes and return to ALI summary page. Otherwise, click the ‘Add Item’ link.
8) A new row will appear in the ALI table. Select values from the drop-down menus for: Scope
Code/Scope Name, Activity Type, and Line Item Number/Line Item Name. These values are
dependent on each other. The value for Scope Code/Scope Name must be selected first. The values
for Activity Type will not populate until Scope Code/Scope Name is selected. Similarly, the values for
Line Item Number/Line Item Name will not populate until an Activity Type is selected. The
relationships are based on the Activity Line Item Tree.
Also notice that each added line item has a link that says ‘DEL’ to the right of the ‘Line Item
Number/Line Item Name’ column. Clicking this link allows the user to delete the activity line item.
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9) The scopes available depend on whether the project is a Major Capital Investment project (as
selected on the “Project Details and Narratives” form):
a) If Yes (‘Yes, this is a Capital Investment Grant project’), the 13/14 series scopes will be available.
Applicants should only use the 140-00 related scope codes in new applications.
b) If No (‘No, this is not a Capital Investment Grant project’ on the Project Details form), the user
will see the standard capital, planning, operating, etc. scopes and ALIs from the FTA Scope/ALI
tree when adding new line items.
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10) Once all ALI’s have been added, click ‘Save’.
11) After saving, the ALI is added to the ‘Existing Budget Activity Line Items’ grid with a status of ‘In
Progress” and you may continue to add ALI’s by clicking ‘Add Item’ to the ‘New budget Activity Line
Items’ grid; and continue to save new ALIs.
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12) Click ‘Finish’ to exit once all ALIs have been entered and return to the ALI summary page and begin
to complete the required information for each added ALI.
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13) The new ALIs will appear on the ‘Manage Budget Activity Line Items and Milestones’ form in the
‘Existing Line Items’ table. Each new ALI will have a status of ‘In-Progress’ and summary level
information related to quantity and budget. This information will auto populate and the status will
move from ‘In-Progress’ to ‘Completed’ as you complete the ALI information.
14) Input ALI Details: Each ALI requires additional details to be added. For a line item to have a status of
‘Complete’, it must have: a quantity, an extended budget description, an FTA funding source
selected, at least 2 milestones, and all milestone estimated completion dates filled out. To add ALI
details, select the check box against the desired ALI from the ‘Existing Line Items’ table. The form
will expand to show the selected ALI.
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6) Line Item Scope: You may provide a customized name for the line item in the ‘Line Item Scope’
details section by updating the ‘Custom Line Items Name’ field or you may choose to keep the
standard line item name. Only the first 510 characters for custom line item name will save.
7) Line Item Details: Update the line item details section
a) Quantity: Provide the Quantity of items that this ALI will cover in the ‘Quantity’ field. This field
must be a whole number.
b) Extended Budget Description (Required): Provide description of the ALI in the ‘Extended Budget
Description’.
c) 3rd Party Contractors: Update the 3rd party contractor question with the correct answer. Click on
the radio button next to the ‘Yes, 3rd Party Contractors will be used for this line item.’ or ‘No,
3rd Party Contractors will not be used for this line item’.
8) FTA Funding Information: Update the FTA Funding Information Section with the requested amount
to be provided by the grant or cooperative agreement.
a) FTA Funding Source: Select a value from the drop-down menu provided under the ‘FTA Funding
Source’ field. The Funding Source selected determines whether the Application is a discretionary
or a formula Application. If a discretionary funding source (e.g. 5309 – New Starts) is selected for
one or more Budget Activity Line Items, then the Application will go through the discretionary
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workflow, wherein the Pre-Award Manager and Reservationist will be able to add Discretionary
IDs to the application. If only non-discretionary funding source (e.g. 5311 – Rural Area Formula)
is selected, the application will go through the formula workflow. .
b) FTA Funding Amount: Update the FTA Funding Amount field with the desired amount of
funding. (Note: The dollar sign and commas will auto populate once users click outside of the
field.). The FTA Funding Source selected determines whether an application is a Formula Grant
or a Discretionary Application.
9) Non-FTA Funding Information Section: Provide information concerning additional local, state or
other federal funding that will be provided for this ALI as applicable. All amounts should be entered
as whole numbers.
a) Local Share Amount: Update the ‘Local Share Amount’ field with the amount the local
government will be contributing, if applicable.
b) Local/In-Kind Share Amount: Update the ‘Local/In-Kind Share Amount’ with the value of any
local in-kind funding, if applicable.
c) State Share Amount: Update the ‘State Share Amount’ field with the amount the state will be
contributing, if applicable.
d) State/In-Kind Share Amount: Update the ‘State/In-Kind Share Amount’ field with the desired
amount, if applicable. (Note: you will be requested to upload a document to support these
funds when validating the project.)
e) Other Federal Share Amount: Update the ‘Other Federal Share Amount’ field with the desired
amount, if applicable.
f)
Adjustment Amount: Update the ‘Adjustment Amount’ field with the desired amount, if
applicable. Note: This information will not be additive to the ‘Total Eligble Cost’ of the activity
budget or award budget.
g) Transportation Development Credit: Update the ‘Transportation Development Credit’ field with
the desired amount, if applicable. (Note: This information will not be additive to the ‘Total
Eligble Cost’ of the activity budget or award budget. You will be requested to upload a
document to support these funds when validating the project.)
The ‘Total Eligible Cost’ will be update after saving. This is the sum of the FTA Funding and Non-FTA
Funding (excluding the Transportation Development Credit and Adjustment Amount).
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The Non-FTA Funding Information section appears differently in TrAMS applications in comparison to
Transportation Electronic Award Management (TEAM) applications. TEAM is the legacy system used
process and review applications. An application created by the legacy system is usually referred to as a
TEAM grant. There are several differences between applications created by the TrAMS system versus
the TEAM system, but the one difference applicable to this section can be seen in the image below.
Funding Information: TEAM Application
Unlike TrAMS, a TEAM application has a simpler layout when it comes to the Budget ALI page. A TEAM
application only has one section for Funding Information, while the TrAMS applications divide the
section into two: 1) FTA Funding information and 2) Non-FTA Funding information. Notice the difference
in the TEAM Funding information shown above versus the TrAMS Funding Information displayed below.
Funding Information: TrAMS Application
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10) Rolling Stock Information: When the scope code ‘Rolling Stock’ is selected, the Rolling Stock
Information Section will display. Completing the Rolling Stock Information section is optional, based
on your selection of scope code.
a) Vehicle Condition: Select a value from the drop down ‘Vehicle Condition’ field indicating
whether the vehicles are new or used.
b) Fuel: Select a value from the drop down ‘Fuel’ field indicating the type of fuel that the vehicles
will use.
c) Vehicle Size: Provide a short text describing of the size of the vehicle in the ‘Vehicle Size’ field.
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11) Milestones: Update the Milestone section. A table will display with the minimum two milestones;
auto populated to ‘Start Date’ and ‘End Date.’ Two milestones are required to pass project
validation. A ‘Rolling Stock’ line item will have five standard milestones (RFP/IFB Issue Date, Contract
Award Date, Initial Delivery Date, Final Delivery Date, and Contract Completion Date). The Estimated
Completion Date for each milestone must be populated.
12) You can update, delete, or add milestones to the default list. Details for each milestone in the grid
must be provided for the ALI to be marked as complete.
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13) Update Milestone: To update a default milestone, click the checkbox next to the milestone name.
The ‘Milestone Details’ section will open. Update the milestone name as desired. Add an estimated
completion date and input a description. A name and completion date are required for each
milestone. When done, click the ‘Save Milestone’ button.
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14) Add Milestone: To add new milestones click the ‘Add New Milestone’ button and the form will
expand to allow for the input of the milestone details. Add the milestone name, an estimated
completion date and input a description. A name and completion date are required for each
milestone. When done, click the ‘Save Milestone’ button.
15) Delete Milestone: Click the checkbox next to the milestone name. The ‘Milestone Details’ section
will open. Click on the ‘Delete Milestone’ button and a confirmation prompt is displayed. Click ‘Yes’
to delete the milestone, and collapse the form. Selecting the ‘No’ button will prevent any changes
from occurring.
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16) Save Line Item: Once all details for the selected line item have been added, click the ‘Save Line Item’
button. The button can be found below the ‘Existing Line Items’ grid and beneath the ‘Milestones’
section.
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17) The ‘Click Close Button to Save’ form will appear. Warning: You must click the ‘Close’ button on this
screen to complete saving. Failure to select the ‘Close’ button will result in incorrect Control
Totals.
18) Once saving is complete, the ‘Budget Activity Line Items’ form will reopen. The status for the saved
line item will change from ‘In-progress’ to ‘Completed’ after all required information has been
provided.
Notice there are two fields above populated with dollar amounts based on recent updates to the
Activity Line Items: FTA Amount and Total Eligible Cost. The FTA Amount is derived from the dollar
amount entered into the ‘FTA Funding Amount’ field within the ‘Manage Budget Activity Line Items
and Milestones’ form. The Total Eligible Cost includes the FTA Amount, plus some of the Non-FTA
Funding.
The Non-FTA Funding that is included in the Total Eligible Cost includes all of the values entered into
the ‘Local Share Amount’, ‘Local/In-Kind Share Amount’, ‘State Share Amount’, ‘State/In-Kind Share
Amount’, and ‘Other Federal Share Amount’ fields. The ‘Adjustment Amount’ and ‘Transportation
Development Credit’ fields are not included in the ‘Total Eligible Cost’
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19) Select all remaining ALI’s and repeat the process of updating their information. All line items must
have a ‘Complete’ status in order to successfully validate the project.
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20) To delete an ALI, select the checkbox next to the ALI and then click the ‘Delete Line Item’ button that
appears. A prompt will display confirming that you wish to delete.
21) Once a line item is deleted the existing line items grid will no longer display the deleted line item.
22) Click the ‘Cancel’ button to exit out of the form without saving changes for the selected line item
and collapse the form to exclude the line item sections.
23) Click the ‘Close’ button to return to the Projects Related Actions menu.
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5.2.1.10.5 Related Action: Environmental Determinations
Environmental determinations must be provided to pass project validation. You may select to have one
environmental determination apply to the project as a whole (and all ALIs within the project) or select
individual environmental determination for each ALI.
To update Environmental Determination, complete the following:
1) Use the Records tab to search and open the desired project.
2) Click the ‘Related Actions’ link from the navigation bar. .
3) Click on the link ‘Environmental Determination’ related action from the menu to update
environmental determination details.
4) The Project Environmental Review Summary form will open. The top of the form contains
information about environmental reviews.
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5) At the bottom of the form, review the text in the ‘Step 1: Independent Utility and Permissible
Segmentation’ section. Select whether this project is covered by one or multiple NEPA findings.
a) Multiple: ‘This Project and each ALI activity have a separate, individual NEPA finding’ – select
this option when each ALI within the project has its own environmental determination, or
b) One: ‘This Project and ALL ALIs activities are covered by one NEPA determination’ – select this
option when one environmental determination applies to the project as a whole.
6) Click on the ‘Next’ button to move the next form. Click the ‘Close’ button on this, or any subsequent
forms, to close the form without saving changes and return to the project ‘Related Actions’ menu.
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7) The ‘Step 2: Project Environmental Finding Summary’ section will appear.
a) If the answer to Step 1 was ‘This Project and each ALI activity have a separate, individual NEPA
determination,’ the form will display each ALI in the project. A ‘NEPA Class of Action’ and its
corresponding ‘Category Exclusion’ will need to be chosen for each ALI.
b) If the value ‘This Project and ALL ALIs activities are covered by one NEPA finding’ was selected,
the form will display a single row for the entire project. Only one ‘NEPA Class of Action’ and its
corresponding ‘Category Exclusion’ may be selected.
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8) Select a value from the drop-down menu provided under the ‘NEPA Class of Action’ field. Once you
select a class of action from the drop-down, the ‘Category Exclusion’ field will populate with
appropriate values.
a) If ‘Class II(c) – Categorical Exclusion (C-List)’ or ‘Class II(d) – Categorical Exclusion (D-List)’ is
selected, a new dropdown menu will appear displaying the possible categorical exclusion values.
b) Otherwise, the value of ‘NA’ will populate.
9) To change your Step 1 answer, click the ‘Back’ button and adjust your selection. The following
validation message will display to confirm your change. You will need to repeat steps 5 – 7.
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10) When the NEPA classes and categorical exclusions have been selected, click the ‘Next’ button to
move to the next page to provide detail information on the Environmental Findings.
11) The ‘Step 3: Budget Activity Line Items Associated to NEPA Class of Action’ section will display:
12) When multiple findings have been selected you will be presented with a grid to select the ALI to be
updated. Select an ALI by checking the box associated with the ALI and the form will expand to
allow the entry of the details. If only one finding was selected for the project, selecting an ALI will
not be required and the expanded form will automatically be displayed.
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13) For each NEPA Class of Action selected the user will be able to:
a) Provide a description of the findings in the ‘Description Details’ field.
b) Click on each finding date type ‘Date’ field to either type in a date or select a date from the date
picker. Date fields listed will depend on the NEPA Class of Action selected.
c) Click on the ‘Browse’ button to upload a document that is associated with the NEPA Class of
Action.
14) Click on ‘Save’ to save all information for the selected NEPA Class of Action. Then click ‘Close’ to
close the form and return to the project ‘Related Actions’ menu.
15) Click on ‘Back’ to return to the previous form and modify the NEPA Class of Action or Categorical
Exclusions selected.
5.2.1.10.5.1
NEPA Class Actions & Category Exclusions
Within section Environmental Determinations, a submitter or developer must select the necessary
‘NEPA Class Actions’ and ‘Category Exclusions in order to complete project validation. The NEPA Class
action column shows all of the options available for selection in the ‘NEPA Class Action’ drop down
menu. After selecting the Class Action, the corresponding Category Exclusions become available for
selection in the ‘Category Exclusions’ drop-down menu.
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The table below displays the Category Exclusion options that are available for each of the corresponding
NEPA Class Actions.
Table 3: NEPA Class Actions & Category Exclusions
NEPA Class Action
Class I - Environmental Impact Statement (EIS)
Category Exclusions
NA
Type 01: Utility and Similar Appurtenance Action
Type 02: Pedestrian or Bicycle Action
Type 03: Environmental Mitigation or Stewardship Activity
Type 04: Planning and Administrative Activity
Type 05: Action Promoting Safety, Security, Accessibility
Type 06: Acquisition, Transfer of Real Property Interest
Type 07: Acquisition, Maintenance of Vehicles / Equipment
Class II(c) - Categorical Exclusions (C-List)
Type 08: Maintenance, Rehab, Reconstruction of Facilities
Type 09: Assembly or Construction of Facilities
Type 10: Joint Development of Facilities
Type 11: Emergency Recovery Actions
Type 12: Action Within Existing Operational Right-of-Way
Type 13: Action With Limited Federal Financial Assistance
Type 14: Bridge Removal and Related Activities
Type 15: Preventative Maintenance of Culverts/Channels
Type 16: Geotechnical and Other Similar Investigations
Type 01: Highway Modernization
Class II(d) - Categorical Exclusions (D-List)
Type 02: Bridge Replacement or Rail Grade Separation
Type 03: Hardship or Protective Property Acquisition
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Type 04: Acquisition of Right-of-Way
Type 05: Bicycle Facility Construction
Type 06: Facility Modernization
Type 07: Minor Facility Realignment for Rail Safety Purposes
Type 08: Facility Modernization/Expansion Outside Existing
ROW
Type 09: Other
Class III - Environmental Assessment (EA)
NA
5.2.1.10.6 Related Action: Project Documents
Documents that are added to the project will display in the Project Documents related action. This also
includes the documents that are added as part of Project Validation. The documents that are added to
the project will also display at the Application level as well, within the ‘Application Documents’ Related
Action. The Project Documents related action allows users to upload new documents, remove or view
documents.
To add, view, or delete documents associated with the project:
1) Use the Records tab to search and open the desired project
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click on the ‘Project Documents’ related action from the menu.
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4) The ‘Manage Documents’ form will open. Documents previously uploaded and associated with the
project will display in a grid.
5) View Document: To view a document, click the corresponding ‘Document File Name’ hyperlink. The
file will download to your local file system.
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6) Add Document: Click the ‘Add Document’ button to upload a new document to the application. The
"Add New Document" form will open. Fill in all required information as described below:
a) Document Context: Select a context type (“document category”) from the drop-down menu.”)
from the drop-down menu.
b) Document Type: Select a document type from the drop-down menu. The available types
depend on the selected context.
c) Document Description: Enter a description for the document.
d) Select Document: Click the ‘Upload’ button and select a file from your local system. You may
only upload one file at a time. After uploading a file, hover over the ‘page’ icon next to the
uploaded file and click the ‘X’ that appears to remove the file as needed.
e) Once all details have been entered, click the ‘Save’ button to save the document.
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f)
The previous screen will open and you will see the uploaded file in the ‘Existing Documents’ grid.
7) Delete Document: To delete a document, select the checkbox next to the document in the ‘Existing
Documents’ table and click the ‘Remove Document’ button. More than one document can be
deleted at a time.
5.2.1.10.7 Related Action: Validate Project
All projects must be validated before transmitting an application to FTA for review.
To validate a project, complete the following:
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1) Search and open the desired project
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click on the ‘Validate Project’ related action from the menu.
4) The system will validate the project to ensure all required elements for the project are present and
will provide a summary of critical issues and warnings.
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5) If the validation results in critical issues, users will need to address them individually before the
Project will pass validation. Critical issues will result in a red box ‘Validation Error’ and the list of
errors to be corrected. Potential critical errors include missing ALIs, incomplete ALIs, missing
location details, and missing environmental determinations. The following screenshot shows some
of the critical errors that must be addressed: an incomplete ALI, a missing congressional district,
missing environmental determinations for ALIs and FTA Amount for all line items being 0.
6) Click the ‘Close’ button to return back to the available related actions for the project and update the
project as necessary.
7) When one or more of the ALI’s contain rolling stock, the current fleet status associated to the
recipient organization is shown. You may add new fleet types, update the current fleet items, delete
fleet items, or bypass making any changes to the rolling stock by clicking the ‘Close’ button. The
fleet status associated with the application will be the fleet status listed on the recipient
organization profile at the time of application award. Fleet information will display in the application
view print once the award is made. Use the Recipient Profile at any time to view or update fleet
information.
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8) Once all validations have passed, the confirmation screen ‘Project Validated’ will display with the
following message: ‘Project Number [project #] has been successfully validated’. Click the Close
button to return to the ‘Related Actions’ menu.
5.2.1.10.7.1
Project Validation Critical Errors
During project validation, there are several errors that can occur, preventing a user from advancing
through the validation process. The following items define each of the critical errors and how to resolve
each of them.
5.2.1.10.7.1.1 TrAMS Validation Errors
The following table provides the system validation messages shown by TrAMS for the above Related
Action.
Project Validation
Message Text
Reason
Critical Issues - This project cannot pass Project Validation until these errors are corrected.
“The following line items in the project have a
status of 'In-Progress'. Please ensure each line
item has a status of 'Completed' before
continuing (Budget Activity Line Items Related
Action):
One or more line items within a project are not in
the required “Completed” status (only applies for
TrAMS applications).
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Project Validation
Message Text
Reason
”
The following project details are incomplete.
“Please fill out the following details before
continuing:
The project is missing the required project title.
• Project Title/Name (Project Details and
Narratives Related Action)”
“The following project details are incomplete.
Please fill out the following details before
continuing:
The project is missing the required location
narrative.
• Location Narrative (Project Location Related
Action)”
“The following project details are incomplete.
Please fill out the following details before
continuing:
The project is missing the required project
description.
• Project Description (Project Details and
Narratives Related Action)”
“The following project details are incomplete.
Please fill out the following details before
continuing:
The project is missing required project benefits.
• Project Benefits (Project Details and Narratives
Related Action)”
“The project must have at least one line item.
Please add line items to the project before
continuing (Budget Activity Line Items Related
Action).”
The project is missing line items.
“The project must have at least one congressional
district selected (Project Location Related
Action).”
The project does not have at least one
congressional district associated to it.
“The project must have at least one UZA code /
state selected (Project Location Related Action).”
The project does not have at least one state/UZA
associated to it.
“Each line item must have a NEPA Class of
Action/Environmental Determination selected
(Environmental Determinations Related Action).”
The project has been set up for one
environmental finding per ALI and at least one
ALI is missing an environmental finding
association.
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Project Validation
Message Text
Reason
“The project must have a NEPA Class of
Action/Environmental Determination selected
(Environmental Determinations Related Action).”
The project has been set up for all activities to be
covered under one environmental finding, but no
environmental finding has been selected.
“The following Project details are incomplete.
Please fill out the following details before
continuing:
At least one line item must have FTA funding
greater than 0 (Budget Activity Line Items and
Milestone Related Action)
All Line Items on the project have FTA Amount as
0.
5.2.1.10.7.1.2 Missing ALIs
The ‘Missing ALIs’ critical error will display with the following text:
•
The project must have at least one item. Please add line items to the project before continuing
(Budget Activity Line Items Related Action)
5.2.1.10.7.1.3 Incomplete ALIs
The ‘Incomplete ALI’ critical error will display with the following text:
•
The following line items in the project have a status of ‘In-Progress’. Please ensure each line
items has a status of ‘Completed’ before continuing (Budget Activity Line Items Related Action)
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5.2.1.10.7.1.4 Missing FTA Amount on all ALIs
The ‘Missing FTA Amount on all ALI’s’ error will display the following text:
•
At least one line item must have FTA funding greater than 0 (Budget Activity Line Items and
Milestone Related Action)
To resolve these issues, ensure that at least one of the ALI’s on the project has an FTA Amount more
than 0. refer to Related Action: Budget Activity Line Items and Milestone.
5.2.1.10.7.1.5 Missing Location Details
The ‘Missing Location Details’ critical errors include the following:
•
•
The project must have at least one congressional district selected (Project Location Related
Action.)
The project must have at least one UZA code / state selected (Project Location Related Action)
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To resolve these issues, refer to Related Action: Project Location.
5.2.1.10.7.1.6 Missing Environmental Determinations
The ‘Missing Environmental Determinations critical errors include the following:
•
The project must have NEPA Class of Action/Environmental Determination selected
(Environmental Determinations Related Action).
To resolve this issue, refer to Related Action: Environmental Determinations.
5.2.1.10.8 Related Action: View-Print Application
Users may access the View-Print Application functionality from either the application record or the
project record. Refer to Related Action: View-Print Application for information regarding this action.
5.2.1.10.9 Related Action: Application Special Conditions
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5.2.1.10.10 Related Action: View Period of Performance Changelog
5.2.1.10.11 Related Action: Delete Project
Projects can be deleted from an application by users with a submitter or developer role while the
application is in ‘In-Progress’ status.
To delete one or more projects from an application:
1) Search and open the desired application/award.
2) Click the ‘Related Actions’ link from the navigation bar.
3) Click the ‘Delete Project’ related action.
4) The ‘Application | Select Project to Delete’ form will display.
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5) Select the check box for a project you wish to delete from the application and then click the ‘Delete’
button which appears. You may only select one project at a time.
6) The ‘[Application ID] | Confirm Delete Project’ form will display. Click the ‘Delete’ button to confirm
project deletion or click ‘Cancel’ to return to the application ‘Related Actions’ menu without deleting
the project.
7) Click the ‘Yes’ button on the additional prompt message, ‘Are you sure you want to delete this
project?’ to confirm the deletion. WARNING: Deleted projects are not recoverable.
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8) The ‘Project | Deleted’ success message will display with the following confirmation message:
‘[Project ID] has been successfully deleted’. Click the ‘Close’ button to return to the ‘Related Actions’
menu.
5.2.1.10.12 Dashboard: Project Control Totals
To view the total funding associated with the Project, select the ‘Project Control Totals’ dashboard from
the Project Record
5.2.1.11 Related Action: Delete Application
An application can be deleted by FTA users and Recipient users with specific roles under certain statuses
in TrAMS using the Related Action: Delete Application. This related action can be found in the
Application Record.
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Note that once an application is deleted using this related action, it cannot be retrieved again and is
permanently deleted from TrAMS. The following table states the status of when an application or
amendment can be deleted by an FTA or Recipient user using the Related Action: Delete Application.
Table 1: Delete Application: Statuses and Users
User Type
Status
User Role(s) with Access to
Delete
FTA
- In-Progress
- In-Progress / Admin Amendment
- In-Progress / Returned to Grantee
- Transmitted / Ready for FTA Review
- Review Complete / Ready for FAIN
- FAIN Assigned / Ready for Submission
- Final Concurrence / Reservation
- Pre-Award Manager
- Post Award Manager
- Operations Director
- Planning Director
Recipient
- In-Progress
- Submitter
- Developer
To delete an application:
1. Click on the Record tab and select the application to be deleted
2. Click on related actions
3. Click on the link ‘Delete Application’
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4. The application details will be displayed along with options to cancel deletion or generate a
View/Print of the application. Click on the ‘Continue’ button.
5. A warning message will be displayed along with a confirmation checkbox. Click on the checkbox,
the ‘Delete’ button will become available. Click on the ‘Delete’ button to proceed with deletion.
The user can click on the ‘Back’ button if they do not wish to delete the application.
6. The deletion in-progress message for the application will be displayed. Click on the ‘Close’
button.
7. Click on the ‘My Work’ tab, a task for notification of the deleted application will appear.
8. Click on the task. A success message for the application deletion will displayed.
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9. Click on the ‘Close’ button to exit from the task. The task will no longer appear in the ‘My Work’
tab.
5.2.1.12 Related Action: Validate and Transmit Application
Once all projects for an application have been completed and have been successfully validated you will
be ready to send the application to the FTA for their initial review to take place. You will need to return
to the ‘Related Actions’ associated with the application. Both users with the Submitter and Developer
roles can transmit an application to FTA.
To validate and transmit an application:
1) Search and open the desired application/award.
2) Click the ‘Related Actions’ link from the navigation bar. A list of available related actions will show. If
in a project, go to the ‘Summary’ page and click on the FAIN hyperlink to return to the Application
‘Summary’.
3) Click the ‘Validate and Transmit Application to FTA’ related action.
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4) The system will display a form with validation results. The results may contain Critical Issues and
Warning Issues. Users must resolve any critical issues to proceed with validation and transmit.
Potential critical errors include, but are not limited to, missing Application details, missing Projects
and expired SAM Accounts. Potential warnings include, but are not limited to, expired Civil Rights
programs.
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5) Warnings only are displayed, they can be disregarded by clicking the ‘Continue with Warnings’
button.
6) Once all critical errors have been corrected, revalidate the application.
7)
If any of the projects in the application include the 5312-2 or 5312-3 funding sources, then an
additional question will be presented to the user. Select the Yes or No option to respond to the
question “If the Federal award requires a local share (match), do you need to request deferral of the
local share requirement?”.
a) If ‘Yes’ is selected, then the following statement will be displayed: “If yes, you must verify it
meets local share deferral requirements for the specific program and submit a letter with
written explanation for the deferred local share.”
A link to download the Letter Template to request for Local Match Deferral will also be
presented. The user can download and complete this letter and provide it to the pre-award
manager.
b) If ‘No’ is selected, then there will be no further action required by the user.
Once the user has answered the question the ‘Continue With Transmission’ button will become
available for the user.
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8) Click on the ‘Continue With Transmission’ button to continue. The ‘Application | Validated’ screen
will display. To proceed with submission, click the ‘Continue with Transmission’ button. If users are
not ready to transmit to FTA for initial review, click the ‘Close’ button to return to the ‘Related
Actions’ menu without transmitting.
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9) The ‘Application | Transmitted’ success screen will display. Click the ‘Close’ button to return to the
‘Related Actions’ menu.
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10) The ‘Summary’ page will update to show the new application status. The status bar will be set to
‘Initial Review / Concurrence’ and the application’s status field will have changed from ‘In-Progress’
to ‘Transmitted/Ready for FTA Review’.
5.2.1.12.1 Validate and Retransmit Application to FTA
If deficiencies are identified in the application by any FTA reviewers, the application will be returned to
the recipient for updates. An email will be sent to the recipient’s Point of Contact indicating that the
application has been returned. The status of the application will return to the ‘In-Progress’ status or to
‘In-Progress / Returned to the Grantee’ when returned following FAIN assignment.
The recipient may then:
•
•
•
View and respond to FTA comments from the Application Related Actions menu ‘Application
Review Comments’. See Related Action: Application Review Comments.
Have users with the Submitter or Developers roles edit the application.
o All actions available and editable during drafting of the application will be available.
o Changes made to projects will require project validation prior to resubmission.
o After correcting the application deficiencies, retransmit the application using the
‘Validate and Transmit Application to FTA’ related action.
WARNING: Changes to existing ALI(s) will not be permitted once the FAIN has been generated.
Projects within the application can no longer be deleted once the FAIN is assigned (InProgress/Returned to Grantee).
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5.2.1.12.2 TrAMS Validation Messages
The following table provides the system validation messages shown by TrAMS for the above Related
Action.
Application/Amendment Validation
Message Text
Reason
Critical Issues - This application cannot pass Application Validation and be transmitted to FTA for
review until these errors are corrected.
“This application has no associated projects.
Please add at least one project before continuing
(Add Project to Application Related Action).”
There are no projects associated to
application/amendment.
“The following projects in this application have
not passed Project Validation:
Please validate all projects in the application
before continuing (Project Record, Validate
Project Related Action).”
The projects associated to the
application/amendment have not been validated.
“This application is missing award details or
descriptions (Award Name, Award Type, Purpose,
Activities to be Performed, Expected Outcomes,
Intended Beneficiaries, or Subrecipient
Activities). Please fill out all award details/award
descriptions before continuing (Application
Details Related Action).”
The Application/amendment is missing an Award
Name, Award Type, Purpose, Activities to be
Performed, Expected Outcomes, Intended
Beneficiaries, or Subrecipient Activities.
“The Estimated Indirect Cost amount may not
exceed the FTA Funding Amount”
The Apply Estimated Indirect Costs related action
has not been completed.
“Your organization's SAM registration status is
Expired (Expiration Date: ).
Please visit the SAM website to update your
organization's registration status.”
Your recipient organization’s SAM status has
expired and needs to be renewed within SAM.gov
“This application has at least one project without
FTA funding. All projects must have FTA funding
before continuing (Navigate to the Project Budget Activity Line Items and Milestone Related
Action)."
One or more projects of the application has the
FTA Amount 0.
Warning Issues - This application can pass Application Validation with the following issues, but they
must be corrected prior to Award.
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“SAM Account Expires 30 Days. Your organization
[org_name] SAM registration status is within 30
days of expiration. It expires on [date]. Please
visit the SAM website and update this
organization's registration status.”
Your recipient organization’s SAM Status will
expire in 30 days or less and needs to be renewed
in SAM.gov
“Your organization has expired or incomplete
civil rights program compliances. Please update
your civil rights programs (Recipient Organization
Record, Civil Rights Information Related Action).”
Your recipient organization has at least one Civil
Rights program whose status is not equal to
“Concur” or “N/A.”
“Your organization has not approved C&A's for
Fiscal Year (Recipient
Organization Record, Certifications & Assurances
Related Action).”
Your recipient organization does not have
approved C&A’s for the current fiscal year.
“Submitting this application will result in a
deobligation of .”
This message will be displayed for an amendment
that will result in a deobligation amount.
5.3
Application Review, Award, and Execution
When a recipient has completed validation and transmission of an application, this marks the end of the
In-Progress phase. The application now moves to the Initial Review / Concurrence Phase. During this
phase, FTA users will conduct various reviews of the Application before it is returned to the recipient to
review and submit a finalized version.
During the next two phases, Final Concurrence and Obligation, FTA users will conduct another series of
reviews of the application and reserve funding before returning it to the recipient again.
At this point the application is in the Execution phase. This phase begins the with a task for the recipient
to execute the award.
Note: If the Application uses Pre-Award Authority, the recipient will receive a task to complete the initial
FFR before they receive a task to execute.
After validation and transmission, the application will be reviewed by FTA users for a few phases leading
up to execution. To learn more about how these phases and the Award Status are related, refer to
Application Phases & Application Status.
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5.3.1
Initial Review / Concurrence Phase
After FTA has completed its initial concurrence reviews for the application and the FAIN has been
generated, the submitter will receive a task to formally submit the application to FTA.
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5.3.1.1 Task: Review & Submit
After the FTA has completed their initial review of the Application and has assigned a FAIN to the
Application, FTA will return the Application to the recipient for formal submission. A ‘Task’ will be
assigned to users in the recipient organization with the Submitter role group. All Submitters will receive
an email notice indicating that a task has been assigned.
To complete the submit task:
1) Click the ‘Tasks’ tab to view a list of tasks for the Recipient user.
2) Select the ‘Review & Submit’ task for the Application.
3) Once the Submit Application for FTA Final Review form is displayed, click on “Accept” button at the
top to proceed. Click “Go Back” to return to the task queue.
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4) Once the “Accept” button is pressed, the user may proceed
Note: If the recipient organization’s SAM account is about to expire in 30 days or less, the recipient user
will see a banner on top of this task with a warning message.
Note: If the recipient organization’s SAM account is expired, the user will see a critical error message on
the task and will not be able to continue. The recipient must update the organization’s registration status
before they can move forward.
From this screen, the recipient user may:
•
•
•
•
Click on the “Close” button to return the task for later action.
Click on the “Submit to FTA” button to Submit the Application to FTA
Click on the “Request FTA Return Application” button to return the Application back to the PreAward Manager
Click on the “View/Print Application” to download the View/Print for the Application
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5) Submit to FTA: Click on the “Submit to FTA” to see the screenshot below. Enter the PIN number and
Click “Confirm” to submit the Application to the FTA.
6) Request FTA Return Application”: Click on the “Request FTA Return Application” to see the
screenshot below. Add comments in the comment box to return the Application back to the PreAward Manager.
7) View/Print Application: Click on the “View/Print Application” to see the screenshot below. Click the
link under the “View/Print Document” to download the View/Print for the Application.
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9) Once the Application is submitted, click the “Close” button on the Success screen.
(Add the success screen )
5.3.1.1.1
Recipient Return with Comments to FTA
Alternately, the Submitter may elect to return the Application to FTA with comments when completing
the Review & Submit task.
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1. Selecting the “Request FTA Return Application” option will take the Submitter to another form
to enter any comments for FTA related to the Application.
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2. The comments will be logged and the Application returned to the FTA Regional Pre-Award
Manager for review once again.
5.3.2
Final Concurrence, Obligation, and Execution
After a recipient has formally submitted the application, it enters the Final Concurrence phase in which
FTA conducts another series of reviews and reserves funds as necessary.
Note:
At any time during the Final Concurrence phase, the application can be returned to the
recipient. The recipient will receive an email notification that the application has been returned
and will need to transmit again after making any necessary changes. Refer to Related Action:
Validate and Transmit Application.
After the Final Concurrence phase, the application moves to the Obligation phase. During this phase,
FTA will obligate and award the application.
Finally, the application will enter the Execution phase in which a recipient user will be able to execute
the Award.
5.3.2.1 Execution Phase
5.3.2.1.1
Task: Complete Initial Federal Financial Report for Federal Award
When the Application is created, the recipient has the option to identify whether the Application uses
Pre-Award Authority or not. If the recipient chooses the ‘Yes’ option, this indicates that the Application
uses Pre-Award Authority and the next step after obligating / Awarding the Application will be for the
Recipient’s FFR reporter to complete the initial FFR.
To complete the Initial FFR task:
1) Click the ‘Tasks’ tab to view a list of tasks for the logged-in user.
2) Select the ‘Complete Initial Federal Financial Report for Federal Award ID No. [FAIN]’ task.
3) The ‘Federal Financial Report | Input FFR Values’ Click ‘Accept’ button to accept the task within the
‘You must accept this task before completing it’ prompt. Clicking the ‘Go Back’ button will return the
task to the group and make the task available to any other users in the recipient organization with
the FFR Reporter role.
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The Recipient Summary, Award Summary and FFR Summary sections are read-only. It displays
information about the Application in each of the appropriate sections.
The ‘Status Log’ section keeps track of the Status, Update Date and the user who last modified the FFR.
4) The Indirect Expense section consists of the ‘Type’ field that allows the user to select the expense
type (Fixed, Final, Predetermined, Provisional, N/A), a percentage rate, base amount, the expense
period, charge amount and the Federal Share amount. Populate each field with the appropriate
values.
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5) There are multiple editable and non-edible sections within the ‘Federal Financial Report (FFR) |
Input FFR Values’ form. Populate each field with appropriate data. Read-only fields fields that are
automatically calculated by the system will retain a value of ‘0’ until the ‘Calculate Totals’ button is
clicked at the bottom of the form. The remaining sections of the ‘Federal Financial Report (FFR) |
Input FFR Values’ form include:
A) Federal Cash on Hand at Beginning of Period: Consists of the Previous, Cumulative and This
Period fields. The ‘Previous’ field is a read-only field that is automatically populated based
on the Applications federal cash on hand from the previous period. The ‘Cumalitive’ field is a
read-only field that automatically calculates the sum of the ‘Previous’ and ‘This Period’
fields. Enter the federal cash on hand amount into the ‘This Period’ field.
B) Federal Cash Receipts: Includes the Previous, Cumulative and This Period fields. The
‘Previous’ field is a read-only field that is automatically populated based on the Applications
federal cash on hand from the previous period. The ‘Cumalitive’ field is a read-only field that
automatically calculates the sum of the ‘Previous’ and ‘This Period’ fields. Enter the federal
cash receipts amount into the ‘This Period’ field, if applicable.
C) Federal Cash Disbursements: The Previous, Cumulative and This Period fields are included
in this section. The ‘Previous’ field is a read-only field that is automatically populated based
on the Applications federal cash on hand from the previous period. The ‘Cumalitive’ field is a
read-only field that automatically calculates the sum of the ‘Previous’ and ‘This Period’
fields. Enter the federal cash disbursements amount into the ‘This Period’ field, if applicable.
D) Federal Cash on Hand at End of Period (A + B - C): Consists of the Previous, Cumulative and
This Period fields. The ‘Previous’ field is a read-only field that is automatically populated
based on the Applications federal cash on hand from the previous period. The ‘This Period’
is a read-only, system calculated field that sums the cumulative amount of sections A and B,
minus the cumulative amount in C. The ‘Cumalitive’ field is a read-only field that
automatically calculates the sum of the ‘Previous’ and ‘This Period’ fields.
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E) Total Federal Funds Authorized: Contains the read-only, Cumulative field that is populated
based on the Application’s total authorized federal funds.
F) Federal Share of Expenditures: Includes the Previous, Cumulative and This Period fields. The
‘Previous’ field is a read-only field that is automatically populated based on the Applications
federal cash on hand from the previous period. The ‘Cumalitive’ field is a read-only field that
automatically calculates the sum of the ‘Previous’ and ‘This Period’ fields. Enter the federal
share of expenditures amount into the ‘This Period’ field.
G) Recipient Share of Expenditures: Consists of the Previous, Cumulative and This Period
fields. The ‘Previous’ field is a read-only field that is automatically populated based on the
Applications federal cash on hand from the previous period. The ‘Cumalitive’ field is a readonly field that automatically calculates the sum of the ‘Previous’ and ‘This Period’ fields.
Enter the recipient share of expenditures amount into the ‘This Period’ field.
H) Total Expenditures (F + G): Sums up the cumulative amounts in sections F and G and
displays the total within section H. Both the ‘This Period’ and ‘Cumulative’ fields in this
section are read-only, system calculated fields.
I)
Federal Share of Unliquidated Obligations: Enter the Application’s federal share of
unliquidated obligations amount into the ‘Amount’ field
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J)
Recipient Share of Unliquidated Obligations: Enter the Application’s recipient share of
unliquidated obligations amount into the ‘Amount’ field.
K) Total Unliquidated Obligations (I + J): The amount field in section K is a read-only field that
is system calculated by summing up the amounts in section I and J.
L) Total Federal Share (F + I): Displays the Total Federal Share amount, which is system
calculated by summing up sections F and I.
M) Unobligated Balance of Federal Funds (E – L): Displays the Unobligated Balance of Federal
Funds amount, which is system calculated by subtracting section L from section E.
N) Total Recipient Share Required: Displays the Application’s total recipient share required in
the amount field.
O) Remaining Recipient Share to be Provided [N – (G + J)]: Contains the remaining recipient
share to be provided, which is system calculated amount based on the formula, section N
minus the sum of section G and J.
P) Federal Program Income on Hand at Beginning of Period: Enter the Application’s Federal
program income on hand at the beginning of the period.
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Q) Total Federal Program Income Earned: Enter the Application’s Total Federal Program
Income Earned amount.
R) Federal Program Income Expended in accordance with the deduction alternative: Enter
the amount for the Federal Program Income Expended in accordance with the deduction
alternative. The system will not allow users to enter values in both the R and T fields. Enter a
value in one or the other. If a value is entered in both, a validation will display, preventing
the user from advancing in the Pre-Award Application process.
S) Federal Program Income Expended in accordance with the addition alternative: This
section contains a read-only field that is automatically populated based on the Application’s
Federal Program Income Expended in accordance with the deductive alternative.
T) Federal Program Income Expended on allowable Transit Capital and Operating expsnes:
Cannot enter values in both R and T fields. Enter a value in one or the other. If a value is
entered in both, a validation will display, preventing the user from advancing.
U) Federal Unexpended Program Income [(P + Q - R) or (P + Q - S) or (P + Q – T)]: System
calculated section that is based on the the formula [(P + Q - R) or (P + Q - S) or (P + Q – T)].
The calculated amount depends on the fields populated by the user.
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6) Click the ‘Calculate Totals’ button once all input values are entered. The ‘Confirm FFR Data’ form is
displayed.
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7) Click the ‘Continue to Submission’ button and the ‘Federal Financial Report | Save’ success form is
displayed. Clicking the ‘Close Task’ button on the ‘Confirm FFR Data’ form will lead back to the Task
tab without submitting to FTA. Clicking the ‘Modify FFR Values’ button will lead back to the ‘Input
FFR Values’ form with updated system calculated values.
The Submit FFR screen is displayed after clicking the ‘Continue to Submission’ button.
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8) Enter Submission Remarks into the Recipient Remarks section. Recipient Remarks are required. If
there aren’t any remarks entered, a validation error will display, preventing the Application from
advancing .
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9) Click the ‘Save’ button and the ‘Federal Financial Report | Saved’ form is displayed. Clicking the Back
button will return to the ‘Confirm FFR Data’ page. The ‘Close Task’ button will return the task to the
Tasks tab without saving any changes to the Application.
10) Click the ‘Close’ button to return to the ‘Submit FFR’ screen.
11) Click the ‘Submit to FTA’ button on the ‘Submit FFR’ screen to continue with submission of the FFR
task to FTA. The ‘Federal Financial Report | Submitted’ page is displayed. The Recipient Official is
then assigned a task to execute the Award.
Note:
Once the initial FFR is submitted by the Recipient, a Post Award Manager will receive an
email notification stating that the initial FFR is ready for review.
5.3.2.1.2
Task: Execute Award
After the FTA has completed their reviews of the Application and obligated the funds for the Award, a
‘Task’ will be assigned to users with the Official role to execute the Award. The Official will receive an
email notice indicating that a task has been assigned.
Once the Application is obligated / Awarded, the progress bar is updated on the summary dashboard to
reflect that it is in the ‘Executed’ phase, as shown in the image below.
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When the Application is created, the recipient has the option to identify whether the Application uses
Pre-Award Authority or not. If the recipient chooses the ‘Yes’ option, this indicates that the Application
uses Pre-Award Authority and the next step after obligating / Awarding the Application will be for the
Recipient’s FFR reporter to complete the initial FFR. For steps on completing the initial FFR, see the
Initial FFR section of the appendix. Once the initial FFR is completed, the Recipient’s Official user can
execute the Award.
After FTA has completed their reviews of the Application, the Initial FFR is completed (if applicable), and
the funds have been obligated, a ‘Task’ will be assigned to users with the Official role to execute the
Award. All users with the Official role in the recipient organization will receive an email notice indicating
that a task has been assigned.
To complete the execute Award task:
1) Click the ‘Tasks’ tab to view a list of tasks for the logged-in user.
2) Select the ‘Execute Award for Federal ID Number [FAIN]’ task.
3) The system will prompt users to accept the task at the top of the Award Execution Summary form.
Click ‘Accept’ to accept the task within the ‘You must accept this task before completing it’ prompt.
Clicking the ‘No’ button will return the task to the group and make the task available to any other
users in the recipient organization with the Official role.
4) After accepting the ‘Execute Award’ task users will be able to:
1) View the Award Letter prior to executing
2) Execute the Award
3) Close the task to return it to the queue
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5) To View the Award Agreement select the ‘View Award Agreement’ button. The ‘Award | View
Award Letter for [FAIN]’ screen will display. Click on the ‘Award_Letter_FAIN’ hyperlink to open and
view the Award information. WARNING: Be sure to click the ‘Close’ button on the View-Print form
to be returned to the Execute Award task. Otherwise, users will have to wait 1 hour for the ViewPrint form to time-out and for the Execute Award task to be returned to users.
6) Click the ‘Continue to Execute’ button to execute the Award. The ‘Application | Execute Contract
Award’ screen will display. Provide the PIN number in the ‘User PIN’ field and click the ‘Execute
Award’ button to complete the Award execution. The Award status will change to ‘Active
(Executed)’ once this step has been successfully completed.
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Once the proper PIN is entered and the ‘Execute Award’ button is clicked, the following success screen
will display.
Now that the Award was successfully executed, the Progress Bar is updated to reflect that the
Application is now in the ‘Active’ phase. To access the Progress Bar, navigate to the Summary Dashboard
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within the Application record.
7)
Click the ‘Close’ button on the ‘Application | Award Execution Summary’ screen or the ‘Cancel’
button from the ‘Application | Execute Contract Award’ page to return the task and execute at a
later date.
5.3.3
Ad Hoc Related Actions for Application Review
5.3.3.1 Related Action: Execution & Award Summary
To view execution details and the Award agreement letter, select the ‘Execution & Award Summary’
from the ‘Related Action’ menu. This information is only available after an Application has been
Awarded.
1) Search and select an Award record as shown in Section 5.1 of this document,
2) Once Award record opens, click on the ‘Related Action’ tab.
3) Select ‘Execution & Award Summary’ from the list of options.
4) The ‘Award | View Execution Summary’ page will display showing:
a) Recipient Details, which includes ID and name of Recipient
b) Award Details, which includes the FAIN, reporting frequency and if there is pre-Award
authority
c) Award and Execution Details, which includes who Awarded and who executed the Award
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5) Click the ‘View Award Agreement’ button, which creates a hyperlink to a Word document. The
Word document shows Award information, terms and conditions along with funding information.
6) Click on the ‘AwardLetter_[FAIN]’ hyperlink to view the Award letter, or click the ‘Close’ button at
any time to return to the ‘Related Actions’ menu
5.3.3.2 Related Action: Award Funds Status
The ‘Award Fund Status’ Related Action allows a Recipient to view the financial details of an executed
Award such as obligation, deobligation, disbursement, refund and unobligated balance. All recipient
user roles can access this Related Action, which is available once an Award has a status of ‘Active’. The
‘Award Fund Status’ page is read-only for all users.
To view ‘Award Fund Status’ information:
1) Click the ‘Award Funds Status’ from the ‘Related Actions’ menu.
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2) The display will include:
a) Recipient Details
b) Award Details
c) Award Funding Summary
d) Award Funding – Account Class Code grid
e) Award Funding - Financial Purpose Code (FPC) grid
f)
Application Transaction History grid, which can be filtered by several drop down options.
Note: Each grid will display a small number of rows, use the arrow keys on the bottom of the grid to view
additional records. Arrows only appear when there are additional rows.
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Elements of Award Funding Summary:
a)
b)
c)
d)
If the Award has more than one fund source, a PO Number will populate for each source.
Obligation is the total amount of funds Awarded, original or as amended to add new funds.
Deolbigation indicates any scope code transfer removing funds from a funding source.
Disbursements indicate the amount of funds passed through FMS via ECHO or Delphi to the
Recipient.
e) Refund indicates any funds returned to FTA via ECHO or pay.gov.
f) Unliquidated Balance reflect the amount available to be disbursed against the original Award
obligation.
Elements of Award Funding – Account Class Code
a) The Account Class Code section details information for each obligation to include deobligation,
disbursement, refund and unliqudated balance.
b) This section includes information needed to complete drawdowns on Awards, including:
a. PO (Purchase Order) Number
b. Project Number
c. Cost Center
d. Scope Code/Name/Suffix
e. Account Class Code
c) Fiscal Year (first 4 digits), Section Code digits 7 and 8, following by a ‘limitation code’ to further
delineate the program funds.
a. FPC Code (TEAM Awards)
d) Unliquidated Balance specifies the amount of funds available for disbursement.
Note: TrAMS Awards; funds cannot be reallocated in a budget revision or amendment greater than the
amount available to the specific Scope Code Suffix as shown as Unliqudated Balance.
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Elements of Award Funding – Financial Purpose Code (FPC)
a) Financial information pertaining to each FPC used.
Elements of Application Transaction History
Application Transaction History shows all financial activities pertaining to the Application. This
section can be filtered by one of the options from the drop down menu:
a) FPC (e.g. 00, 01, 02, 04, 09)
b) Project Number (it must contain all numbers and dashes)
c) Scope Code
d) Transaction Type (Obligation, Authorized Disbursement, Disbursement, Refund)
The ‘Choose Filter Data’ option allows further drill down into a specific category based on the ‘Filter
By’ selection. This is a ‘type ahead’ function, and will auto populate available data. Start typing the
appropriate data in the Choose Filter Data field than select from the list of values that becomes
available. If entered information does not populate a list of values, there are no further options for
the Award.
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5.3.3.3 Related Action: Project Funds Status
Recipients may view their fund status from a Project level versus total Award level. To view the Project
fund status, the user will need to navigate to the Project record within an Application or Award. Once
users are in an Application or Award:
1) Select ‘Application Projects’ tab.
2) A grid will populate with a list of Projects. Only several will populate, if users have additional
Projects they may need to move the grid forward using paging at the bottom right of the grid. Users
can sort information in the grid using the column headers.
3) Click on the ‘Project Number’ , which is a hyperlink taking users to the Project record.
4) Select the ‘Related Actions’ tab.
5) Select ‘Project Funds Status’ from the menu options.
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6) The Project Funds page contains the following sections:
a) Recipient Details
b) Award Details
c) Project Details
d) Project Funding Summary grid
e) Project Funding - Account Class Code grid
f)
Project Funding - Financial Purpose Code (FPC) grid
g) Project Funding - Transaction History grid
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5.3.3.4 Related Action: Application Fleet Status
This related action is available for any Application / Award with rolling stock (fleet of buses, trains, etc.)
The information is determined by the fleet status at the time of Award execution. All users may view the
read-only fleet status information associated with an Application / Award they otherwise have access to.
1) From the Application or Award, click the Related Actions tab, select ‘Application Fleet Status’ from
the list.
2) ‘The Application Fleet Status’ form will display.
3) Select the ‘Close’ button to return to the ‘Related Actions’ menu.
5.4
Post-Award Reporting
5.4.1
Overview
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Recipients of FTA funding submit Milestone Progress Reports (MPR) and Federal Financial Reports (FFR)
on a periodic basis to show the status and progress of activities and funding expenditures on their
awards. The MPRs and FFRs are completed and submitted by the recipient within 30 days of the end of
the reporting period. The reporting period for MPRs and FFRs can be Annual, Quarterly or Monthly,
depending on the requirements for the award and/or funding program.
Submission of both MPRs and FFRs in TrAMS is task-based, which means that recipient users in the ‘MPR
Reporter’ and ‘FFR Reporter’ role groups will receive a task to complete and submit their MPR or FFR 30
days before a report is due. Once recipients submit their reports for FTA review, FTA Regional Office
staff with the ‘Post-Award Manager’ role may complete their reviews of the reports before the next
reporting period is over. Once a new reporting period has finished, FTA staff will no longer be able to
review reports from prior periods – those reports will now be read only.
5.4.1.1 FFR/MPR Reporting Cycle Timeframes
Table 1 - Quarterly FFR/MPR Reporting Cycle Timeframes
Quarterly FFR/MPR
Reporting Cycle
Months Covered
Task Issued
Due Date
Task Closes*
Quarter 1
Oct – Nov – Dec
January 1
January 30
March 31
Quarter 2
Jan – Feb - Mar
April 1
April 30
June 30
Quarter 3
Apr – May – June
July 1
July 30
September 30
Quarter 4
July - Aug - Sept
October 1
October 30
December 31
*Tasks are launched at 7:15 AM GMT; and Task closes and the period closes for FTA staff to review at
11:59 PM GMT. Tasks may not be modified after FTA has accepted the report. FTA regional and HQ staff
will review the reports and provide approval.
Table 2 – Annual FFR/MPR Reporting Cycle Timeframes
Annual FFR/MPR
Reporting Cycle
Months Covered
Task Issued
Due Date
Task Closes*
Federal Fiscal Year
October 1 to
September 30
October 30 of
the next fiscal
year
October 30 of
the next fiscal
year
September 30 of
the next fiscal
year
Example
October 1, 2017 to
Sept. 30, 2018
October 1, 2018
Oct. 30, 2018
Sept. 1, 2016
Note: Federal Fiscal Year is October 1 to September 30;
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*Tasks are launched at 7:15 AM GMT; and Task closes and the period closes for FTA staff to review at
11:59 PM GMT. Tasks may not be modified after the report has been accepted by FTA. FTA regional and
HQ staff will review the reports and provide approval
5.4.2
Search for FFRs and MPRs
5.4.2.1 Action: Search FFR and MPR for Review
To view MPR and FFR reports (in progress, submitted or reviewed), first navigate to the ‘Welcome’ tab.
To view read-only versions of previously submitted or draft FFRs and MPRs:
1) Click ‘Search FFR and MPR for Review’.
2) The ‘MPR and FFR Review | Search Criteria’ form will display. The following search fields can be used
to narrow down search for a specific report. Any required fields are marked with an asterisk.
a) The ‘Application/Award Fiscal Year’ field will limit the search to select report years.
b) The ‘Application/Award Status’ field will limit search based on the award status. Some example
statuses are: Active (Executed), In-Progress, or Closed.
c) Select whether the award is ‘Active’ or ‘Closed’ from the drop-down menu provided under the
‘Active / Closed Award(s)’ field.
d) Use the ‘Application Number’ field to enter a specific application/award number. User must
include the dashes and the amendment extension.
e) Select the ‘Report Type’ field to search for FFR or MPRs only, select ‘Any’ to retrieve both types.
*This is a required field.
f)
Select the ‘Report Status’ field to search for reports either ‘Work In Progress’, ‘Submitted’, ‘FTA
Review Complete’.
g) Select one or more check boxes for the ‘Report Period Type’ field. *This is a required field.
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Note: User must select “Initial” if they are searching for an initial report.
h) The corresponding report period selections on the right side of the screen will become active as
the check boxes are selected. User must select one or more report periods from the ‘Report
Period Annual,’ ‘Report Period Quarterly,’ and/or ‘Report Period Monthly’ fields. All activated
report period fields will require a selection.
Note: Selecting ‘Initial’ does not activate any Report Period lists. User must select the Initial box to
retrieve initial reports.
i)
Select a radio button option for the ‘Report Final’ field.
To search for reports within a given range of dates the user may use the ‘Period From’ field ‘Period To’
field to enter in a date or display a calendar picker to select a date from for the first date of a range.
Note: The ‘Clear Filter’ button on this form can be used at any time to wipe out all entered search criteria.
3) Apply the desired search criteria along with the required fields and click the ‘Search’ button.
4) The ‘MPR and FFR Review | Search Results’ form will be displayed with results in grid format.
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5) Select the check box for a report from the list and then click the ‘View Selected Report’ button to
access a read-only version of the report.
Note: Only one report may be selected and viewed at a time. User can sort information by clicking
on the header of any column (e.g. report period).
a) Click the ‘Back to Search’ button to return to the previous search criteria form if needed.
b) Clicking the ‘Cancel’ button returns users to the ‘Actions’ tab.
6) The selected FFR or MPR report title will display either:
a) ‘MPR and FFR Review | Federal Financial Report (FFR)’ or
b) ‘MPR and FFR Review | Milestone Progress Report (MPR)’.
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7) To view (and print) the report, click on the link displayed within the report. This will generate an
html view/print document that users can save or open.
8) Clicking on the ‘Close’ button on this form returns users to the previous search results.
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https://ftaconfluence.ad.dot.gov/display/TOM/User+Guides
9) Click the ‘View FFR’ or ‘View MPR’ button to view the related report.
10) If a matching report does not exist, users will be presented with the “There is no matching report”
message. Click the ‘Back’ button to return to the report view.
Note that reports submitted under TEAM can be viewed and printed by clicking on the link to the
applicable MPR or FFR document in the Document File Name column of the ‘Previous Federal Financial
Reports’ section. Both the MPR and FFR are included in a single document with a file name starting with
“MPR_Q .“ Only TEAM reports may also be found under the applicable Application Documents.
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5.4.3
Federal Financial Report (FFR)
5.4.3.1 Complete and Submit FFR
5.4.3.1.1
Task: Complete [Fiscal Year and Cycle] Federal Financial Report for Federal Award
ID No. [Application Number]
The completion of the Federal Financial Report is assigned as a task to the users with the ‘FFR Reporter’
user role.
The task to complete the FFR will be assigned 30 days prior to their due date. Users will receive a system
generated email notification that they have a task. The email goes to the FFR Reporter Group; therefore,
everyone with the FFR user role will receive the task. The task will allow the FFR Reporter to complete
and submit their Federal Financial Report.
A task will be issued for each active award. The number of Tasks assigned to a user will be visible next to
the ‘Tasks’ tab.
1) After the FFR Reporter successfully logs on, click the ‘My Work’ tab.
2) Select the task for the application and then accept the task. The format of the task reads; Complete
[FY] [Report Frequency] Federal Financial Report’ for Federal Award ID No.
3) The ‘Input FFR Values’ form will be displayed. You must accept the task to edit the fields.
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4) At any point, you may click the ‘Close Task’ button on this form to return to the ‘Tasks’ tab without
saving any changes and retain the task.
5) Complete the fields that need to be populated in the FFR.
6) Complete fields as needed under the ‘Indirect Expense’ section.
●
‘Type’ drop-down menu options include: ‘Provisional’, ‘Predetermined’, ‘Final’, ‘Fixed’ and
‘N/A’.
●
‘Rate’ field is a percent value.
●
‘Base’ field a dollar value.
●
‘Period From’ and ‘Period To’ fields allow the user to enter dates or display the date picker to
select dates.
●
‘Amount Charged’ is a dollar value field
●
‘Federal Share’ a dollar value field.
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7) Enter dollar values into the ‘This Period’ fields for the following sections on the form:
Note: TrAMS will auto populate any $ signs and commas when you click outside of the field.
a) ‘A. Federal Cash on hand at Beginning of Period’
b) ‘B. Federal Cash Receipts’
c) ‘C. Federal Cash Disbursements’
d) ‘F. Federal Share of Expenditures’
e) ‘G. ‘Recipient Share of Expenditures’
Note: You are allowed to type in negative numbers into any of the editable fields on the FFR. However,
calculated fields CANNOT be negative.
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Note: TrAMS calculates the total expenditures based on the award control totals.
8) You will also be able to enter dollar values into the ‘Amount’ fields for the following sections on the
form:
a) ‘I. Federal Share of Unliquidated Obligations’
b) ‘J. Recipient Share of Unliquidated Obligations’
c) ‘K. Total Unliquidated Obligations’
d) ‘L Total Federal Share’
e) ‘M. Unobligated Balance of Federal Funds’
f)
‘N. Total Recipient Share Required’
g) ‘O. Remaining Recipient Share to be Provided’
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Note: The total recipient share is derived from the award control total at the time the FFR is generated.
h) ‘P. Federal Program Income on Hand at Beginning of Period’
i)
‘Q. Total Federal Program Income Earned’
j)
‘R. Federal Program Income Expended in Accordance with the Deduction
Alternative’
k) ‘S. Federal Program Income Expended in Accordance with the Addition
Alternative’
l)
‘T. Federal Program Income Expended on Allowable Transit Capital and
Operating Expense’
m) ‘U Federal Unexpanded Program Income’
9) Once you have completed entering all details, click the ‘Calculate Totals’ button.
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On June 21, 2018, FTA made a modification to the FFR report form rules; it no longer allows the
calculated value of Line D to be negative (see Note below). Please be aware that FFRs submitted
before this date may show negative amounts.
Note: To avoid system validation errors while entering dollar values into the ‘This Period’ and ‘Amount’
fields, you must keep the following rules in mind for the FFR:
The sum of the value displayed under the ‘Cumulative’ field in ‘G. Recipient Share of Expenditures’ and
the value provided for ‘J. Recipient Share of Unliquidated Obligations’ must be less than or equal to the
value displayed for ‘N. Total Recipient Share Required.’
You cannot input values in both ‘R. Federal Program income expended in accordance with the deduction
alternative’ and ‘T. Federal Program income expended on allowable transit Capital and operating
expense.’ You will be allowed to enter a value for only one of these fields.
Each of the separate values entered for ‘A. Federal Cash on hand at Beginning of Period,’ ‘B. Federal
Cash Receipts,’ ‘C. Federal Cash Disbursements,’ ‘F. Federal Share of Expenditures,’ and ‘I. Federal Share
of Unliquidated Obligations’ cannot be greater than ‘E. Total Federal Funds Authorized.’
The calculated value of ‘D. Federal Cash on hand at End of Period (A + B - C)’ cannot be negative.
The calculated value of ‘O. Remaining Recipient Share to be provided [N - (G + J)]’ cannot be negative.
10) The system will display the ‘Confirm FFR Data’ form. If you wish to return to the previous ‘Input FFR
Values’ form to make changes, click on the ‘Modify FFR Values’ button. If the User navigates away
from the task, a new task to Review FFR will be displayed on the My Work page.
5.4.3.1.2
Task: Review FFR - [Fiscal Year and Cycle] Federal Financial Report for Federal
Award ID No. [Application Number]
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11) Sections ‘A’ to ‘U’ will display the data entered in the previous step.
12) Once you have finished entering information for the FFR, click the ‘Continue to Submission’ button.
13) The ‘Submit FFR’ form will be displayed. Use the ‘Back’ button at the bottom of the form if you wish
to return to the previous form.
14) Enter any comments for FTA into the ‘Submission Remarks’ field and then click the ‘Submit to FTA’
button to proceed. The ‘Save’ button can be used to save the comments entered into the
‘Submission Remarks’ field. This is a required field.
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15) The ‘Submitted’ form will be displayed with the following confirmation message: ‘Federal Award ID
Number [FAIN #] FFR for [FY] [Report Frequency] has been submitted to FTA.’
16) Click the ‘Close’ button. The system returns you to the ‘Tasks’ tab and the task link will now be
removed from the task list.
5.4.4
Milestone Progress Report (MPR)
5.4.4.1 Task: Complete and Submit MPR
To complete the Milestone Progress, Report the user must have the ‘MPR Reporter’ user role.
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The task to complete the MPR will be assigned 30 days prior to their due date. Users will receive a
system generated email notification that they have a task. The email goes to the MPR Reporter Group;
therefore, everyone with the MPR user role will receive the task. The task will allow the MPR Reporter
to complete and submit their Milestone Progress Report. A task will be issued for each active award.
The number of tasks assigned to a user will be visible next to the ‘My Work’ tab.
1) After the MPR Reporter successfully logs on, click the ‘My Work’ tab.
2) Select the task ‘Complete [FY] [Report Frequency] Milestone Progress Report’ for the application.
The form will populate; accept the task to complete the report.
3) The ‘Milestone Progress Report (MPR) | Summary’ form fields will display.
4) At any point, you may click the ‘Close Task’ button to return report to the ‘Tasks’ tab without saving
any changes and retain the task.
5) The Report Begin Date – is the date that the period for which activities being reported on begins.
Example: the beginning date for Q2 reports in FY18 would begin on January 1, 2018.
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6) The Report End Date – is the date that the period for which activities being reported on ends.
Example: the end date for Q2 reports s for FY18 would end on March 30, 2018.
7) The Report Due Date – is the date that the reports are due. Example: the due date for Q2 reports in
FY18 is April 30, 2018. However, the task will still be available in TrAMS up through the date when
the task closes (in this example is June 30, 2018).
Note: TrAMS will pre-select the ‘Final Report’ radio button based on the whether the report is final or
not. The final button is auto populated once a closeout is created. Users cannot select this radio button.
8) Enter comments into the ‘MPR Overview Remarks’ field to provide details about overall progress of
the award scope of work. This is a required field and the field length is limited to 255 characters.
9) Review all line items displayed under the ‘List of Line Items’ grid. Any value greater than zero under
the ‘Number of Milestones Pending’ column indicates pending milestone(s) (this means the last
estimated date passed during the reporting cycle and it must be updated). The user must provide an
appropriate ‘Actual Completion Date’ or ‘Revised Estimated Completion Date’.
Note: A milestone is considered ‘Pending’ if one of the following is true:
●
The ‘Original Estimated Completion Date’ expired on or before the ‘Report
Period End Date’
●
There is no ‘Actual Completion Date’ indicated yet; and the milestone is
before the ‘Report Period End Date’
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●
The ‘Revised Estimated Completion Date’ expired on or before the ‘Report
Period End Date’
10) Select the check box for an activity line item with a pending milestone to display the activity
information and milestones.
11) The form will expand to display the ‘Line Item Details,’ ‘FTA Funding Information,’ and ‘Milestones’
sections.
12) To update Pending Milestones, select the checkbox associated with milestones whose estimated
dates are in the past in relation to the ‘Report Period End Date’ (ex. if the report period end date is
3/31/2016 all milestones with estimated dates that are earlier than 3/31/2016 will be considered
pending and will need to be updated).
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a) Enter either a revised estimated completion date or an actual completion date.
b) Enter Milestone Progress Comments
c) Select ‘Save All Changes’ button (this button saves information and keeps you on the page)
Each milestone can only have one date – either a new Revised Estimated Completion Date or an Actual
Completion Date.
Revised Estimated Completion Date must be a date in the future of the ‘Report Period End Date’; Actual
Completion Date must be on or before the ‘Report Period End Date’.
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If you enter invalid values for Revised Estimated Completion Date (i.e. a date in the past) or for Actual
Completion Date (i.e. a date in the future), the system will display an error message indicating the issue
with the entered date.
The Revision number field on the MPR task is a system generated number that increments per milestone
per reporting cycle. For example, if the revision number field displays a “6 “, that is the sixth MPR task
for that specific grant, where an existing milestone has been present on a single ALI.
13) To add a new milestone to the activity, click the ‘Add New Milestone’ button. The form will expand
further to display the ‘Add New Milestone’ section:
a) Enter a name for the milestone into the ‘Name’ field.
b) Click in either the ‘Estimated Completion Date’ or the ‘Actual Completion Date’ field to enter a
date or display the date picker to select a date from. You may only enter a date in one field.
c) Enter a comment about the milestone into the ‘Detailed Description’ field. This is a required
field.
d) Once you have completed entering information in all fields, click the ‘Save All Changes’ button
and you will be returned to the ‘Milestones’ grid.
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14) Click on the ‘Continue to Submission’ button to proceed with the next step in completing the MPR.
a) If you have made changes but wish to return to the form at a later date, you can close the task
by clicking on ‘Close Task’. When you return to the task all saved changes will display.
15) The ‘Submit MPR’ form will be displayed. Use the ‘Back’ button at the bottom of the form if you
wish to return to the previous form. The ‘Save’ button can be used to save the comments entered
into the ‘Submission Remarks’ field. Enter any comments for FTA into the optional ‘Submission
Remarks’ field and then click the ‘Submit to FTA’ button to proceed.
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16) The ‘Submitted’ form will be displayed with the following confirmation message: ‘Federal Award ID
Number [FAIN #] MPR for [FY] [Report Frequency] has been submitted to FTA for review.’
17) Click the ‘Close’ button. The system returns you to the ‘Tasks’ tab and the task link will now be
removed from the task list.
5.5
Post-Award Management
Activity conducted after a grant is award is considered post-award management. These activities consist
of budget revision, amendment, reporting and close out.
A budget revision can be initiated by the Recipient for changes to an award, as long as the change does
not include new scope codes or funding amounts. For changes to the scope codes or funding amount,
the Recipient may initiate an amendment. When an amendment has been initiated, TrAMS will send the
request through a full cycle of FTA reviews and approvals similar to the initial grant approval process.
For a change to, modify terms and conditions or make funding adjustments, an FTA user will initiate an
Administrative Amendment.
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5.5.1
Budget Revisions
A budget revision is any change to an award that has an impact on the budget allocation of the original
award. A budget revision may be a transfer of funds within a project scope or between existing ALIs
within an approved award. It could also include the addition or deletion of an ALI.
The function of a budget revision is to allow the transfer of funds within or across existing project scope
codes and budget activity line items (ALIs), add additional ALIs, or make updates to Application Details
(narrative, performance end date, OMB questions).
5.5.1.1 User Roles
Users with the “Developer” or “Submitter” role can initiate a budget revision.
5.5.1.2 Budget Revision Workflow
Once a budget revision is initiated, the award status is moved to ‘Active / Budget Revision In-Progress’.
No other types of revisions (Amendments or Closeout Amendments) may be initiated until the award is
back in an ‘Active (Executed)’ status.
Budget revisions are reviewed and approved by FTA staff in the Regional Post-Award Manager user role.
FTA may reject the budget revision and return it to the recipient for additional modifications. Following
approval of the budget revision, FTA staff may need to take additional steps within TrAMS to align
obligated funds to the new budget. Upon completion of FTA actions, the award will return to the ‘Active
(Executed)’ status.
The award must be back in Active status before any additional drawdowns can be made against the
revised budget. Recipients should wait three (3) to five (5) business days after budget revision approval
to seek a drawdown.
The following is the general workflow of a budget revision:
Recipient Creates Budget Revision
Modify and/or Add ALI
Update Award/Project Narratives and Extended Budget Description
Validate All Projects
Validate and Submit to FTA
Post-Award Manager reviews and approves Budget Revision
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5.5.1.3 Budget Revision Creation and Submission
5.5.1.3.1
Related Action: Create Budget Revision
To create a ‘Budget Revision’ users must be logged on with the ‘Submitter’ or ‘Developer’ user roles and
the Award must be in the ‘Active (Executed)’ status.
1) Locate the Award, and select the ‘Related Actions’ tab.
2) Click the ‘Create Budget Revision’ Related Actions.
3) Select one or more of the following budget revision reasons (required).
a) Modify FTA Funding Across Existing Scopes
b) Modify FTA Funding Within Existing Scope
c) Modify Non-FTA Funding for Existing Scopes
d) Modify Quantities for Existing ALI
e) Modify Period of Performance End Date
4) Provide an explanation for the change
5) Click ‘Create Budget Revision’ to initiate the budget revision process
6) Click ‘Cancel’ to return to the ‘Related Actions’ page without creating a budget revision
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7) A success message will be displayed following the successful initiation of a budget revision.
8) Select the Close button to return to the Related Actions list.
Note:
To modify the period of performance end date, use the ‘Related Actions’ tab from the top bar
and select “Application Details” from the main menu. Enter the period of performance end
date. The end date must be greater than or equal to the application created date.
5.5.1.3.1.1 Error Messages while Creating a Budget Revision
1) If the recipient organization’s SAM status is about to expire in 7 days or has expired, the user will
be presented with a critical error and not be able to create a budget revision unless they renew
their SAM account in SAM.gov.
2) If the recipient organization’s SAM status is about to expire within 30 days, the user will see a
warning message to renew their SAM registration. The user will be able to move forward with
creating a budget revision.
3) Recipient users may encounter error messages when the active award has a pending Budget
Revision or a pending amendment. The system will populate an error message indicating the
applicable pending action. For example:
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a. For budget revisions, user can confirm if a pending action by reviewing the related action
menu option Budget Revision History.
b. For amendments, users can determine if a there is a pending action by searching for the
application without the amendment extension (-00 or 01, etc...). In the example below,
award 00 is inactive; the active award is 01 and amendment 02 is in review; once
amendment 02 is approved, amendment 01 will move to the “Active Award/ Inactive
Amendment” status.
4) The Budget Revision remarks field is limited to 450 characters. If the grantee exceeds the character
limits (including spaces) the system will reject the create budget revision function.
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5) The information in the ‘Award | Budget Revision Details’ form can be modified as several points
during the creation and during the review process. The grantee will be presented with the same
form again prior to submission, and can be edited at that time.
6) Users should be aware of the below:
i)
The ‘Budget Revision Reasons’ field requires at least one selected check box
ii) The Budget Revision Description field does not accept certain special characters; it is best to
avoid bullets and $ signs.
iii) The Budget Revision Description will display in the Budget Revision View Print History Grid
once created. The information should be concise. It is preferred that the detailed budget
revision information is incorporated into Executive Summary.
iv) If there is a pending action on the award, the grantee will not be able to create a new
budget revision until the prior action is completed or deleted. Refer to the Related Action:
Delete Budget Revision.
5.5.1.3.2
Related Action: Budget Revision Activity Line Items
When modifying Budget Activity Line Items (ALIs) in TrAMS, the display fields and options available vary
slightly for applications that were originally created in TEAM or TrAMS. Separate sections are included
to address the different business rules that apply to TEAM and TrAMS awards.
5.5.1.3.2.1 Budget Revision Activity Line Items (TrAMS Award)
To modify the budget ALIs for an application
1) Select the Related Actions tab from the Application/Award level.
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2) Click the ‘Budget Revision Activity Line Items’ option.
3) The ‘Manage Budget Revision Activity Line Items and Milestones’ form will be displayed. The ALIs
associated with the application are shown in the ‘Existing Line Items’ section.
4) At any point, you may click the ‘Close’ button to return to the ‘Related Actions’ menu without
saving any changes.
5) Add new ALIs to an existing Project
a) Click on the ‘Add Line Item’ button
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b) The ‘Project Selection for Add Line Item’ form will be displayed. Use the provided drop-down
menu to select a project to add ALIs to and then click the ‘Continue’ button.
c) The ‘Add New Budget Activity Line Items (ALIs)’ form will be displayed.
d) Click the ‘+Add Item’ link to begin adding a new line item.
Note:
The available selection of scope codes and funding sources for any new ALIs added to the
project(s) during the budget revision will be limited to selections made in the latest approved
award.
6) Clicking the ‘Cancel’ button will return you to the ‘Manage Budget Revision Activity Line Items and
Milestones’ form without saving any changes. The system will provide a warning prompt for
confirmation before returning you to the previous screen.
7) The ‘New Budget Activity Line Items (ALIs)’ section will create a new grid row and display
selectable fields each time the ‘+Add Item’ link is clicked. Click the ‘DEL’ link if you wish to delete
an ALI that you added to the grid.
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8) Select a Scope Code from the drop-down menu provided under the ‘Scope Code / Name’ field.
a) Select an activity type for the selected scope from the drop-down menu provided under the
‘Activity Type’ field.
b) Select a line item name or number from the drop-down menu provided under the ‘Line Item
Number/Line Item Name’ field
c) Click the ‘Finish’ button to add all new ALIs that have been completed to the project and return
to the ‘Manage Budget Revision Activity Line Items and Milestones’ form.
9) To update new or existing budget ALIs for a project:
a) Select the check box for an ALI to modify from the grid under ‘Existing Line Items’. The form will
expand below the grid to include the following sections for the selected line item:
•
‘Line Item Scope’
•
‘Line Item Details’
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•
‘FTA Funding Information’
•
‘Non-FTA Funding Information’
•
‘Rolling Stock Information’
•
‘Milestones’
b) Update the Line Items as needed
Note:
There is no longer a ‘Zero Out Line Item’ button. If you need to bring an ALI down to a zero
dollar amount. Enter a ‘$0’ into the field. (Do not simply wipe out the amount, you must
replace the amount with a zero dollar amount.) To support the reduction in ALI, type a
notation in the Extended Budget Description section. The milestones can be corrected with
actual dates during the next reporting cycle referencing this revision action.
10) Update the ‘Line Item Scope’ section as needed:
a) Update the line item’s name in the ‘Custom Line Item Name’ field, if needed. .
11) Update the ‘Line Item Details’ section as needed:
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a) Update the quantity in the ‘Revised Quantity’ field with the desired number. This is an integer
field and must be a whole number.
b) Update the original extended budget description in the ‘Updated Extended Budget Description’
field with the desired text.
c) Select either the Yes or No option to respond to the question, “Will 3rd Party contractors be
used to fulfill this activity line item?”
12) Update the ‘FTA Funding Information’ section as needed:
a) Update the original FTA funding amount in the ‘Revised FTA Funding Amount’ field with the
revised amount. This is an integer field and must be a whole number. The ‘Revised Total Eligible
Cost’ field will update accordingly.
13) Update the ‘Non-FTA Funding Information’ section as needed:
a) Update any existing values in fields with the desired amounts. These are all integer fields and
must be whole numbers. The ‘Revised Total Eligible Cost’ field will update automatically.
i)
If the budget revision changes the local match ratios, the overall award level control totals
and subsequent FFR will NOT update automatically as it does on the ALI level. Consider an
Amendment.
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Note:
The ‘Rolling Stock Information’ section is only shown when a rolling stock line item exists in
the project with a selected activity line item.
14) Update the ‘Rolling Stock Information’ section as needed:
a) Select a vehicle condition from the drop-down menu provided for ‘Vehicle Condition’.
b) Enter a vehicle size into the ‘Vehicle Size’ field.
c) Select the vehicle’s fuel type from the drop-down menu provided under the ‘Fuel’ field.
15) The ‘Milestones’ section will be read-only if an existing line item is selected. You cannot update
existing milestones during a budget revision.
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16) Update the ‘Milestones’ section if you have selected a new ALI that was added to the budget
revision. Update the Milestones’ section if you have selected a new ALI that was added to the
budget revision.
17) Once you have completed all the sections related to the selected ALI from the grid, you will have
the following options:
a) Click on the ‘Save Line Item’ button to save all information for the selected ALI and click
‘Close’ button to return to the ‘Manage Budget Revision Activity Line Items and Milestones’
form, or
b) Click on the ‘Delete Line Item’ button to delete the selected ALI from the project. This is only
applicable to ALIs that were created during this budget revision.
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c) Click on the ‘Cancel’ or ‘Close’ button to exit out of the form without saving changes for the
selected ALI. You will be returned to the ‘Related Actions’ menu.
18) Repeat previous steps to update the remaining ALIs in the grid as needed. The status for each ALI
will change from ‘In-Progress’ to ‘Complete.’ The status of ‘Complete’ is required for all ALIs on the
project in order to validate and mark the project as ready for FTA review.
19) Any new ALI must be associated with an environmental finding.
5.5.1.3.2.2 Budget Revision Activity Line Items (TEAM Award)
To modify the budget ALIs for a TEAM award:
1) Select the Related Actions tab, and
2) Click ‘Budget Revision Activity Line Items’ from the menu options.
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3) The ‘Manage Budget Revision Activity Line Items and Milestones’ form will be displayed. The ALIs
associated to the project are listed and displayed in grid format under the ‘Existing Line Items’
section.
Note:
At any point, you may click the ‘Close’ button to return to the ‘Related Actions’ menu without
saving any changes.
4) Click on the ‘Add Line Item’ button to add ALIs to this project.
5) The ‘Project Selection for Add Line Item’ form will be displayed. Use the provided drop-down menu
to select a project to add ALIs to and then click the ‘Continue’ button.
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6) The ‘Add New Budget Activity Line Items (ALIs)’ form will be displayed. Click the ‘+Add Item’ link to
begin adding a new line item. Note that your selection of scopes and funding sources for any new
ALIs added to the budget revision’s project will be limited to selections made in the original award.
7) Clicking the ‘Cancel’ button will return you to the ‘Manage Budget Revision Activity Line Items and
Milestones’ form without saving any changes. The system will provide a warning prompt for
confirmation before returning you to the previous screen.
8) The ‘New Budget Activity Line Items (ALIs)’ section will create a new grid row and display selectable
fields each time the ‘+Add Item’ link is clicked. Click the ‘DEL’ link if you wish to delete an ALI that
you added to the grid. (A validation message appears indicating that all three fields must be
completed before the form can be saved).
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9) Select a scope code from the drop-down menu provided under the ‘Scope Code / Scope Name’ field.
10) Select an activity type for the selected scope from the drop-down menu provided under the ‘Activity
Type’ field.
11) Select a line item name or number from the drop-down menu provided under the ‘Line Item
Number/Line Item Name’ field (The validation message disappears and a checkmark appears in the
status box which indicates that the form can be saved and the user can move forward).
12) Click the ‘Finish’ button to add all new ALIs that have been completed to the project and return to
the ‘Manage Budget Revision Activity Line Items and Milestones’ form.
To update new or existing budget ALIs for a project:
13) Select the check box for an ALI you wish to modify from the grid under ‘Existing Line Items’. The
form will expand below the grid to include the following sections for the selected line item:
a) Line Item Scope
b) Line Item Details
c) Funding Information
d) Rolling Stock Information
e) Milestones’
Note:
There is no longer a ‘Zero Out Line Item’ button. If you need to bring an ALI down to a zero
dollar amount. Enter a ‘$0’ into the field. (Do not simply wipe out the amount, you must
replace the amount with a zero dollar amount.) Add notations in the extended budget
description. The milestone can be corrected with actual dates during the next reporting cycle
referencing this revision action.
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14) Update the ‘Line Item Scope’ section as needed:
a) Update the line item’s name in the ‘Custom Line Item Name’ field with the desired text.
15) Update the ‘Line Item Details’ section as needed:
a) Update the quantity in the ‘Revised Quantity’ field with the desired number. This is an integer
field and must be a whole number.
b) Update the original extended budget description in the ‘Updated Extended Budget Description’
field with the desired text.
c) Select either the Yes or No option to respond to the question, “Will 3rd Party contractors be
used to fulfill this activity line item?”
16) Update the ‘Funding Information’ section as needed:
TEAM-created applications will only display fields for Award FTA Funding Amount, Award Non-FTA
Amount, and Award Total Eligible Cost. Only the FTA Funding Amount and Total Eligible Cost fields are
editable in a Budget Revision for a TEAM Award.
a) Update the original FTA funding amount in the ‘Revised FTA Funding Amount’ field with the
revised amount. This is an integer field and must be a whole number. The ‘Revised Non-FTA
Amount’ field will update accordingly.
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b) Update the original award’s total eligible cost in the ‘Revised Total Eligible Cost’ field with the
revised amount. This is an integer field and must be a whole number. The ‘Revised Non-FTA
Amount’ field will update accordingly.
17) Update the ‘Rolling Stock Information’ section as needed:
a) Select a vehicle condition from the drop-down menu provided under the ‘Vehicle Condition’
field.
b) Enter a vehicle size into the ‘Vehicle Size’ field.
c) Select the vehicle’s fuel type from the drop-down menu provided under the ‘Fuel’ field.
Note:
The ‘Rolling Stock Information’ section is only shown when a rolling stock line item exists in
the project and has been selected.
18) The ‘Milestones’ section will be read-only if an existing line item is selected. Update the ‘Milestones’
section if you have selected a new ALI that was added to the budget revision.
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19) Once you have completed all the sections related to the selected ALI from the grid, you will have the
following options:
a) Click on the ‘Save Line Item’ button to save all information for the selected ALI and return to the
‘Manage Budget Revision Activity Line Items and Milestones’ form, or
b) Click on the ‘Delete Line Item’ button to delete the selected ALI from the project. This is only
applicable to ALIs created during this Budget Revision.
Note:
There is no longer a ‘Zero Out Line Item’ button. If you need to bring a ALI down to a zero
dollar amount. Enter a ‘$0’ into the field. (Do not simply wipe out the amount, you must
replace the amount with a zero dollar amount.) Add notations in the extended budget
description. The milestone can be corrected with actual dates during the next reporting cycle
referencing this revision action.
or
c) Click on the ‘Cancel’ button to exit out of the form without saving changes for the selected ALI.
You will be returned to the ‘Related Actions’ menu.
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20) Repeat previous steps to update the remaining ALIs in the grid as needed. The status for each ALI
will change from ‘In-Progress’ to ‘Complete.’ The status of ‘Complete’ is required for all ALIs on the
project in order to validate and mark the project as ready for FTA review.
5.5.1.3.3
Related Action: Current Budget Change Log
To view the most current Budget Change Log for a budget revision:
1) From the Application/ Award, select Related Actions tab
2) Select the ‘Current Budget Change Log’ related action from the menu
3) The ‘Budget Revision | Budget Change Log’ form will display in read only.
a) It will only display the individual ALIs which were modified, and the change amounts.
b) The Change log will display the cumulative amounts by Scope Code (this is not the source to
determine if it satisfies FTA guidance for a budget revision or amendment).
c) The Award Funding Summary must have a zero difference.
4) Click the ‘Close’ button to return to the ‘Related Actions’ menu.
Note: The Change Log only displays while the budget revision is available through FTA’s review.
Once approved, the change log is no longer visible to the recipient or FTA.
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5.5.1.3.4
Related Action: View-Print Budget Change History
Recipients may review past budget revisions by selecting the ‘View Print Budget Change History’ under
the Related Actions tab.
1) Go to the Award level Related Actions tab.
2) Click ‘View-Print Budget Change History’ from the menu options.
3) Select the checkbox for the budget revision to review and click the ‘View Print’ button.
Note: Revision number ‘0” is the original award or the initial budget of an approved amendment.
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The status will be pending until FTA approves the revision request. If the budget revision status is
approved, confirm that the latest amendment is Active (Executed) to determine if the overall award
is in Active Status.
4) Click on the ‘View Print Budget Revision – [FAIN]’ hyperlink to see the changes made during the
budget revision.
5) Click the ‘Close’ button to return to the ‘Related Actions’ menu.
Note:
The format for your view print will be dependent on the browser you are using. You may need
to format the document to landscape and legal to more easily see information displayed.
5.5.1.3.5
Related: Action: Modify Budget Revision Details
At any point after having initiated a budget revision and while the Award status is ‘Active/Budget
Revision In-Progress’, the recipient may modify the Budget Revision Details information.
To modify the Award details as part of a budget revision:
1) Go to the Award level Related Actions tab
2) Click the ‘Modify Budget Revision Details’ from the menu options.
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3) The ‘Budget Revision Details’ form will be displayed.
4) Edit any previously entered details for the budget revision, such as Budget Revision Information or
the Budget Revision Description section.
5) Click the ‘Submit’ button to save changes and be returned to the ‘Related Actions’ menu.
6) At any point, you may click the ‘Cancel’ button to return to the ‘Related Actions’ menu without
saving any changes.
5.5.1.3.6
Related Action: Validate and Submit Budget Revision
Before you can validate and submit your budget revision, be sure that all associated projects have been
successfully validated. Validation checks are used to confirm all parts of the action are complete. The
system will identify what needs to be corrected when attempting to submit the budget revision.
The recipient with the ‘Submitter or Developer’ role may submit the budget revision to FTA for review
and approval.
1) From the ‘Related Actions’ menu click ‘Validate and Submit Budget Revision’
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2) Step 1 of the Budget Revision submission, the system will give user an opportunity to update project
specific information (Narratives, Environmental Findings, or Documents) before proceeding to
Submission. You can click on the hyperlink of the project to proceed to the record and make
changes. If you already made all corrections, click ‘Continue with Submission’ button to proceed to
the next submission step.
3) In Step 2, the system asks the user if the budget revision will change the size or physical
characteristics of the activity line items. You are confirming that this question satisfies FTAs Circular
5010 guidelines for a budget revision. You must select either Yes or No to the question and click
‘Continue with Submission’.
4) In Step 3, the system allows the user to review the budget revision details and make final edits to
the Revision Reason and Revision Description fields. The user may enter remarks into the
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‘Submission Remarks’ field. (These remarks will be viewable by the FTA Post-Award Manager when
the Budget Revision is received).
5.5.1.3.6.1 TrAMS Validation Messages
The following table provides the system validation messages shown by TrAMS for the above Related
Action.
Budget Revision Validation
Message Text
Reason
Critical Issues - The budget revision cannot be submitted to FTA for review until these errors are corrected.
“The budget revision does not have a difference
amount of $0 for the following FTA funding
sources. The FTA funding amounts included in the
award must remain the same in a budget
revision.
”
The FTA funding source amounts for the budget
revision do not equal the approved award
amounts (difference is not equal to $0).
“The following projects in this application have
not passed Project Validation:
The projects associated to the budget revision
application have not been validated.
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Please validate all projects in the application
before continuing (Project Record, Validate
Project Related Action).”
“Your organization's SAM registration status is
Expired (Expiration Date: ).
Please visit the SAM website to update your
organization's registration status.”
Your recipient organization’s SAM status has
expired and needs to be renewed within SAM.gov
5.5.1.4 FTA Review of Submitted Budget Revisions
The FTA awarding office will review budget revisions and either approve or disapprove the request.
FTA may return the budget revision request to the recipient for additional information or corrections. If
returned, the revision will revert to ‘Active / Budget Revision In-Progress’ status in the system.
Once the revision is approved, FTA must complete either a scope code transfer (TrAMS Award) or FPC
transfer (TEAM Awards) to complete the financial transaction of the budget revision, if appropriate.
Once the FTA office has approved the Budget Revision, and completed the financial action, the award
will return to an ‘Active (Executed)’ status.
Recipients are reminded to wait at least three to five business days after approval to ensure the financial
transactions have passed through all of FTAs financial management systems (FMS).
5.5.1.5 Additional Ways to Check the Change in Period of Performance End Date
If the Budget Revision is created to modify the Period of Performance End Date, user can check the
following sections that displays ‘Period of Performance End Date’ in the read only format.
1) ‘Application Details’ related action
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2) Summary Dashboard
3) View/Print Application
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4) Execution & Award Agreement Summary
5) View Period of Performance Changelog
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6) MPR Details Report
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5.5.2
Amendments
An amendment may be initiated in TrAMS on an award application with ‘Active (Executed)’ status by
the recipient organization. Amendments are created to revise details of an award such as scope,
increase or decrease award funding or change the performance period end date.
User Roles: users with the ‘Submitter’ or ‘Developer’ role have the authority to create an amendment.
Once created, the amendment must go through the same FTA review cycle as an original TrAMS
application, it follows all steps from creation to award.
The general workflow is as follows:
Recipient Creates and Submits an Amendment for FTA Review
FTA Initial Review and Concurrence on Amendment
Recipients Formally Submits Amendment for FTA Final Review
FTA Final Concurrences, Reservation & Award
Recipient Executes the Award Agreement
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Refer to the Application Development section for further details on how an application is created and
submitted.
Only recipients may initiate amendments however, FTA staff may initiate Administrative Amendments.
If a recipient organization’s SAM account has either expired or will expire within 30 days, then the user
will be presented with a warning message and should renew their SAM account in SAM.gov.
5.5.2.1 Amendment
5.5.2.1.1
Note:
Related Action: Create Amendment
Only a recipient organization’s Submitter or Developer roles will be able to access this action.
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To create an Amendment, the user must select an Award that is in ‘Active (Executed)’ status with no
existing Amendment or pending Budget Revisions. See steps below:
1) Select an award with a status of ‘Active (Executed)’. Once on the Award Summary dashboard, click
‘Related Actions’ tab and select ‘Create Amendment’ from the menu.
2) The ‘Amendment | Create Amendment’ form appears. The user must select from the Amendment
Reasons shown and submit a brief description in the Amendment Details field.
3) Click the ‘Create Amendment’ button.
Note: The Amendment details cannot be modified later, similar to budget revision details. The
Amendment Details is limited to 500 characters, including spaces. If the Create Amendment does
not proceed to the next step, check your word count.
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The Amendment Created confirmation message will be shown. The user may proceed to work on the
amendment by selecting the hyperlink, which now indicates the amendment extension (01, 02 etc.).
4) You can either click the ‘Close’ button to exit the page or click on the new amendment record
hyperlink.
Note: The creation of an amendment will change the award number to include the last two digits
indicating an amendment or revision. As screen shot above shows - FL-2018-007-01
When viewing the amendment record, the Summary will show the reason for the amendment along
with what tasks need to be completed to proceed with submitting the amendment to FTA for approval.
Screen shot below is an example of an amendment summary screen:
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5.5.2.1.2
Related Action: Application Details
If the amendment is to update application details the ‘Application Details’ related action allows users to
edit high-level application information. Application information can only be modified during initial
application creation and during post-award modifications, such as an amendment. This information will
be read-only for all other users and during all other phases of a grant’s life cycle.
To view or edit an application record:
1) From the ‘Related Actions’ tab, click ‘Applications Details’ from the menu.
1) The ‘Application Details’ form will be displayed. User with Developer/Submitter role can edit
textual response and change the selected values saved for all questions except the Award Name
and Award Type.
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Note: Not all of the fields can be editable for ‘Post Award’ Management activities. Those that cannot be
edited will be grayed out.
2) ‘Period of Performance End Date’ can be changed without taking any financial actions.
Note: User cannot change pre-award authority question from ‘Application Financial Information’ section.
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Note: If funds are being added, the suballocation question should be updated as needed and add
documents here, not in the Application Documents module
3) Clicking the ‘Cancel’ button will return you to the ‘Related Actions’ tab without saving any
changes.
4) Click ‘Save’ button to save all the information and return to the ‘Related Actions’ tab.
Note: Projects can be added by FTA users with ‘Pre-Award Manager’ or ‘Post-Award Manager’ roles while
an amendment has a status of ‘In-Progress’.
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Note: Projects with a single scope and single ALI cannot be deleted.
5.5.2.1.3
Project Related Actions
With the exception of ‘Validate Project’, the following project Related Actions are available to various
user roles in a read-only format and available during other project statuses in the read-only format.
•
Project Details and Narratives
•
Project Location
•
Project Plan Information
•
Amendment Budget Activity Line Items and Milestone
•
Environmental Determinations
•
Validate Project
•
View-Print Application
•
Project Documents
Note: These project related actions are also editable for FTA users with ‘Pre-Award Manager’ or ‘PostAward Manager’ roles while an amendment has a status of ‘In Progress’
Refer to the Application Development section for additional information on how to edit a project
5.5.2.1.3.1 Related Action: Amendment Budget Activity Line Items and Milestones
The Application and Project Budgets are formulated by adding scopes and budget activity line items
(ALIs) to a project. In an amendment, recipients are able to add new scopes and ALIs that were not
previously part of the award.
To add or update the budget ALIs for a project on an amendment:
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1. From the project-level ‘Related Actions’ menu, click ‘Amendment Budget Activity Line Items and
Milestones’.
2. The ‘Manage Budget Activity Line Items and Milestones’ form will be displayed. The ALIs associated
to the project are listed and displayed in grid format under the ‘Existing Line Items’ section.
3. At any point, you may click the ‘Close’ button to return to the ‘Related Actions’ menu without saving
any changes.
4. User should be aware that existing milestones on existing ALIs cannot be modified as part of an
amendment. Use the Extended budget details to express milestone changes or additions that can
be incorporated into the next reporting cycle milestone progress report.
5. The amendment process can be used to make changes to the period of performance end date
without taking any financial actions.
6. To add a new ALI to the project:
1. Click on the ‘Add Line Item’ button
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2. The ‘Add New Budget Activity Line Items (ALIs)’ form will be displayed. Click the ‘+Add
Item’ link to begin adding a new line item. Multiple ALIs can be added during this process
by clicking on +Add Item more than once.
Note:
The available selection of scope codes and funding sources for any new ALIs added to the
project(s) during the amendment will be limited to selections made in the latest approved
award.
7. Clicking the ‘Cancel’ button here will return you to the ‘Manage Budget Revision Activity Line Items
and Milestones’ form without saving any changes. The system will provide a warning prompt for
confirmation before doing so. Clicking ‘No’ will return you back to the ‘Add New Budget Activity Line
Item(ALIs)
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8. The ‘New Budget Activity Line Items (ALIs)’ section will create a new grid row and display selectable
fields each time the ‘Add Item’ link is clicked. Click the ‘DEL’ link to delete an ALI that was added to
the grid.
9. Select a scope from the drop-down menu provided under the ‘Scope Code/Name’ field.
a. Select an activity type for the selected scope from the drop-down menu provided under the
‘Activity Type’ field.
b. Select a line item name or number from the drop-down menu provided under the ‘Line Item
Number/Line Item Name’ field.
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c.
Click the ‘Finish’ button to add all new ALIs that have been completed to the project and return to
the ‘Manage Budget Activity Line Items and Milestones’ form.
10. To edit the ALI details and milestones for a project under the amendment:
a. Select the check box for an ALI you wish to modify from the grid under ‘Existing Items’. The form
will expand below the grid to include the following sections for the selected line item:
•
‘Line Item Scope’
•
‘Line Item Details’
•
‘Funding Information’
•
Non-FTA Funding Information
•
‘Rolling Stock Information’ (if applicable)
•
‘Milestones’
Note: Update the ‘Line Item Scope’ section as needed:
b. Update the line item’s name in the ‘Custom Line Item Name’ field with the desired text.
11. Update the ‘Line Item Details’ section as needed:
a. Update the quantity in the ‘Revised Quantity’ field with the desired number. This is an integer
field and must be a whole number.
b. Update the original extended budget description in the ‘Updated Extended Budget Description’
field with the desired text. This is a long paragraph field.
c. Select either the Yes or No option to respond to the question, ‘Will 3rd Party contractors be
used to fulfill this activity line item?’
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12.
If this amendment is for a TEAM application, update the ‘Funding Information’ section as needed
(otherwise, skip to Step 5 for a TrAMS application)
a. Update the original FTA funding amount in the ‘Revised FTA Funding Amount’ field with the
revised amount. This is an integer field and must be a whole number. The ‘Revised Non-FTA
Amount’ field will update accordingly.
b. Update the original award’s total eligible cost in the ‘Revised Total Eligible Cost’ field with the
revised amount. This is an integer field and must be a whole number. The ‘Revised Non-FTA
Amount’ field will update accordingly.
13. For TrAMS applications update the ‘FTA Funding Information’ section as needed:
a. Update the original FTA funding amount in the ‘Revised FTA Funding Amount’ field with the
revised amount. This is an integer field and must be a whole number. The ‘Revised Total Eligible
Cost’ field will update accordingly.
14. Update the ‘Non-FTA Funding Information’ section if necessary:
a. Update any existing values in fields with the desired amounts. These are all integer fields and must
be whole numbers. The ‘Revised Total Eligible Cost’ field will update accordingly.
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15. Update the ‘Rolling Stock Information’ section as needed:
a. Select a vehicle condition from the drop-down menu provided under the ‘Vehicle Condition’ field.
b. Enter a vehicle size into the ‘Vehicle Size’ field.
c. Select the vehicle’s fuel type from the drop-down menu provided under the ‘Fuel’ field.
Note:
The ‘Rolling Stock Information’ section is only shown when a rolling stock line item in the
project has been selected. Fleet information will not display in the application view print until
FTA has awarded the amendment.
16. The ‘Milestones’ section will be read-only if an existing line item is selected. Update the ‘Milestones’
section if you have selected a new ALI that was added to the budget revision. Refer to Related
Action: Budget Activity Line Items and Milestones if further instructions on milestones are
needed.
17. Once you have completed all the sections related to the selected ALI from the grid, you will have the
following options:
a. Click on the ‘Save Line Item’ button to save all information for the selected ALI and click ‘Close’
button to return to the ‘Project | Manage Budget Activity Line Items and Milestones’ form, or
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b. Click on the ‘Delete Line Item’ button to delete the selected ALI from the project. This is only
applicable to ALIs that were created during the amendment process, or
c. Click on the ‘Cancel’ button to exit out of the form without saving changes for the selected ALI.
You will be returned to the ‘Related Actions’ menu.
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d. Every time you save a line item the below screen will prompt. You MUST select the close button to
save the changes made to the ALI added or modified.
18. Repeat previous steps to update the remaining ALIs in the grid. The status for each ALI will change
from ‘In-Progress’ to ‘Complete.’ The status of ‘Complete’ is required for all ALIs on the project in
order to validate and mark the project as ready for FTA review.
5.5.2.1.4
Transmit and Submit Amendment
The amendment transmission and submission process is the same as an original award. Refer to
Application Development for instructions to transmit an amendment to FTA for initial review and to
accept the submission task to formally submit an amendment for final review.
When transmitting an amendment, you will receive similar prompts:
1. If rolling stock is included add fleet information. Select the Close button, if no changes are
needed to proceed to the next form.
2. If TDC or In-kind local match is included, prompts to add documentation will display. Use the
skip button, if no additional documentation is required.
3. If Section 5307 funds were applied, even if no additional funds were added, there will be a
prompt to respond to for the 1% security questions.
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4. If the amendment is a Cooperative Agreement award, you will be prompted to select the cost
center of the FTA office that will manage the amendment. Refer to Application Development for
more information.
5. If the recipient organization’s SAM account is expired, the user will see a critical error message
and will not be able to continue. The recipient must update the organization’s registration status
before the user can move forward.
5.5.2.1.5
Amendment Execution
Once FTA has completed all reviews and awarded the amendment, the Recipient Official is required to
execute the award agreement for the amendment. Refer to Application Development for details on how
to execute the award.
5.5.3
Closeout Amendment
Closeout Amendment is the process by which FTA Regional Staff determines that all activities in an
award are complete and all federal funds necessary to complete the project have been expended. Either
the recipient or FTA can initiate closeout of an award when all approved activities are completed and/or
applicable federal funds expended.
5.5.3.1 Closeout Amendment Workflow
Award closeout is the term used to signify the process which completes an award after all activities for
an Award have been completed or all federal funds necessary to complete the project have been
expended.
Both the recipient and FTA may initiate a closeout; the steps are the same regardless of which user
initiates and completes the closeout.
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Initiate a Closeout Amendment
Complete and Submit Final MPR and FFR
Complete Budget Reconciliation
Validate and Submit the Closeout
FTA Reviews and Approves the Closeout
A closeout can only be performed on an award that is in the ‘Active (Executed)’ status with no pending
post award actions. The process is the same for both TEAM and TrAMS awards, any differences in the
format of the award is explained in the Guide. All parts of the closeout must be completed to validate
and submit the request to FTA.
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5.5.3.2 User Roles for Closeouts
Recipient users with a ‘Submitter’ or ‘Developer’ role have access to initiate and submit a closeout
request.
The Recipient users with the FFR Reporter and the MPR Reporter user roles have access to complete the
final reports for the closeout amendment package.
The user roles may be assigned to one or more individuals; therefore, coordination may be required.
FTA users with the Post-Award Manager role have access to initiate and submit a closeout request.
If FTA initiates the Closeout, then the Post-Award Manager will submit the Closeout and complete the
final reports for the closeout amendment package.
5.5.3.3 Related Action: Create Closeout Amendment
Only the FTA Regional Post-Award Manager role or the Recipient will be able to access this related
action to initiate and submit the closeout request.
Ensure the record has an application status of ‘Active (Executed)’. A Closeout cannot be initiated if there
are any pending amendments or budget revisions. ‘Create Closeout Amendment’ will not be displayed as
one of the menu options within Related Actions tab if there are pending actions.
If a recipient organization’s SAM account has either expired or will expire within 30 days, then the user
will be presented with a warning message and should work with the recipient to renew their SAM account
in SAM.gov.
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1) Steps to create Closeout Amendment:
a) Search and Select the Award Record either using the Records Tab or locating the record under
the recipient profile ‘application/awards’ tab
b) From the Award Record, click on Related Actions
c) To initiate Click ‘Create Closeout Amendment’ from the menu options.
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2) The ‘Unliquidated Balance Warning’ form will be displayed if there are any unliquidated balances on
the application’s existing account class codes (ACCs). The unliquidated balances will be deobligated
from the award as part of the closeout process.
3) To continue, click the ‘Continue with Closeout Request’ button to proceed with the closeout and the
deobligation of the unliquidated balances on the award
4) Click the ‘Cancel Closeout Request’ button to return to the ‘Related Actions’ menu without closing
the award.
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5) The ‘Closeout Amendment’ form will be displayed. Complete the following under the ‘Closeout
Amendment Information’ section:
a) Select one or more check boxes under the ‘Closeout Reasons’ section. At least one closeout
reason must be provided.
b) A validation error message will appear if no ‘Closeout Reasons’ are selected.
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c) The user may enter a comment into the ‘Closeout Remarks’ field, however it is not required. You
can modify this information during the closeout process.
Note: Information for the Close Out summary should be updated as necessary. For more information
refer to Related Action: Closeout Details.
d) Click the ‘Create Close Out Amendment’ button.
e) Error messages that prevent creating CloseOuts:
i) If the FTA user has a pending MPR/FFR report not yet submitted to the recipient, the
closeout cannot be created.
ii) If the FTA user has a pending budget revision or amendment, the closeout cannot be
created.
f) The ‘Closeout Created’ form will display with the following confirmation message: “A new
closeout amendment for Federal Award ID Number [FAIN #] has been created.” It will provide an
active new amendment record link to the closeout amendment.
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g) The link will take the user to the Award Summary where the Award Summary Details are listed
in the following sections:
1) Recipient Details
2) Award Status Information
3) Closeout Details
4) Executive Summary
5) Application Details
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5.5.3.3.1
Related Action: Closeout Details
To view or edit closeout details for a closeout amendment:
1) Search and select the applicable Award. The status of the closeout amendments ‘Active Award /
Ready for Closeout’ status.
2) You will land on the Award level Summary; click on the ‘Related Actions’ tab.
3) Click ‘Closeout Details’ From the menu options.
4) The Close Out Amendment ‘Summary’ form will display with the information entered or selected
during the create closeout amendment steps. You can modify the ‘Closeout Details’ reasons or
remarks as needed.
5) At any point, you may click the ‘Cancel’ button to return to the ‘Related Actions’ menu without
saving any changes.
6) Click the ‘Save and Close’ button to save all changes and return to the ‘Related Actions’ menu.
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5.5.3.4
Related Action: Closeout Budget Reconciliation
Before submitting a closeout amendment for approval, the FTA Regional Staff or the Recipient should
reconcile the final award budget and modify budget activity line item (ALI) amounts accordingly. This is
done via the ‘Closeout Budget Reconciliation’ selection under the Related Action tab on the Application
Record.
1) Search and select the applicable Award, you will land on the application summary
2) Click on ‘Related Actions’ tab
3) Click on the ‘Closeout Budget Reconciliation’ from the related action many
4) The ‘Closeout Budget Reconciliation’ form will be displayed. The ALIs associated to all projects
display in grid format under the ‘Existing Line Items’ section. (TEAM awards only have one project)
5) At any point, you may click the ‘Close’ button to return to the ‘Related Actions’ menu without saving
any changes.
6) Select the check box for the ALI you wish to modify from the grid. The form will expand below the
existing line items grid to include the following sections for that selected line item:
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a) ‘Line Item Scope’
b) ‘Line Item Details’
c) ‘FTA Funding Information’
d) ‘Non-FTA Funding Information’
e) ‘Rolling Stock Information’ (if applicable)
f)
‘Milestones’
7) Clicking the ‘Cancel’ button will return you to the ‘Closeout Budget Reconciliation’ form without
saving any changes. The system will provide a warning prompt for confirmation before returning you
to previous screen.
8) Update the ‘Line Item Scope’ section as needed:
a) Update the line item’s name in the ‘Custom Line Item Name’ field with the desired text.
b) Update the ‘Line Item Details’ section as needed.
c) Update the quantity in the ‘Quantity’ field with the desired number. This is an integer field and
must be a whole number.
d) Update the original extended budget description in the ‘Updated Extended Budget Description’
field with the desired text. [FTA requests users add narrative ‘on top of’ any previously existing
narrative, do not delete narrative history.]
e) Update the Yes or No option to respond to the question, ‘Will 3rd Party contractors be used to
fulfill this activity line item?’, if applicable.
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f)
Update the original FTA funding amount in the ‘Revised FTA Funding Amount’ field with the
revised amount. This is an integer field and must be a whole number.
g) The ‘Revised Total Eligible Cost’ field will update automatically.
9) For a TrAMS closeout amendment, update the ‘Non-FTA Funding Information’ section as needed:
a) Update any existing values in fields with the desired amounts. These are all integer fields and
must be whole numbers.
b) The ‘Revised Total Eligible Cost’ field will update automatically.
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10) Once you have completed all the sections related to the selected ALI from the grid, you will have the
following options:
a) Click on the ‘Save Line Item’ button to save all information for the selected ALI and return to the
‘Closeout Budget Reconciliation’ form; you must click the Close Button on the second form to
save all changes.
b) Click on the ‘Cancel’ button to exit out grid without saving changes for the selected ALI. The
form will collapse.
11) Repeat previous steps to update the remaining ALIs in the grid as needed.
Click the ‘Close’ button to return to the ‘Related Actions’ menu.
5.5.3.5
Task: Complete Final FFR
A final Federal Financial Report (FFR) must be submitted to FTA before a Closeout Amendment can be
processed. A task will be generated once the Closeout amendment is created.
User Roles Required: Only a Regional Post Award Manager User Role or the Recipient can complete the
final FFR. This may require coordination with other users to complete your closeout.
The Final FFR task is assigned to the ‘Regional Post Award Manager’ role as soon as the closeout
amendment is created.
To complete the final FFR:
1) Log on as the ‘Regional Post Award Manager and click on the ‘Tasks’ tab.
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2) Select the ‘Complete Final Federal Financial Report for Federal Award ID No. [FAIN]’ task for the
application.
3) Click the ‘Accept’ button to accept the task and the editable ‘Federal Financial Report (FFR) | Input
FFR Values’ form will be displayed. Click the ‘Go Back’ button to return the task to the FFR Reporter
Group.
4) At any point, you may click the ‘Close Task’ button on this form to return to the ‘Tasks’ tab without
saving any changes and retain the task. (Note that an email notification is sent when returned.)
5) Complete fields as needed under the ‘Indirect Expense’ section (you must specify indirect expenses
in your FFR if you indicated use of your approved rates on the application details)
a) Select an indirect expense type using the drop-down menu provided under the ‘Type’ field.
b) Enter a rate into the ‘Rate’ field. Note that this is a percent value.
c) Enter a dollar value into the ‘Base’ field.
d) Click in the ‘Period From’ and ‘Period To’ fields to enter dates or display the date picker to select
dates from.
e) Enter a dollar value into the ‘Amount Charged’ field.
f)
Enter a dollar value into the ‘Federal Share’ field.
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6) You will be able to enter dollar values into the ‘This Period’ fields for the following sections on the
form:
a) A. Federal Cash on hand at Beginning of Period
b) B. Federal Cash Receipts
c) C. Federal Cash Disbursements
d) F. Federal Share of Expenditures
e) G. Recipient Share of Expenditures
7) You will also be able to enter dollar values into the ‘Amount’ fields for the following sections on the
form:
a) ‘I. Federal Share of Unliquidated Obligations’
b) ‘J. Recipient Share of Unliquidated Obligations’
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c) ‘P. Federal Program Income on Hand at Beginning of Period’
d) ‘Q. Total Federal Program Income Earned’
e) ‘R. Federal Program income expended in accordance with the deduction alternative’
f)
‘T. Federal Program income expended on allowable transit Capital and Operating expense’
8) All other remaining fields will be calculated automatically by the system.
Note:
To avoid system validation errors while entering dollar values into the ‘This Period’ and
‘Amount’ fields, you must keep the following rules in mind for the FFR:
•
The sum of the value displayed under the ‘Cumulative’ field in ‘G. Recipient Share of Expenditures’
and the value provided for ‘J. Recipient Share of Unliquidated Obligations’ must be less than or equal
to the value displayed for ‘N. Total Recipient Share Required.’
•
You cannot input values in both ‘R. Federal Program income expended in accordance with the
deduction alternative’ and ‘T. Federal Program income expended on allowable transit Capital and
Operating expense.’ You will be allowed to enter a value for only one of these fields.
•
Each of the separate values entered for ‘A. Federal Cash on hand at Beginning of Period,’ ‘B. Federal
Cash Receipts,’ ‘C. Federal Cash Disbursements,’ ‘F. Federal Share of Expenditures,’ and ‘I. Federal
Share of Unliquidated Obligations’ cannot be greater than ‘E. Total Federal Funds Authorized.’
•
The calculated value of ‘D. Federal Cash on hand at End of Period (A + B - C)’ cannot be negative.
•
The calculated value of ‘O. Remaining Recipient Share to be provided [N - (G + J)]’ cannot be
negative.
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9) Once you have completed entering all details, click the ‘Calculate Totals’ button. If you remain on
the same page, it is likely that the system has identified a validation check in the calculations.
Review the system generated validation checks.
10) The system will display the ‘Confirm FFR Data’ form if all rules of the FFR pass validation checks.
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11) Sections ‘A’ to ‘U’ will also be displayed with the data entered in the previous step.
12) If you wish to return to the previous ‘Input FFR Values’ form to make changes, click on the ‘Modify
FFR Values’ button at the bottom of the form.
13) Once you have finished entering information for the FFR, click the ‘Finalize for Closeout’ button.
14) The ‘Federal Financial Report (FFR) |Submit FFR’ form will be displayed.
a) Use the ‘Back’ button if you wish to return to the previous form.
b) The ‘Save’ button can be used to save the comments entered in the ‘Submission Remarks’ field.
This is a required field.
c) Enter comments for FTA into the ‘Submission Remarks’ field (required) and then click the
‘Submit to FTA’ button to proceed.
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15) The ‘Submitted’ form will be displayed with the following confirmation message: “Federal Award ID
Number [FAIN #] FFR for [FY] [Report Frequency] has been submitted to FTA.”
16) Click the ‘Close’ button. The system returns to the ‘Tasks’ tab. The task link will now be removed
from the task list.
5.5.3.6 Task: Complete Final MPR
Before submitting a Closeout Amendment for approval, the FTA Regional Staff or the Recipient must
submit a Final Milestone Progress Report (MPR) to FTA. The task to complete the final FFR is initiated as
soon as the closeout amendment is created.
User Roles Required: The FTA Regional Post-Award Manager role or the Recipient can complete the
final MPR. This may require coordination with other users to complete the closeout.
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The Final MPR task is assigned to the ‘Regional Post-Award Manager’ role as soon as the closeout
amendment is created. To complete the final MPR:
1) Log on as the ‘Regional Post-Award Manager’ and click on the ‘Tasks’ tab
2) Select the ‘‘Complete Final Federal Financial Report for Federal Award ID No. [FAIN]’ task for the
application.
3) The MPR form will populate
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4) At any point, you may click the ‘Close Task’ button to return to the ‘Tasks’ tab without saving any
changes and retain the task (Note that an email notification is sent when returned to group).
5) Enter comments into the ‘MPR Overview Remarks’ field to provide details about overall progress of
the award. Note that this is a required field.
6) Verify all line items displayed under the ‘List of Line Items’ grid. Any value greater than zero under
the ‘Number of Milestones Pending’ column indicates pending milestone(s) that must be provided
with an appropriate ‘Actual Completion Date ‘to pass validation.
Note: A milestone is considered ‘Pending’ if one of the following is true:
•
The ‘Original Estimated Completion Date’ (when no revised milestone is provided) expired
on or before the ‘Report Period End Date’ which is the date the closeout was created
•
There is no ‘Actual Completion Date’ indicating the milestone was successfully achieved on
or before the ‘Report Period End Date’
•
The ‘Revised Estimated Completion Date’ expired on or before the ‘Report Period End Date’
•
All milestone must have an actual completion date to have a complete closeout request
•
Zeroed out milestone are not considered pending
7) Select the check box for a line item with a pending milestone. The form will expand to display the
‘Line Item Details,’ ‘FTA Funding Information,’ and ‘Milestones’ sections.
a) Select the check box for a pending milestone.
b) The form will expand again to display the ‘Original Milestone Details’ and ‘Milestone Progress
Information’ sections.
c) Click in either the ‘Revised Estimated Completion Date’ or ‘Actual Completion Date’ field to
enter a date or display the date picker to select a date from.
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Note: Actual Completion Date must be on or before the ‘Report Period End Date’; for closeouts, this is
the date of closeout creation.
8) If you enter invalid values for Revised Estimated Completion Date (i.e. a date in the past) or for
Actual Completion Date (i.e. a date in the future), the system will display an error message
indicating the issue with the entered date.
9) Each milestone can only have one date – either a new Revised Estimated Completion Date or an
Actual Completion Date. For a closeout, user must complete all Actual Completion Dates.
a) Enter comments into the ‘Milestone Progress Comments’ field to provide details about
milestone progress. This is a required field
b) Click the ‘Save All Changes’ button after you have completed entering all dates. The form will
collapse the ‘Milestone Details’ section and the value under the ‘Number of Milestones Pending’
column will update accordingly.
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10) If you wish to add a new milestone to the project, click the ‘Add New Milestone’ button. The form
will expand further to display the ‘Add New Milestone’ section:
a) Enter a name for the milestone into the ‘Name’ field.
b) Click in either the ‘Revised Estimated Completion Date’ or ‘Actual Completion Date’ field to
enter a date or display the date picker to select a date from. You may select only one type of
date.
c) Enter a comment about the milestone into the ‘Milestone Progress Comments’ field. This is a
required field.
d) Click the ‘Save All Changes’ button after you have completed entering information in all fields.
You will be returned to the ‘Milestones’ grid.
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Note: Enter the Actual Completion Date, which is found in the ‘Period of Performance End Date’
within the Application Summary page.
11) Repeat the previous step until all line items display a ‘0’ under the ‘Number of Milestones Pending’
column. The system will not allow you to proceed with an MPR submission should any pending
milestones remain.
12) You can save changes in progress by using the ‘Save All Changes’ button and stay on the page.
13) You can save and then close task to complete at a later time. Changes will be saved.
14) Once you have finished entering dates for pending milestones, enter a comment into the ‘MPR
Overview Remarks’ field; this is a required field
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15) Click the ‘Finalize for Closeout’ button.
16) The ‘Milestone Progress Report (MPR) | Submit MPR’ form will be displayed.
a) Use the ‘Back’ button if you wish to return to the previous form.
b) The ‘Save’ button can be used to save the comments entered the ‘Submission Remarks’ field
and stay on the page.
c) Enter comments for FTA into the ‘Submission Remarks’ field.
d) Click the ‘Submit to FTA’ button to proceed with submission.
17) The ‘Submitted’ form will be displayed with the following confirmation message: “Federal Award ID
Number [FAIN #] MPR for [FY] [Report Frequency] has been submitted to FTA for review.
18) Click the ‘Close’ button. The system returns you to the ‘Tasks’ tab and the task link will now be
removed from the task list.
Note: FTA cannot mark the Final MPR reviewed or return the final MPR for changes until the completed
closeout has been submitted to FTA.
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5.5.3.7
Related Action: Validate and Submit Closeout
Once you have completed the final FFR, final MPR and budget reconciliation steps, the Closeout
Amendment is ready for submission.
To validate and submit a completed closeout request:
1) Go to the ‘Related Actions’ menu and click ‘Validate and Submit Closeout’.
2) The ‘Final Budget’ form will be displayed. Select either the Yes or No option to respond to the
question, “Is this budget final?” and then click the ‘Continue’ button to proceed.
3) You must select close to return to the related actions menu where you can return to review the
budget and make any additional changes
4) Follow prior steps to validate and submit when ready to select the ‘Yes, this budget is final’ and
proceed with the closeout.
5) If you selected ‘Yes, this budget is final’, you may continue to the next step.
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Refer to Task: Complete Final FFR and Task: Complete Final MPR for the appropriate instructions on
completing these reports.
6) The ‘Submit Closeout Request’ form will display if there are no errors. This form will display any
unliquidated funds that remain on the award; these funds will deobligated once the Closeout is
approved.
a) Click on the ‘Cancel’ button on this form to return to the ‘Related Actions’ menu.
b) Click the ‘Submit to FTA’ button to proceed.
7) The ‘Confirmation’ form will be displayed with the following confirmation message: “The closeout
amendment for Award Number [FAIN #] has been submitted to FTA for review.”
8) Click the ‘Close’ button to return to the ‘Related Actions’ menu.
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5.5.3.7.1
TrAMS Validation Messages
The following table provides the system validation messages shown by TrAMS for the above Related
Action.
Closeout Amendment Validation
Message Text
Reason
Critical Issues
“FTA Budget for this Award has not been
finalized.
Finalize your budget before submitting the
Closeout request to FTA.”
The user has not indicated that the budget is final
for the closeout amendment.
“FTA Budget is larger than the approved budget
for one or more funding sources.
Decrease your budget before submitting the
Closeout request to FTA.”
The FTA funding source amounts for the closeout
amendment are greater than the approved
award amounts.
“Final Federal Financial Report (FFR) for this
Award has not been submitted.
Complete a Final FFR before submitting the
Closeout request to FTA.”
The Final FFR has not been completed and
submitted to FTA for review.
“Final Milestone Progress Report (MPR) for this
Award has not been submitted.
Complete a Final MPR before submitting the
Closeout request to FTA.”
The Final MPR has not been completed and
submitted to FTA for review.
“This application is missing award details or
descriptions (Award Name, Award Type, Purpose,
Activities to be Performed, Expected Outcomes,
Intended Beneficiaries, or Subrecipient
Activities). Please fill out all award details/award
descriptions before continuing (Application
Details Related Action).”
The amendment is missing an Award Name,
Award Type, Purpose, Activities to be Performed,
Expected Outcomes, Intended Beneficiaries, or
Subrecipient Activities
This organization's SAM registration status is
expired (Expiration Date: date). Please work with
The recipient organization’s SAM status has
expired and needs to be renewed within SAM.gov
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Closeout Amendment Validation
Message Text
Reason
Critical Issues
the recipient to visit the SAM website and update
the organization's registration status. Send
Notification to Recipient
5.5.3.8 Dashboard: Summary
•
•
•
6
The user can track the status of the closeout process by looking at the ‘Closeout Status’ table
listed on the Summary page. See screen shot below. The table is automatically updated as each
of the closeout steps is completed.
All elements must be complete to validate and transmit the closeout amendment.
There is no required order to complete each step of the closeout.
Reports
Updates to the content of this section are in progress.
6.1
Overview
TrAMS includes a suite of reports that support Application management and financial activities to
include activities such as reviewing Application statuses and budget information at various levels of
detail. Most TrAMS reports are accessible by both recipient organization users and FTA users although
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the level of detail each user type can see may vary by report. This document describes reports available
to both recipient and FTA users. TrAMS reports are downloadable as Microsoft Excel formatted files.
All TrAMS reports can be categorized into one of two groups:
1. User Generated Dynamic Reports
Dynamic reports allow the user to select report filter criteria and are found using the ‘Reports’
tab. Dynamic reports include both ‘Reports’ and ‘Excel Reports’, with the main difference being
that the former may include visualizations such as charts. For dynamic reports, recipient users
will only be able to see data specific to their recipient organizations. Recipients who belong to
more than one organization, will be able to see data for each of those organizations. FTA users
will be able to see data across all Cost Centers.
2. Historical Static Reports
Historical (static) reports are generated each night by the TrAMS system and stored on the
‘Reports’ tab. Static reports provide a daily snapshot of the same information available in the
dynamic reports. Static report data is cumulative, beginning on the first day of the Federal Fiscal
Year (October 1st) and ending on the day prior to the report generated date. For example, a
static report dated May 30, 2018 will contain data for October 1, 2017 through May 29, 2018.
Static reports have no filter criteria applied and will contain data for all Cost Centers and all
recipient organizations. Static reports are useful for comparing information across time periods.
The current TrAMS report suite includes 20 reports accessible FTA users. These reports are listed in
Table 1: TrAMS Reports below. The remainder of this document describes the available reports, how to
access them, and what filters can be applied when generating the reports.
Table 1: TrAMS Reports
Report Name
Report Content
1) Application Budget by
ALI Report
2) Application Budget
Report
Dynamic
Report
Available
Historical
Report
Available
Budget activity line item
data for original awards and
amendments with
application status, budget
details (project, scope, line
item), application submit,
transmit, and obligation
dates.
Yes
Yes
Budget details,
disbursement amounts, and
key dates at the
application/award level.
Yes
Yes
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Report Name
Report Content
3) Application by Status
Report
4) Disbursement Report
5) Discretionary Allocation
Detail Report
6) FFR Detail Report
7) MPR Detail Report
8) Project Budget Report
9) Project Scope Budget
Report
Dynamic
Report
Available
Historical
Report
Available
Application and Award
statuses for grants and
cooperative agreements
Yes
Yes
Individual disbursements
and/or refund amounts for
an award.
Yes
-N/A-
Application/Awards of
discretionary and/or
earmark allocations with
award status and funds
amount.
Yes
Yes
Federal Financial Report
status, submitter, and
financial information
reported by the recipient.
Yes
Yes
MPRs submitted for awards
(by FAIN) with submission
dates, frequency, review
status, and milestones
reported by a recipient (by
Recipient ID and Recipient
Name).
Yes
Yes
Budget details for
applications, original
awards, and amendments
on a project level with FTA
funds awarded and
disbursed.
Yes
Yes
Budget details by
application/award on a
scope level with project,
section code, award fiscal
year, award type, award
status, and FTA grant
manager details.
Yes
Yes
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Report Name
Report Content
10) Recipient POC Details
Report
11) User Details Report
6.1.1
Dynamic
Report
Available
Historical
Report
Available
Points of Contact for a
recipient organization with
title, address, contact
information,
responsibilities, and contact
type.
Yes
Yes
See the FACES User Guide for
more information about the
User Details Report.
-N/A-
Yes
User Generated Dynamic Reports
User generated reports or “dynamic” reports are accessed from the ‘Reports’ tab and listed under the
‘Reports’ and ‘Excel Reports’ columns. Dynamic reports allow the user to apply search criteria to limit
report results.
6.1.1.1.1
How to Generate a Dynamic Report
Each report available on the ‘Reports’ tab is generated in a similar fashion. The following set of steps can
be applied generically to generate any dynamic report on the ‘Reports’ tab:
1) Go to the ‘Reports’ tab and click on the report link (e.g. ‘Application Budget Report’).
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2) Wait for the report form to open and then enter any applicable search criteria. Depending on the
report, select search fields may require inputs before the report can be generated.
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3) Click the ‘Generate Report’ button. Report generation time will vary depending on the report type
and the amount of underlying data.
4) Once the report has generated, a report link will appear at the top of the report form. The date and
timestamp shown in the link title will match the time zone specified by the user in the user’s profile
settings (e.g. “Application By Original Award Report for [User] [Date] [Time]”).
5) Click on the report link to download the report. The report will be Microsoft Excel formatted. The
search criteria applied will be listed in the header section of the report.
6.1.1.1.2
Standard Form Buttons
The dynamic report forms may contain one or more of the following standard buttons:
1) Clear Filter: Click the ‘Clear Filter’ button to clear all search criteria entered in the search filters.
2) Generate Report: Click the ‘Generate Report’ button to run the report.
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3) Close: Click the ‘Close’ button to close the report form.
6.1.1.1.3
Search Criteria Types
Each dynamic report form will contain one or more search criteria. Required search criteria will be
indicated on the form by a blue asterisk ‘*’. Search criteria filters may be of the following types:
1) Checkbox: Checkboxes are used when zero, one or more items can be selected from a small list
(usually <5 items). Each item has its own checkbox that can be selected or deselected independent
of the other items in the list. On the ‘FFR Detail Report’, the ‘Report Period Type’ search criterion is
an example of a checkbox field.
2) Date Picker: Clicking on a date picker field will open a calendar from which a single date can be
selected. Users may also directly type in a date in the field’s entry box. On the ‘FFR Detail Report’,
the ‘Period To’ filter is an example of a date picker.
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3) Drop Down (Single-Select): A single-select drop down field is list of items that expands when the
user clicks in the field. Only one item can be selected from the list. The selected item will be visible
in the form field box. On the ‘FFR Detail Report’, the ‘Application/Award Type’ filter is an example of
a single-select drop down list.
4) Drop Down (Multi-Select): A multi-select drop down field also appears as a list of items that
expands when the user clicks in the field. In this case, multiple items can be selected from the list
(click an item to select it). Selected items will appear to be highlighted within the drop down and will
be listed in the field box. On the ‘FFR Detail Report’, the ‘Report Period Monthly’ filter is an example
of a multi-select drop down list.
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5) Radio Button: Radio button groups are used when a user can select only one (1) item from a short
list (usually <5 items). The selected radio button will appear highlighted. On the ‘FFR Detail Report’,
the ‘Report Final’ filter is an example of a radio button group.
6) Text: A text field search filter allows the user to enter free text. On the ‘FFR Detail Report’, the
‘Application/Award Number’ filter is an example of a text field.
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7) Type Ahead: Type-ahead fields are similar to text fields but search for matching inputs as the user
types. The user will then be prompted to select from search results that match what was typed. A
matching item that was selected can be unselected by clicking the “x”. Type ahead fields will be
more common for FTA user views of the report forms where a recipient ID may need to be selected
from the full list of recipients. On the FTA version of the ‘FFR Detail Report’, the ‘Recipient Name/ID’
filter is an example of a type-ahead field. Typing the number ‘9900’ prompts the user to select the
recipient with ID 9900.
6.1.2
Historical Static Reports
Static reports are accessed from the ‘Reports’ tab. Static reports are stored by fiscal year, report name,
month, and day. Reports are generated on a nightly basis and are cumulative starting with the first day
of the fiscal year (October 1). Static reports have no filter criteria applied and show data for all Cost
Centers and recipient organizations.
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To access a historical static report:
1. Go to the ‘Reports’ tab and select the fiscal year for the static report users wish to view. Archived
data from TEAM is available for fiscal years prior to 2016 (e.g. click folder “FY 2015 Archive”).
2. A list of all available static reports will display. Click on the desired report name (e.g. ‘Application
Budget Report’).
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3. A list of months will display in federal fiscal year order (October – September). Click on the desired
month.
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4. The list of available reports by day will display. Click a report link to download a copy and save to the
local environment. All reports are Microsoft Excel formatted.
6.2
Available Reports
This section describes each of the TrAMS reports including a short description of the report data
generated, search criteria available for dynamic reports, and file links and names. Search criteria fields
annotated with a ‘FTA Only’ indicate criteria only visible to FTA users and, in some cases, recipient users
associated with multiple Recipient organizations. Within this document, required search criteria on
dynamic reports are annotated by bolded font and an asterisk ‘*’ (e.g. Fiscal Month*).
When reviewing report data, note that some report fields may not be populated for Applications or
Awards migrated from TEAM. For example, Pre-Award and Post-Award information is only available for
TEAM Awards amended in TrAMS if managers have been assigned. This information is not available for
Applications or Awards migrated from TEAM without an additional activity.
6.2.1
Application Budget by ALI Report
6.2.1.1 Description
The ‘Application Budget by ALI Report’ displays budget activity line item (ALI) data for original Awards
and amendments. The report allows users to view and track ALI level budget details and key milestone
dates for an original Award and amendments on those Awards.
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6.2.1.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Application Budget by ALI Report’:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
Recipient Name/ID FTA Only
Recipient Region/Cost Center FTA Only
Federal Award ID
Project Number
Section Code
Scope Code/Name
Activity Line Item (ALI) Name/Code
Application/Award Fiscal Year*
Application/Award Type
Application/Award Status
FTA Pre-Award Manager
FTA Post-Award Manager
Custom Line Item Name
* Indicates required search criteria.
6.2.1.3 Reports Tab Report View
The ‘Application Budget by ALI Report’ form appears as follows:
6.2.1.4
Dynamic Report Link
Report Link Text: ‘ALI Budget Report for [User] [Date]’
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6.2.1.5 File Names for Downloaded Reports
•
•
Dynamic Report: “Application By Original Award Report for [User] [Date].xlsx”
Static Report: “[mm]-[dd]-[yyyy] Application Budget by ALI Report.zip”
6.2.1.6 TrAMS Report Fields
ID
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
Column Name
Description
Data
Type
Recipient ID
4-digit system identifier for recipient
organization/applicant
Number
Recipient
Acronym
Acronym for recipient organization/applicant
Text
Recipient Name Legal Business Name for recipient
organization/applicant
Text
Recipient Cost
Center
Cost center for recipient organization/applicant
Number
Application/Aw Fiscal Year in which the original Application was
ard Fiscal Year created
Number
Federal Award
ID
Federal Award Identification Number (FAIN); the
permanent Application number for the latest
“Active (Executed)” amendment
Text
Amendment
Number
2-digit number indicating the amendment on the
Award
Number
Application
Name
Application title for the latest “Active (Executed)”
amendment
Text
Application
Status
Application status for the latest “Active (Executed)” Text
amendment
Application
Type
Type of financial assistance for Application:
Cooperative Agreement or Grant
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ID
11)
12)
13)
14)
15)
16)
17)
18)
19)
20)
21)
22)
23)
24)
Column Name
Description
Data
Type
Application
Transmitted
Date
Latest Date that latest “Active (Executed)”
amendment was transmitted to FTA.
Date
Application
Submitted Date
Latest Date that latest “Active (Executed)”
amendment was submitted to FTA. each time an
Application is re-transmitted, this field is
overwritten
Date
Recipient Point
of Contact
Recipient Application POC for latest “Active
(Executed)” amendment
Text
FTA Pre-Award
Manager
Pre-Award Manager for latest “Active (Executed)”
amendment
Text
FTA PostPost-Award Manager for latest “Active (Executed)”
Award Manager amendment
Text
Project Number Permanent Project number to identify one Project
within an Award
Number
Project Name
Text
Project title for the latest “Active (Executed)”
amendment
Funding Source Short code for funding source name (e.g., “5307Name
2A” for “Section 5307 Urbanized Area Formula”)
Text
Section Code
Two-digit code that indicates the funding source of
a Project (e.g. “90” is the section code for “Section
5307 Urbanized Area Formula”)
Number
Scope Name
Description of scope for a given scope code (e.g.,
scope code 114-00 has a scope name of “Bus
Support Equipment and Facilities”)
Text
Scope Code
5-digit code to indicate a scope or category of
activities (e.g. “114-00”)
Text
Budget ALI
Name
Custom Name of budget activity line item (ALI)
provided by applicant
Text
Budget ALI
Code
6-digit code to identify the activity line item within
a scope of activities (e.g. “11.11.01”)
Number
Budget ALI
Quantity
User-defined quantity for an ALI
Number
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ID
25)
26)
27)
28)
29)
30)
31)
32)
33)
6.2.2
Column Name
Description
Data
Type
Fuel Type Code
Fuel type description; only displays for rolling
stock ALIs
Text
Total Budget
ALI FTA
Amount
Cumulative FTA amount for an ALI within the
Award; amount is cumulative up to the latest
“Active (Executed)” amendment
Number
($)
Total Budget
ALI Non-FTA
Amount
All non-FTA funding for an ALI within the Award;
amount is cumulative to latest “Active (Executed)”
amendment
Number
($)
Total Budget
ALI Eligible
Amount
Sum of FTA and non-FTA funding for an ALI within
the Award; amount is cumulative to latest “Active
(Executed)” amendment
Number
($)
Total Budget
Original ALI
FTA Amount
Total FTA obligation amount for an ALI on the
original Application
Number
($)
Total Budget
Original ALI
Non-FTA
Amount
Total non-FTA obligation amount for an ALI on the
original Application
Number
($)
Total Budget
Sum of ALI’s FTA and non-FTA amounts on the
Original ALI
original Application
Eligible Amount
Number
($)
Obligation Date
Date Award was obligated
Date
Third Party
Contract (Y/N)
Yes (Y)/ No (N) indicator of whether Award has a
third party contract
Text (Y
or N)
Application Budget Report
6.2.2.1 Description
The ‘Application Budget Report’ allows users to view and track Application-level budget details,
disbursement amounts, and key Application milestone dates for original Awards and amendments at an
Award level.
6.2.2.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Application Budget Report’:
1) Recipient Name/ID FTA Only
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2)
3)
4)
5)
6)
7)
8)
9)
Recipient Region/Cost Center FTA Only*
Federal Award ID
Section Code
Application/Award Fiscal Year
Application/Award Type
Application/Award Status
FTA Pre-Award Manager
FTA Post-Award Manager
* Indicates required search criteria.
6.2.2.3 Form View
The ‘Application Budget Report’ form appears as follows:
6.2.2.4 Dynamic Report Link
Report Link Text: ‘Application By Original Award Report for [User] [Date]’
6.2.2.5 File Names for Downloaded Reports
•
Dynamic Report: “Application By Original Award Report for [User] [Date].xlsx”
•
Static Report: “[Date] Application By Original Award Report.xlsx”
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6.2.2.6 TrAMS Report Fields
ID
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
Column Name
Description
Data
Type
Federal Award ID
Federal Award Identification Number (FAIN);
the permanent Application number for the
latest “Active (Executed)” amendment
Text
Recipient ID
4-digit system identifier for recipient
organization/applicant
Number
Recipient Acronym
Acronym for recipient organization/applicant
Text
Recipient Name
Legal Business Name for recipient
organization/applicant
Text
Recipient Cost Center Cost center for recipient
organization/applicant
Number
Application/Award
Fiscal Year
Fiscal Year in which the original Application
was created
Number
Amendment Number
2-digit number indicating the amendment on
the Award
Number
Application Name
Application title for the latest “Active
(Executed)” amendment
Text
Number of Budget
Revisions
Number of budget revisions on the latest
“Active (Executed)” amendment
Number
Application Status
Application status for the latest “Active
(Executed)” amendment
Text
Application Type
Type of financial assistance for Award:
Cooperative Agreement or Grant
Text
Recipient Point of
Contact
Recipient Application POC for latest “Active
(Executed)” amendment
Text
FTA Pre-Award
Manager
Pre-Award Manager for latest “Active
(Executed)” amendment
Text
FTA Post-Award
Manager
Post-Award Manager for latest “Active
(Executed)” amendment
Text
Application
Transmitted Date
Latest Date that latest “Active (Executed)”
amendment was transmitted to FTA.
Date
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ID
16)
17)
18)
19)
20)
21)
22)
23)
Column Name
Description
Data
Type
Application
Submitted Date
Latest Date that latest “Active (Executed)”
amendment was submitted to FTA. each time
an Application is re-transmitted, this field is
overwritten
Date
Section Code
Two-digit code that indicates the funding
Number
source of an Award (e.g. “90” is the section
code for “Section 5307 Urbanized Area
Formula”). If there are multiple funding
sources/PO numbers for an Award (e.g. “Super
Grant”), there will be multiple rows in this
report for that Award
Total Eligible Cost
Sum of FTA and non-FTA funding on Award;
amount is cumulative to latest “Active
(Executed)” amendment
Number
($)
Total Non-FTA
Amount
All non-FTA funding on Award; amount is
cumulative to latest “Active (Executed)”
amendment
Number
($)
Current Amendment
Amount
FTA obligation amount of the latest “Active
(Executed)” amendment
Number
($)
Total FTA Obligation
Amount
Cumulative FTA obligation amount up to the
latest “Active (Executed)” amendment
Number
($)
Total Deobligation
Amount
Cumulative FTA deobligation amount up to the Number
latest “Active (Executed)” amendment
($)
Total Disbursement
Amount
Cumulative disbursement amount up to the
latest “Active (Executed)” amendment
24)
Total Refund Amount Cumulative refund amount up to the latest
“Active (Executed)” amendment
Cumulative unliquidated amount up to the
25)
Total Unliquidated
latest “Active (Executed)” amendment.
Amount
Calculation: Cumulative Obligations –
Cumulative Deobligations – Cumulative
Disbursements + Cumulative Refunds
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Number
($)
Number
($)
Number
($)
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ID
26)
27)
28)
29)
30)
Column Name
Percent Disbursed
Description
Data
Type
Percentage of funds disbursed from cumulative
Number
FTA obligation amount
(%)
Calculation: Cumulative Disbursements /
Cumulative Obligations
Obligation Date
Obligation Date for the latest “Active
(Executed)” amendment
Date
Last Disbursement
Date
Date on which the last disbursement occurred
on this Award
Date
Closeout Date
Date this Award was closed
Date
Is Discretionary
Grant
Flag to show if Application uses discretionary
funding sources
Text
6.2.3
Application by Status Report
6.2.3.1 Description
The ‘Application by Status Report’ lists the status of grant and cooperative agreements for Applications
and Awards. This report can be used to determine reviews that have taken place and reviews still
required.
6.2.3.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Application by Status Report’:
1)
2)
3)
4)
5)
6)
7)
8)
Recipient Name/ID FTA Only
Recipient Region/Cost Center FTA Only*
Federal Award ID
Application/Award Fiscal Year
Application/Award Type
Application/Award Status
FTA Pre-Award Manager
FTA Post-Award Manager
* Indicates required search criteria.
6.2.3.3 Form View
The ‘Application by Status Report’ form appears as follows:
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6.2.3.4 Dynamic Report Link
Report Link Text: ‘Application by Status Report for [User] [Date]’
6.2.3.5 File Names for Downloaded Reports
•
•
Dynamic Report: “Application by Status Report for [User] [Date].xlsx”
Static Report: “[Date] Application by Status Report.xlsx”
6.2.3.6 TrAMS Report Fields
ID Column Name
1)
2)
3)
Description
Attribute
Type
Recipient ID
4-digit system identifier for recipient
organization/applicant
Number
Recipient
Acronym
Acronym for recipient organization/applicant
Text
Recipient Name
Legal Business Name for recipient
organization/applicant
Text
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ID Column Name
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
17)
Description
Attribute
Type
Cost center for recipient organization/applicant
Number
Application/Awa Fiscal Year in which the Application was created
rd Fiscal Year
Number
Federal Award ID Federal Award Identification Number (FAIN), or
temporary Application ID if not yet assigned, for
the current amendment
Text
Amendment
Number
2-digit number indicating the amendment on the
Award
Number
Application
Name
Application title for current amendment
Text
Recipient Cost
Center
Number of
Number of budget revisions on the current
Budget Revisions amendment (not cumulative to the Award).
Number
Application
Status
Text
Application status for the current amendment
Application Type Type of financial assistance for Application:
Cooperative Agreement or Grant
Text
Recipient Point of Recipient Application POC for current amendment Text
Contact
FTA Pre-Award
Manager
Pre-Award Manager for current amendment
Text
FTA Post-Award
Manager
Post-Award Manager for current amendment
Text
Total Obligation
Amount
Cumulative FTA obligation amount up to the latest Number
“Active (Executed)” amendment
($)
Total
Deobligation
Amount
Cumulative FTA deobligation amount up to the
latest “Active (Executed)” amendment
Number
($)
Current
Amendment
Amount
FTA obligation amount of the latest “Active
(Executed)” amendment
Number
($)
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ID Column Name
18)
19)
20)
21)
22)
23)
24)
25)
26)
27)
28)
Description
Attribute
Type
Application
Latest Date that current amendment was
Transmitted Date transmitted to FTA
Date
Application
Submitted Date
Latest Date that current amendment was
submitted to FTA
Date
FAIN Assigned
Date
Date that current amendment was assigned a FAIN Date
DOL Submission
Date
Date when application was sent to DOL
Date
DOL Certification Date when DOL certified the application
Date
Date
DOL Review Date Date when DOL completed the review task in
TrAMS
Date
Technical
Concurrence
Date
Latest Technical Concurrence date for current
amendment (each time a concurrence is logged
again for the same amendment, this field is
overwritten).
Date
Civil Rights
Concurrence
Date
Latest Civil Rights Concurrence date for current
amendment (each time a concurrence is logged
again for the same amendment, this field is
overwritten).
Date
Environmental
Concurrence
Date
Latest Environmental Concurrence date for
current amendment (each time a concurrence is
logged again for the same amendment, this field is
overwritten).
Date
Planning
Concurrence
Date
Latest Planning Concurrence date for current
amendment (each time a concurrence is logged
again for the same amendment, this field is
overwritten).
Date
Operations
Concurrence
Date
Latest Operations Concurrence date for current
amendment (each time a concurrence is logged
again for the same amendment, this field is
overwritten).
Date
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ID Column Name
29)
30)
31)
32)
33)
34)
35)
36)
37)
Description
Attribute
Type
Legal
Concurrence
Date
Latest Legal Concurrence date for current
amendment (each time a concurrence is logged
again for the same amendment, this field is
overwritten).
Date
RA Concurrence
Date
Latest RA Concurrence date for current
amendment (each time a concurrence is logged
again for the same amendment, this field is
overwritten).
Date
Reservation Date Date that funds were reserved for current
amendment
Date
Obligation Date
Date that funds were obligated for current
amendment
Date
Deobligation
Date
Date that funds were deobligated for current
amendment
Date
Executed Date
Date that current amendment was executed by the Date
recipient
Closeout Date
Date that Award was closed out
Date
Is Discretionary
Grant
Flag to show if Application uses discretionary
funding sources
Text
Application
Created Date
Date that the Application was created for current
amendment
Date
6.2.4
Disbursement Report
6.2.4.1 Description
The ‘Disbursement Report’ allows users to query individual disbursements and/or refunds for an Award.
While other reports in TrAMS show a single, cumulative disbursement amount per grant or Project, this
report displays each disbursement and refund processed. Search fields include account class code,
financial purpose code, and section code.
For grants Awarded in TrAMS, users can also query for disbursements on individual Projects within the
Award and on individual budget scope codes within the Projects. For reports run on grants Awarded in
TEAM, the fields for budget scope code, scope name, and scope suffix will be blank as this information is
only tracked for Awards made in TrAMS. Additionally, the report will only generate data for grants
where disbursements have taken place. If an Application has not reached ‘Awarded/Executed Status’ or
if no disbursements have occurred, the report will not return any information for that Award.
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Note: It may take several minutes to generate a report when the search criteria entered are broad and
produce large amounts of data.
6.2.4.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Discretionary Allocation Detail Report’: Recipient
Name/ID FTA Only
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Federal Award ID
Project Number
Account Class Code
Financial Purpose Code
Section Code
Recipient Region/Cost Center FTA Only
Award Status
Budget Scope Code/Name
Scope Suffix
Transaction Type
Transaction Date
6.2.4.3 Form View
The ‘Disbursement Report’ form appears as follows:
6.2.4.4 Dynamic Report Link
Report Link Text: ‘Download Excel Report Disbursement Report for [User] [Date]’
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6.2.4.5 File Names for Downloaded Reports
•
Dynamic Report: “Disbursement Report for [User] [Date].xlsx”
6.2.4.6 TrAMS Report Fields
ID Column Name
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Description
Data
Type
Project Number
Project ID under the Application
Text
Project Title
Project title
Number
FAIN
Federal Award Identification Number (FAIN); the
permanent Application number for the latest “Active
(Executed)” amendment
Text
Recipient ID
4-digit system identifier for recipient
organization/applicant
Number
Recipient Name
Legal Business Name for recipient
organization/applicant
Text
Award Status
Current status of the Award (e.g. ‘Active (Executed)’)
Text
Cost Center
Code
Cost center for recipient organization/applicant
Number
Account Class
Code
Code indicating the source of the funding; formatted as Text
.... (e.g.
2017.25.91.90.2).
FPC
Financial Purpose Code –2-digit code representing the
financial purpose of the funds.
Text
Financial
Purpose
Description of the FPC
Text
Scope Code
5-digit code to indicate a scope or category of activities Text
(e.g. “114-00”)
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ID Column Name
12)
13)
Scope Name
Scope Suffix
Description
Data
Type
Description of scope for a given scope code (e.g., scope
code 114-00 has a scope name of “Bus Support
Equipment and Facilities”)
2-digit code that distinguishes two scope codes within
the same Award (e.g. if scope code 111-00 exists twice
within the Award, the first 111-00 scope has a suffix of
A1 and the second has a suffix of A2)
Text
Text
Each unique scope in an Award has a suffix; they are
comprised of a letter and a number 1-9 (e.g. A1-A9, B1B9, C1-C9, etc)
14)
15)
16)
17)
Section Code
Two-digit code that indicates the funding source of a
Project (e.g. “90” is the section code for “Section 5307
Urbanized Area Formula”)
Number
Transaction
Type
Refund or Disbursement
Text
Transaction
Date
The date the transaction occurred
Date
Transaction
Amount
The amount of the transaction
Number
6.2.5
Discretionary Allocation Detail Report (or Application Discretionary
Allocation Detail Report)
6.2.5.1 Description
The ‘Discretionary Allocation Detail Report’ provides Application/Award information for grants and
cooperative agreements that contain discretionary and/or earmark allocations, including status and if
the funds have been Awarded.
6.2.5.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Discretionary Allocation Detail Report’:
1)
2)
3)
4)
5)
6)
Recipient Name/ID FTA Only
Recipient Region/Cost Center FTA Only
Federal Award ID
Project Number
Discretionary ID
Application/Award Fiscal Year*
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7)
8)
9)
10)
Application/Award Type
Application/Award Status
FTA Pre-Award Manager
FTA Post-Award Manager
* Indicates required search criteria.
6.2.5.3 Form View
The ‘’Discretionary Allocation Detail Report’ form appears as follows:
6.2.5.4 Dynamic Report Link
Report Link Text: ‘Discretionary Allocation Detail Report for [User] [Date]’
6.2.5.5 File Names for Downloaded Reports
•
•
Dynamic Report: “Discretionary Allocation Detail Report for [User] [Date].xlsx”
Static Report: “[Date] Discretionary Allocation Excel Report.xlsx”
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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6.2.5.6 TrAMS Report Fields
ID
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
Column Name
Description
Data
Type
ID
Recipient ID
4-digit system identifier for recipient
organization/applicant
Number
Yes
(FTA)
Recipient Acronym
Acronym for recipient
organization/applicant
Text
No
Recipient Name
Legal Business Name for recipient
organization/applicant
Text
Yes
(FTA)
Recipient Cost Center
Cost center for recipient
organization/applicant
Number
Yes
(FTA)
Application/Award Fiscal
Year
Fiscal Year in which the Application was
created
Number
Yes
Federal Award ID
Federal Award Identification Number
(FAIN); the permanent Application number
for the current amendment
Text
Yes
Application Name
Application title for current amendment
Number
No
Application Status
Application status for the current
amendment
Text
Yes
Application Type
Type of financial assistance for Award:
Cooperative Agreement or Grant
Text
Yes
Project Number
Project ID under the Application
Text
No
Project Name
Project title
Number
Yes
Discretionary ID
ID string to identify a specific discretionary
Project
Text
Yes
Discretionary Title
Title of discretionary Project
Text
No
Discretionary Fiscal Year
Fiscal year of discretionary allocation
Number
No
Discretionary ID Amount
Applied
Amount of discretionary allocation applied
to the discretionary Application
Number
No
Application Reservation
Date
Date that funds were reserved for current
amendment
Date
No
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Unclassified – For Official Use Only
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17)
18)
19)
20)
21)
22)
23)
24)
25)
26)
6.2.6
Application Obligation
Date
Date that funds were obligated for current
amendment
Date
Deobligation Date
Date that funds were deobligated for current Number
amendment
No
Closeout Date
Date that Award was closed out
Number
($)
No
Total Reservation Amount Total amount reserved for the discretionary
Application
Number
No
Total Obligation Amount
Total amount obligated to the discretionary
Application
Number
No
Total Deobligation
Amount
Total amount deobligated from the
discretionary Application
Number
No
Recipient Point of Contact Recipient Application POC for current
amendment
Text
No
FTA Contact TEAM
Number
No
Text
Yes
Post-Award Manager for current amendment Text
Yes
Application’s listed FTA contact (TEAM
Application only)
FTA Post-Award Manager Pre-Award Manager for current amendment
FTA Pre-Award Manager
No
FFR Detail Report
6.2.6.1 Description
The ‘FFR Detail Report’ provides information on Federal Financial Reports (FFRs) submitted for Awards,
including the submission or review status of the report and the financial information as reported by the
recipient. This report can be used to determine whether an FFR has been submitted and/or reviewed by
FTA. FFRs display with their latest status, saved comments, recipient information, and Award details
relevant to the entered search criteria. Users can input search criteria to filter reports by report period
type and report period date ranges.
Note:
Most financial information populated in the report is recipient-reported. The exceptions are
disbursement, deobligated, and unliquidated obligation amounts which are generated by
FTA’s financial systems.
6.2.6.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘FFR Detail Report’:
1) Recipient Name/ID FTA Only
2) Recipient Region/Cost Center FTA Only
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
Application/Award Number
Application/Award Fiscal Year
Report Status
Report Period Type*
Report Final
Period From
Period To
Application/Award Type
Application/Award Status
Report Period Annual
Report Period Quarterly
Report Period Monthly
* Indicates required search criteria.
Note:
Depending on the Report Period Type selected either the ‘Report Period Annual’, the ‘Report
Period Quarterly’, or the ‘Report Period Monthly’ field will become required.
6.2.6.3 Form View
The ‘FFR Detail Report’ form appears as follows:
6.2.6.4 Dynamic Report Link
Report Link Text: ‘FFR Details Report for [User] [Date]’
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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6.2.6.5 File Names for Downloaded Reports
•
•
Dynamic Report:: “FFR Details Report for [User] [Date].xlsx”
Static Report:: “[Date] FFR Detail Report.zip”
Application-Level Fields
ID Column Name
1)
Recipient ID
2)
3)
4)
5)
6)
7)
8)
9)
10)
Description
Data Type
4-digit system identifier for recipient
organization/applicant
Number
Recipient
Acronym
Abbrieviated form of the organization/applicant
Text
Recipient Name
Legal Business Name for recipient
organization/applicant
Text
Recipient Cost
Center
Cost Center for recipient organization/applicant
Number
Application State
State in which the application is for
Text
Application Fiscal
Year
Fiscal Year in which the Application was created
and/or Awarded
Number
Application
Number
Federal Award Identification Number (FAIN)
Text
Amendment
Number
Number of amendments created for the
application
Number
Application Name
Application title for the latest “Active (Executed)”
amendment
Text
Application Status Application status for the latest “Active (Executed)” Text
amendment
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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ID Column Name
11)
Application Type
12)
13)
14)
15)
16)
17)
18)
19)
20)
21)
22)
23)
24)
Description
Data Type
Type of application submitted
Text
Application Cost
Center
Cost Center managing the application
Text
Application
Includes
Discretionary
Funds?
Application includes discretionary funds
Text
Recipient Point of
Contact
Point of contact for the recipient responsible for
the application
Text
FTA Post-Award
Manager
FTA Post-Award Manager responsible for the
application/award
Text
FFR Status
Status of the FFR Details Report
Text
FFR Fiscal Year
Fiscal Year corresponding to the FFR Details Report Number
FFR Fiscal Period
Corresponds to the FFR Period Type selected
Text
Final Report
Indicates the Final FFR Details Report for the
application (ie. Completed during the closeout
process)
Text
FFR Submitted
Date
Submitted date of the FFR Details Report by
Recipient
Date
FFR Submitted By
Recipient submitting FFR Details Report
Text
Federal Cash On
Federal cash on hand at the beginning of the
Hand at Beginning period. Refer to line A on the FFR Report.
of Period
Cumulative
Amount
Number
Federal Cash
Receipt
Cumulative
Amount
Federal cash receipt cumulative amount. Refer to
line B of the FFR Report.
Number
Federal Cash
Disbursement
Cumulative
Amount
Federal cash disbursements. Refer to line C of the
FFR Report
Number
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Unclassified – For Official Use Only
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ID Column Name
Description
25)
Federal Cash On
Federal cash on hand at the end of the period.
Hand at End of
Refer to line D of the FFR Report
Period Cumulative
Amount
26)
27)
28)
29)
30)
31)
32)
33)
34)
Data Type
Number
Total Federal
Funds Authorized
Amount
Total federal funds authorized. Refer to line E of
the FFR Report.
Number
Federal Share of
Expenditures
Cumulative
Amount
Federal share of expenditures. Refer to line F of the Number
FFR Report.
Recipient Share of Recipient share of expenditures. Refer to line G of
Expenditures
the FFR Report.
Cumulative
Amount
Number
Total Expenditures Total expenditures. Refer to line H of the FFR
Cumulative
Report.
Amount
Number
Federal Share of
Unliquidated
Obligations
Amount
Number
Federal share of unliquidated obligations. Refer to
line I of the FFR Report.
Recipient Share of Recipient share of unliquidated obligations. Refer
Unliquidated
to line J of the FFR Report.
Obligations
Amount
Number
Total Unliquidated Total unliquidated obligations. Refer to line K of
Obligations
FFR Report.
Amount
Number
Total Federal
Share Amount
Number
Total federal share. Refer to line L of the FFR
Report.
Unobligated
Unobligated balance of federal funds. Refer to line
Balance of Federal M of the FFR Report.
Funds Amount
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Number
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ID Column Name
35)
Total Obligation
Amount
36)
37)
38)
39)
40)
Total
Disbursement
Amount
Description
Data Type
Total amount obligated for an application/award
Number
Total amount disbursed for an application/award
Number
Total Unliquidated Total unliquidated amount
Amount
Number
Obligation Date
Date
Date the application/award was obligated
Last Disbursement Date of the most recent disbursement on the
Date
application
Date
Deobligation Date Date the application/award was deobligated
Date
6.2.6.6 Form View
The ‘FFR Detail Report’ form appears as follows:
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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6.2.6.7 Dynamic Report Link
Report Link Text: ‘FFR Details Report for [User] [Date]’
6.2.6.8 File Names for Downloaded Reports
•
•
Dynamic Report:: “FFR Details Report for [User] [Date].xlsx”
Static Report:: “[Date] FFR Detail Report.zip”
6.2.7
MPR Detail Report
6.2.7.1 Description
The ‘MPR Detail Report’ provides information on Milestone Progress Reports (MPRs) submitted for
Awards, including the MPR submission dates and review status and the milestones reported by the
Recipient. The report will also include basic grant (e.g. FAIN) and recipient information (e.g. Recipient ID,
Recipient Name). Users can also search by report type (e.g. Quarterly), reporting period, or for reports
submitted in a particular date range. Recipients may use this report to determine which MPRs have
been submitted and whether FTA has reviewed the reports.
6.2.7.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘MPR Detail Report’:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
Recipient Name/ID FTA Only
Recipient Region/Cost Center FTA Only
Application/Award Number
Application/Award Fiscal Year
Application Type
Application Cost Center
Report Period Type*
Report Final
Period From
Period To
Application/Award Type
Application/Award Status
Report Period Annual
Report Period Quarterly
Report Period Monthly
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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* Indicates required search criteria.
Note: Depending on the Report Period Type selected either the ‘Report Period Annual’, the ‘Report
Period Quarterly’, or the ‘Report Period Monthly’ field will become available and is required.
6.2.7.3 Form View
The ‘MPR Detail Report’ form appears as follows:
6.2.7.4 Dynamic Report Link
Report Link Text: ‘MPR Details Report for [User] [Date]’
6.2.7.5 File Names for Downloaded Reports
•
•
Dynamic Report: “MPR Details Report for [User] [Date].xlsx”
Static Report: “[Date] MPR Details Report.zip”
6.2.8
Project Budget Report
6.2.8.1 Description
The ‘Project Budget Report’ allows recipient users to view and track budget details for Applications,
original Awards, and amendments on a Project level. Users will be able to filter on their data by Awards,
Projects, section codes, Award fiscal years, Award types, Award status, and FTA grant manager details.
6.2.8.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Project Budget Report’:
1)
2)
3)
4)
Recipient Name/ID FTA Only
Recipient Region/Cost Center FTA Only
Federal Award ID
Project Number
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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5)
6)
7)
8)
9)
10)
Section Code
Application/Award Fiscal Year*
Application/Award Type
Application/Award Status
FTA Pre-Award Manager
FTA Post-Award Manager
* Indicates required search criteria.
6.2.8.3 Form View
The ‘Project Budget Report’ form appears as follows:
6.2.8.4 Dynamic Report Link
Report Link Text: ‘Project Budget Report for [User] [Date]’
6.2.8.5 File Names for Downloaded Reports
•
•
Dynamic Report: “Project Budget Report for [User] [Date].xlsx”
Static Report: “[Date] Project Budget Report.xlsx”
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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6.2.8.6 TrAMS Report Fields
ID Column Name
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Description
Data
Type
Recipient ID
4-digit system identifier for
recipient
organization/applicant
Number
Recipient Acronym
Acronym for recipient
organization/applicant
Text
Recipient Name
Legal Business Name for
recipient
organization/applicant
Text
Recipient Cost Center
Cost center for recipient
organization/applicant
Number
Application/Award Fiscal Year
Fiscal Year in which the
Application was created
Number
Federal Award ID
Federal Award Identification
Text
Number (FAIN); the permanent
Application number for the
latest “Active (Executed)”
amendment
Amendment Number
2-digit number indicating the
amendment on the Award
Number
Application Name
Application title for the latest
“Active (Executed)”
amendment
Text
Application Status
Application status for the latest Text
“Active (Executed)”
amendment
Application Type
Type of financial assistance for Text
Award; two values -Cooperative agreement or grant
Application Transmitted Date
Date that latest “Active
(Executed)” amendment was
transmitted to FTA
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Date
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ID Column Name
12)
13)
14)
15)
16)
17)
18)
Description
Data
Type
Application Submitted Date
Date that latest “Active
Date
(Executed)” amendment was
submitted to FTA (each time an
Application is re-transmitted,
this field is overwritten)
Recipient Point of Contact
Recipient Application POC for
current amendment
FTA Pre-Award Manager
Pre-Award Manager for current Text
amendment
FTA Post-Award Manager
Post-Award Manager for
current amendment
Text
Project Number
Permanent Project number to
identify one Project within an
Award
Text
Project Name
Project title for the latest
Text
“Active (Executed)”
amendment
Two-digit code that indicates
Number
the funding source of a Project
(e.g. “90” is the section code for
“Section 5307 Urbanized Area
Formula”)
Section Code
Text
Note: If there are multiple
funding sources/PO numbers for
a Project (e.g. “Super Grant”),
there will be multiple rows in
this report for that Project
19)
20)
Total Project FTA Amount
Cumulative FTA obligation
Number
amount for a Project within the ($)
Award; amount is cumulative
up to the latest “Active
(Executed)” amendment
Total Project Non-FTA Amount
All non-FTA funding for a
Project within the Award;
amount is cumulative to latest
“Active (Executed)”
amendment
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Number
($)
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ID Column Name
21)
22)
23)
24)
25)
26)
27)
28)
29)
30)
Description
Data
Type
Total Project Eligible Cost
Sum of FTA and non-FTA
Number
funding for a Project within the ($)
Award; amount is cumulative to
latest “Active (Executed)”
amendment
Total Reservation Amount
Total funds reserved for a
Project within the Award;
amount is cumulative to latest
“Active (Executed)”
amendment
Total Obligation Amount
Cumulative FTA obligation
Number
amount for a Project within the ($)
Award up to the latest “Active
(Executed)” amendment
Total Deobligation Amount
Cumulative FTA deoobligation Number
amount for a Project within the ($)
Award up to the latest “Active
(Executed)” amendment
Total Disbursement Amount
Cumulative disbursement
Number
amount for a Project within the ($)
Award up to the latest “Active
(Executed)” amendment
Is Discretionary Grant
“Yes” or “No” to show if
Application uses discretionary
funding sources
Is New Start Grant
“Yes” or “No” to show is
Application is a New Start grant
Last Obligation Date
Obligation Date for the latest
“Active (Executed)”
amendment
Date
Project Start Date
Earliest date on the milestones
for this Project
Date
Project End Date
Latest date on the milestones
for this Project
Date
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Number
($)
Text
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6.2.9
Project Scope Budget Report
6.2.9.1 Description
The ‘Project Scope Budget Report’ allows recipient users to view and track budget details for
Applications, original Awards, and amendments on a scope level. Users will be able to filter on their data
by Awards, Projects, section codes, scope codes, Award fiscal years, Award types, Award status, and FTA
grant manager details.
Note: This report only shows Applications that originated in TrAMS.
6.2.9.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Project Scope Budget Report’:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Recipient Name/ID FTA Only
Recipient Region/Cost Center FTA Only
Federal Award ID
Project Number
Section Code
Scope Code/Name
Application/Award Fiscal Year
Application/Award Type
Application/Award Status
FTA Pre-Award Manager
FTA Post-Award Manager Form View
The ‘Project Scope Budget Report’ form appears as follows:
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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6.2.9.3 Dynamic Report Link
Report Link Text: ‘Project Scope Budget Report for [User] [Date]’
6.2.9.4 File Names for Downloaded Reports
•
•
Dynamic Report: “Project Scope Budget Report for [User] [Date].xlsx”
Static Report: “[Date] Project Scope Budget Report.xlsx”
6.2.9.5 TrAMS Report Fields
ID Column Name
1)
2)
Recipient ID
Description
Data
Type
4-digit system identifier for recipient
organization/applicant
Number
Recipient Acronym Acronym for recipient organization/applicant
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Text
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ID Column Name
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
17)
18)
Description
Data
Type
Recipient Name
Legal Business Name for recipient
organization/applicant
Text
Recipient Cost
Center
Cost center for recipient organization/applicant
Number
Application/Award Fiscal Year in which the Application was created
Fiscal Year
Number
Federal Award ID
Federal Award Identification Number (FAIN); the
permanent Application number for the latest “Active
(Executed)” amendment
Text
Amendment
Number
2-digit number indicating the amendment on the
Award
Number
Application Name
Application title for current amendment
Text
Application Status
Application status for the current amendment
Text
Application Type
Type of financial assistance for Award: Cooperative
Agreement or Grant
Text
Application
Transmitted Date
Date that latest “Active (Executed)” amendment was
transmitted to FTA
Date
Application
Submitted Date
Date that latest “Active (Executed)” amendment was
submitted to FTA
Date
Recipient Point of
Contact
Recipient Application POC for current amendment
Text
FTA Pre-Award
Manager
Pre-Award Manager for current amendment
Text
FTA Post-Award
Manager
Post-Award Manager for current amendment
Text
Project Number
Permanent Project number to identify one Project
within an Award
Text
Project Name
Project title for the latest “Active (Executed)”
amendment
Text
Funding Source
Name
Short code for funding source name (e.g., “5307-2A”
for “Section 5307 Urbanized Area Formula”)
Text
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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ID Column Name
19)
20)
21)
22)
23)
24)
25)
26)
27)
28)
29)
Description
Data
Type
Section Code
Two-digit code that indicates the funding source of a Number
Project (e.g. “90” is the section code for “Section 5307
Urbanized Area Formula”)
Scope Name
Description of scope for a given scope code (e.g.,
scope code 114-00 has a scope name of “Bus
Support Equipment and Facilities”)
Text
Scope Code
5-digit code to indicate a scope or category of
activities (e.g. “114-00”)
Text
Total Scope FTA
Amount
Cumulative FTA amount for a Project-scope within
the Award; amount is cumulative up to the latest
“Active (Executed)” amendment
Number
($)
Total Scope NonFTA Amount
All non-FTA funding for a Project-scope within the
Award; amount is cumulative to latest “Active
(Executed)” amendment
Number
($)
Total Scope
Amount
Sum of FTA and non-FTA funding for a Project-scope
within the Award; amount is cumulative to latest
“Active (Executed)” amendment
Number
($)
Total Reservation
Amount
Total funds reserved for a Project-scope within the
Award; amount is cumulative to latest “Active
(Executed)” amendment
Number
($)
Total Obligation
Amount
Cumulative FTA obligation amount for a Projectscope within the Award up to the latest “Active
(Executed)” amendment
Number
($)
Total Deobligation
Amount
Cumulative FTA de-obligation amount for a Projectscope within the Award up to the latest “Active
(Executed)” amendment
Number
($)
Total
Disbursement
Amount
Cumulative disbursement amount for a Project-scope Number
within the Award up to the latest “Active (Executed)” ($)
amendment
Percentage of funds disbursed from cumulative FTA
Number
obligation amount for the Project-scope
(%)
Calculation: Cumulative Disbursements / Cumulative
Obligations
Percent Disbursed
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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ID Column Name
30)
Description
Data
Type
Last Disbursement Date on which the last disbursement occurred on this Date
Date
Award
6.2.10 Recipient POC Detail Report
6.2.10.1 Description
The ‘Recipient POC Details Report’ lists individuals who are a recipient organization's Points of Contacts
(POC). The list may be filtered by ‘Recipient POC Contact Types’ and/or ‘Recipient POC SAM Contact
Types’. The report includes details for each POC such as their title, address, contact information, and
contact type.
6.2.10.2 Dynamic Report Search Criteria
The following search criteria can be applied to the ‘Recipient POC Detail Report’:
1)
2)
3)
4)
Search
Recipient Name/ID
POC Contact Type
Office/Cost Center
6.2.10.3 Form View
The ‘Recipient POC Detail Report’ form appears as follows:
6.2.10.4 Dynamic Report Link
Report Link Text: ‘Recipient POC Detail Report for [User] [Date]’
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Page 437
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6.2.10.5 File Names for Downloaded Reports
•
•
Dynamic Report: “Recipient POC Detail Report for [User] [Date].xlsx”
Static Report: “[Date] Recipient POC Details Report.xlsx”
6.2.10.6 TrAMS Report Fields
ID
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Column Name
Description
Recipient ID
4-digit system identifier for recipient
organization
Recipient Name
Name of POC’s associated recipient
organization
Recipient
Office/Region
Cost center associated with POC’s recipient
organization
Union Name
Title
Full Name
Street Address
City
State
ZIP Code
Phone Number
Text
Text
Text
Name of POC’s union (if union POC)
POC’s title as displayed in SAM.gov profile (SAM Text
POCs) or Recipient POCs module
Text
POC’s full name as displayed in Recipient POCs
module (not available for SAM POCs)
POC’s street address as displayed in SAM.gov
Text
profile (SAM POCs) or Recipient POCs module
POC’s city as displayed in SAM.gov profile (SAM Text
POCs) or Recipient POCs module
POC’s state as displayed in SAM.gov profile
Text
(SAM POCs) or Recipient POCs module
POC’s ZIP code as displayed in SAM.gov profile Number
(SAM POCs) or Recipient POCs module
POC’s phone number as displayed in SAM.gov
Number
profile (SAM POCs) or Recipient POCs module
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Data Type
Number
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ID Column Name
12)
Alternate Phone
Number
13)
Fax Number
14)
15)
16)
17)
18)
19)
20)
21)
22)
23)
24)
25)
26)
27)
Email Address
Description
POC’s alternate phone number as displayed in
Recipient POCs module
POC’s fax number as displayed in SAM.gov
profile (SAM POCs) or Recipient POCs module
POC’s email address as displayed in SAM.gov
profile (SAM POCs) or Recipient POCs module
POC’s web address as displayed in Recipient
POCs module (not available for SAM POCs)
Contact Type
UNION
Flag to indicate if contact is Union POC: Yes or
no (not available for SAM POCs)
Contact Type CEO
Flag to indicate if contact is CEO: Yes or no (not
available for SAM POCs)
Contact Type MPO
Flag to indicate if contact is for MPO concerns:
Yes or no (not available for SAM POCs)
Contact Type EEO
Flag to indicate if contact is for EEO issues: Yes
or no (not available for SAM POCs)
Contact Type DBE
Flag to indicate if contact is for DBE issues: Yes
or no (not available for SAM POCs)
Contact Type Title
VI
Flag to indicate if contact is for Title VI issues:
Yes or no (not available for SAM POCs)
Contact Type
Section 504
Flag to indicate if contact is for Section 504
issues: Yes or no (not available for SAM POCs)
Contact Type ECHO
Flag to indicate if contact is for ECHO: Yes or no
(not available for SAM POCs)
Contact Type Grant
Flag to indicate if contact is for grants issues:
Yes or no (not available for SAM POCs)
Contact Type
General FTA Issues
Flag to indicate if contact is for general FTA
issues: Yes or no (not available for SAM POCs)
Statewide
Application
Flag to indicate if Union has statewide
Application: Yes or no (not available for SAM
POCs)
Created Date
Date when POC was created (not available for
SAM POCs)
Unclassified – For Official Use Only
Number
Text
Text
Web Address
Information in this document is proprietary to FTA
Data Type
Number
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Text
Date
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ID Column Name
28)
Created By
29)
30)
Description
Data Type
Text
User responsible for creating the POC (not
available for SAM POCs)
Updated Date
Last date logged for updates made on the POC’s
information (not available for SAM POCs)
Updated By
Last user responsible for updating the POC (not
available for SAM POCs)
Date
Text
6.2.11 User Details Report
See the FACES User Guide for more information about the User Details Report.
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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7 Appendices
7.1
Appendix A – Abbreviations, Acronyms, and Terms
7.1.1
Acronym Table
Acronym
Definition
ACC
Account Classification Code
ALI
Activity Line Item
ARRA
American Recovery & Reinvestment Act
C&As
Certifications & Assurances
CE
Categorical Exclusion
DBE
Disadvantaged Business Enterprise
DOL
Department of Labor
DOT
Department of Transportation
EA
Environmental Assessment
EEO
Equal Employment Opportunity
EIS
Environmental Impact Statement
E.O.
Executive Order
FAIN
Federal Award Identification Number
FFR
Federal Financial Report
FONSI
Finding of No Significant Impact
FTA
Federal Transit Administration
MPR
Milestone Progress Report
NEPA
National Environmental Policy Act
RA
Regional Administrator
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Unclassified – For Official Use Only
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Acronym
Definition
ROD
Record of Decision
SAM
System for Award Management
STIP
Statewide Transportation Improvement Program
TIP
Transportation Improvement Plan
TrAMS
Transit Award Management System
UPWP
Unified Planning Work Program
UZA
Urbanized Area
7.1.2
Glossary of Terms
Appian
Web-based Business Process Management (BPM) software used to
development the FTA Platform that houses TrAMS.
Application
A request for financial assistance in TrAMS through federal grants and
cooperative agreements.
Award
An application that has been awarded in TrAMS (the application can be a
grant or cooperative agreement)
Buttons
Used to perform actions such as saving data, deleting data, or leaving the
form.
Cost Center
A term used to represent an FTA regional or Headquarters office within
TrAMS.
Dashboard
A user interface that organizes and presents information in a way that is
easy to view and read.
Field
A user input element on a form for entering data (e.g. a checkbox or
textbox).
Form
A web-page where a user enters data or information.
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Grid
The Appian term to describe a table. Grids have records (rows) and fields
(columns).
Group
A collection of TrAMS users. All users with the same role in the same
Recipient Organization will belong to a group (e.g. Transit CO ABC
Submitters).
Menu
A list of options displayed on screen either in a list, dropdown list, or
toolbar (top to bottom or across the top of the page).
Navigation Menu
A series of links specific to the type of record.
Navigation Tabs
Displays FTA-platform and system-specific information to all users. Tabs
are used to navigate through the system.
Page
A web-page or web-enabled screen.
Project
Is a single activity or group of related activities that comprise a project
within an application; and has a defined budget and schedule.
Recipient Organization
A recognized recipient, that has been assigned a unique FTA identification
number (4 digits), which is also referred to as a Recipient ID Number.
Recipient Organizations are tied to FTA Cost Centers.
Role
A set of privileges and responsibilities within TrAMS assigned to a user.
Users can be assigned one or more roles.
System
A software application (e.g. TrAMS). The term “system” is used throughout
this user guide instead of “application” to avoid confusion with TrAMS
grant applications.
Task
An assigned step within a workflow. Appian can assign tasks to individual
users or groups. Users can assign tasks to other users within the TrAMS
system.
User
An individual with a TrAMS account that has at least one assigned user role
and has logged into the FTA Appian Platform.
Workflow
A series of steps in a pre-defined process that must be completed in order.
Information in this document is proprietary to FTA
Unclassified – For Official Use Only
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Information in this document is proprietary to FTA
Unclassified – For Official Use Only
Page 444
| File Type | application/pdf |
| File Title | FTA Transit Award Management System (TrAMS) User Guide - Recipient - Version 2.15 |
| Subject | RecipientCommitment to Accessibility: DOT is committed to ensuring that information is available in appropriate alternative form |
| Author | D O T - Federal Transit Administration |
| File Modified | 2023-10-16 |
| File Created | 2023-10-06 |