Embedded Files
During the Line Item Transfer Request process, once an idea is formulated, presented, and approved by the region director and senior leaders, a budget request or a budget reallocation form will need to be filled out. The amount of detail and completeness provided in these forms assists senior leaders in determining which budget requests will be selected as part of UDOT’s agency budget request to the governor for consideration and approval. The current process is once the budget request has been identified to move forward to the governor’s office for consideration, the supporting documentation will be provided to the comptroller’s office through the senior leader. The comptroller’s office is charged with completing the forms (see figures below) and following up with the senior leader to ensure that all the necessary information has been provided.
Depending upon the type of request that is being made, it is always a good idea to understand the impacts of getting the funding and being able to speak to what will not get done if this funding is not approved. Also, with any additional funding comes the need to understand the impacts of this funding and how it will benefit the department. The establishment of performance measures will allow the department to track and speak to the benefits of the additional funding. If performance measures have already been established and there is a history of performance, speaking to the potential benefits and what is expected based on the budget request will allow the department to quantify the anticipated improvements.
Figure 9.3.1 - Budget Request - Building Block Form
Figure 9.3.2 Budget Reallocation - Line Item Transfer Form
Supporting Documentation - Items Needed to Provide Justification
Supporting Documentation - Items Needed to Provide Justification
When preparing the documentation for the Line Item Requests, it is important to provide the necessary facts and figures that will help to illustrate the story of why this funding is needed. Figure 16.3.1 & 16.3.2 contain questions that will need to be addressed and having the right data will help demonstrate the need. In addition, explaining why this funding is needed, along with the expectations of what will be done with this funding, is critical in allowing others to see and understand why this funding is important.
For example, having historical figures that demonstrate the increase in costs that have impacted UDOT’s ability to perform the work.
Example
Example
The prices of steel have risen by 14% over the past two years as can be demonstrated by the UDOT construction price index as well as the consumer price index for construction materials. This price increase has reduced UDOT’s purchasing power and has resulted in UDOT not being able to procure the necessary sign posts and materials needed.
Result: Because of the price increase, UDOT will reallocate funding from other activities to cover the shortfall and will not be able to address other activities. UDOT will prioritize the sign replacements above other activities, and as a result, mowing and litter pick up operations will be reduced to an “as needed basis”.
Questions to consider: What are other factors that have impacted maintenance’s ability to continually provide service within the established budgets? Have additional lane miles been added that require the need for additional equipment, FTE’s, or materials? Has the maintenance station gone from operating in a rural environment to an urban environment that requires additional traffic control or change in hours of operations to perform certain maintenance activities?
Answers to questions like these help illustrate the story of a changed condition that has impacted the ability for maintenance to perform based on the current budget allocation.
If a maintenance station has undergone changes from its environment–meaning increased land development, traffic growth, or expansion of the transportation system– it could call for a specific Line Item Request to assist this maintenance station. One logical approach is to use a comparable maintenance station that has similar characteristics such as:
Lane miles per FTE
The number and value of assets within the boundary of the Maintenance Station
Number and pieces of equipment
Total number of FTEs
This information helps to demonstrate a potential need for additional funding, pieces of equipment, or FTEs to continue to maintain the transportation system in a state of good repair. In addition, being able to explain what will NOT be done if the funding is not approved is important as well; what assets or activities will most likely suffer a reduced level of service if the funding is not approved. Coordinate with central maintenance on all line item requests involving FTEs, materials, and equipment as they can assist in providing data that can support the request.
Sources of data and information:
Maintenance Management System (ATOM)
Maintenance HUB
FINET reports
Central maintenance (added lane miles for each maintenance station)
Region maintenance analyst
Procurement and construction projects - bid tabulations - helps to establish materials and installation costs.
UDOT long-range plan - are there projects planned that will dramatically change the needs of the maintenance station?
It is important to identify potential funding needs as early in the calendar year as possible. This provides the necessary time to gather, refine, and develop a strategy of how to best show the need and explain the overall impact by receiving and not receiving the funding that is required for the requisite forms. Also, establishing performance measures or using existing performance to show the potential outcome is a solid strategy to help illustrate the need and the why.
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