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director of the Oregon DOT. The PTD division ad- In addition to these state requirements, the Oregon ministrator is supported by a staff of 14 full-time DOT's State Management Plan for Public Trans employees. portation Programs describes specific requirements PTD provides grant management and oversight of associated with FTA funds. This document describes projects and activities supported with state and federal the responsibilities of the subrecipient, as follows: public transportation funds. In a typical fiscal year, The division requires that subrecipients receiv- PTD administers funds under the following programs: ing Federal funds in excess of $500,000 submit Formula Grants for Non-Urbanized Areas the audit conducted in accordance with Office (Section 5311)--33 subrecipients of Management and Budget (OMB) Circular Transportation for Elderly Persons and Per- A-133, Audits of States, Local Governments, sons with Disabilities (Section 5310)--67 And Non-profit Institutions, and the manage- ment letter and any other reports that accompany subrecipients the annual audit. If a subrecipient has a subcon- PTD also administers funds related to the Job Ac- tractor responsible for the financial manage- cess and Reverse Commute Program (Section ment of federal funds, and the subrecipient itself 5316) and the New Freedom Program (Section 5317). is subject to this requirement, the subrecipient shall arrange for the division to be sent a copy of the subcontractor's annual audit. Sources of Financial Audit Requirement Subrecipients receiving less than $500,000 in Oregon state law (ORS 297.405) requires all Federal funds must submit to PTD a copy of any municipal corporations to have their accounts and annual audit covering the funds expended under fiscal affairs audited annually in accordance with current grant agreements with ODOT; and the Generally Accepted Auditing Standards (GAAS) as annual audit of any subcontractor receiving fed- promulgated by the American Institute of Certified eral funds as a result of grant agreements. An audit is not required, however, if one is conducted, the Public Accountants (AICPA).3 The accounts to be subrecipient will submit a copy to PTD. audited and examined may include financial state- ments or they may consist solely of books, records, Private for profit organizations who are subrecip- and other financial data. Fiscal affairs are all activi- ients shall be subject to the audit requirements of ties of a municipal corporation relating to the col- the Public Transit Division.5 lection, receipt, custody, handling, expenditure, or disbursement of public funds. Procedures for Obtaining and Reviewing Oregon law (ORS 297.435) requires every local Subrecipient Financial Audits government (including Mass Transit Districts) ex- empt from an annual audit or review (expenditures Audit reports filed by municipal corporations of $150,000 or less in state funding) to file financial must be submitted within 180 days following the statements with the secretary of state of the Audits end of the fiscal year. All municipal governments Division. The Oregon Administrative Rules provide are asked to submit their audit reports electronically, minimum standards for review of Oregon munici- preferably in PDF format. Since 2004, all audit pal corporations.4 The standards include general re- reports are maintained on the secretary of state's quirements, a standard agreement between the CPA website, where they can be searched and reviewed. and the municipality, and the required information The Local Government Audit Report Search page that must be examined. is accessible at http://egov.sos.state.or.us/muni/ public.do. Subrecipients that expend less than $150,000 3Division 10 Minimum Standards for Audits of Oregon Mu- must file annual financial statements with the sec- nicipal Corporations. Available at: http://arcweb.sos.state. retary of state within 90 days of the end of the or.us/pages/rules/oars_100/oar_162/162_010.html (accessed December 19, 2011). 4Division 40 Minimum Standards for Review of Oregon Muni 5Oregon DOT, State Management Plan for Public Transpor- cipal Corporations. Available at: http://arcweb.sos.state.or.us/ tation Programs, 2009. Available at: http://www.oregon.gov/ pages/rules/oars_100/oar_162/162_040.html (accessed Decem- ODOT/PT/PROGRAMS/SHARED/MGMT_PLAN/2009_ ber 19, 2011). PTD_Mgmt_Plan.pdf (accessed December 19, 2011). 14