About ODOT-1589 Reporting Application

1.1

July 16, 2010

The Ohio Department of Transportaion
Jolene M. Molitoris, Director


Federal Highway Administration (FHWA) has established reporting requirements for all projects receiving ARRA funds. To comply with the reporting requirement pertaining to the number of employees, hours and payroll on each project, the Ohio Department of Transportation (ODOT) has developed the ODOT-1589. This form allows for each local public agency, prime contractor, prime consultant, railroad, or utility to report the number of employees, hours and payroll work on the project receiving ARRA funds.

Each external entity in contract or agreement with ODOT or ORDC is to complete the ODOT-1589 by the 10th of each month for the previous reporting month. LPAs begin reporting on the project award date. Prime contractors and prime consultants start reporting on the contract signed date. Railroads begin reporting on the notice to proceed date provided by ORDC.

The Contractor shall be responsible for reporting their firm as well as every Subcontractor’s data for every tier of Subcontractor. The LPA is responsible for reporting their hours and hours for any other entities other than the prime contractor. The railroad are to report their hours and any other entities hours on the project.

The labor report is to be direct, on-the-project jobs for their workforce and the workforce of any Subcontractors active during the reporting month. The jobs data is to include employees actively engaged in projects who directly work on the jobsite, in the project office, in the home office or telework from a home or other alternative office location. This also includes any engineering personnel, inspectors, sampling and testing technicians, and lab technicians performing work directly in support of the American Recovery and Reinvestment Act of 2009 (ARRA) funded project. This does not include material suppliers.

If you have questions on what to report or when to report, please e-mail arra1589@dot.state.oh.us.

ODOT 1589 Contact List

If you have a question, need assistance or have feedback regarding the ODOT-1589, please e-mail arra1589@dot.state.oh.us

Contents


Background

American Recovery and Reinvestment Act's transportation stimulus funds totaling $774 million will be spent in nearly every Ohio county. Based on federal calculations for transportation investment, an estimated 21,257 jobs will be created or retained through these stimulus projects, with thousands of additional jobs likely to be spurred by the economic development that will occur as a result of the projects.

The Contractor and the Local Public Agency (LPA) shall complete form FHWA-1589 by the 10th of each month from the dates listed below until completion of the Contract. LPAs begin reporting on the project award date. Prime contractors and prime consultants start reporting on the contract signed date. Railroads begin reporting on the notice to proceed date provided by ORDC. The Contractor shall be responsible for reporting their firm as well as every Subcontractors data for every tier of Subcontractor.

The Contractor will report the direct, on-the-project jobs for their workforce and the workforce of their Subcontractors active during the reporting month. These job data include employees actively engaged in projects who work on the jobsite, in the project office, in the home office or telework from a home or other alternative office location. This also includes any engineering personnel, inspectors, sampling and testing technicians, and lab technicians performing work directly in support of the American Recovery and Reinvestment Act of 2009 (ARRA) funded project. This does not include material suppliers.

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Purpose

This user guide will take you through a step-by-step process on how to use the new ODOT-1589 Reporting Application site. The purpose of this application is to create an effective and user friendly way for entities to submit their required ODOT-1589 reporting forms on a monthly basis. In addition, it will give the districts an easy way to keep track of reporting on ARRA projects by approving and rejecting the submitted ODOT-1589 forms

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Loggging In

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Navigation of the Reporting Entity Homepage

  1. There are 3 sections to the Entity home page: Navigation, Welcome, and To Do List.
  2. The Entity To-Do List will be displayed on the right quarter of the page and will contain any ODOT-1589’s your Entity needs to submit or edit.
  3. The left panel labeled “Navigation” will be closed upon the initial load of the homepage. To open the Navigation you will need to click on the double arrows '>>' and the PIDs for the projects the Entity has been awarded will be listed.


    In this view, users can search for a particular PID by clicking on the "Click to Open Filter" search box. A 5 digit PID will need to be entered and then click “filter” to search for the PID.
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Creating and Submitting an ODOT-1589 Form

  1. To submit an ODOT-1589 form, select a PID (which will have a 'Not Submitted' or 'Saved' status) from the 'To Do List' and click on it.
  2. To add employment data, start by clicking on the 'Add an Entity' button. Note: Clicking the 'Add an Entity' button will be required for each entity you are reporting for.
  3. Populate the fields in the Employment Data box including Entity Name, Employees, Hours, Payroll, Entity Type, and Paid to DBE (if applicable).
  4. Returning to complete filling the ODOT-1589 at a later time may be done by hitting the 'Save' button. The ODOT-1589 will appear back in your To Do List in a saved status. NOTE: Only ODOT-1589’s in a status of “Not Submitted” may be saved
  5. When done entering in all of the employment data and it has been have reviewed for correctness click on the 'Submit' button.
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Viewing a Previous Month’s ODOT-1589 Form

  1. Changing data on previous month’s PIDs requires being able to go back and view those previous month’s PIDs.
  2. Begin by selecting the PID from the To Do List or navigation list.
  3. The most current months report for that PID will appear.
  4. To find the previous report, click on the 'Month' button located to the right of the 'Submit' button.
  5. Select from the drop-down list marked 'month' and click on the corresponding month.
  6. Next, go to the 'Year' button and pick the corresponding year from the drop-down list.
  7. Click the 'View Previous' button next to the 'Year' button to view the previous month’s PID.
    NOTE: Before making any changes ensure it is the correct PID, Month and Year of the report needing changes.
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Editing a Returned ODOT-1589 Form

  1. In the event that a submitted ODOT-1589 is returned, the system will send receive an email to the Reporting Entity user the report has been returned.
  2. The rejected ODOT-1589 will appear in the To Do List with a 'Returned' status.
  3. Select the ODOT-1589 with a status for 'Returned' and the report will appear with the employment data fields editable.
  4. The comments at the bottom of the page will indicate what changes need to be made in order for approval.
  5. Make the necessary corrections to the ODOT-1589 and click on the “Submit” button.
    NOTE: If the reporting entity disagrees with the changes request, the reporting entity should contact the person who returned the ODOT-1589 for resolution.
  6. The status of the ODOT-1589 will be changed to 'Submitted-Modified', and the ODOT-1589 will then be sent to Central Office for approval.
  7. If Central Office rejects a corrected submission then the editing process will begin again.
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Editing a Submitted ODOT-1589 Form

  1. Retrieve an ODOT-1589 in a “Submitted” status by clicking on the coinciding PID within the Navigation tab. The fields in the employment data box will become editable
  2. Make the necessary changes to the data previously submitted.
  3. Once satisfied with the changes made click on 'Submit' to re-submit the edited ODOT-1589.
  4. The status of the ODOT-1589 will be changed to “Submitted-Modified” and it will be sent to Central Office for approval.
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Editing an Approved ODOT-1589 Form

NOTE: Only the current month and the 2 months prior’s ODOT-1589’s can be edited while in an 'Approved' status.

  1. To go back and change any data to an already 'Approved' ODOT-1589 form start by searching the previous month’s PIDs to pull up the ODOT-1589 form (in an 'Approved' status) for the month that needs corrections.
  2. The fields in the employment data box will become editable.
  3. Make appropriate changes to the employment data.
  4. Before re-submitting data, comments are required as to why the employment data is being changed.
  5. Once the appropriate comments have been added and the form has been checked for correctness, click 'Submit'
  6. The ODOT-1589 form will then be sent to Central Office for approval.
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Printing ODOT-1589 Forms

  1. In order to print an ODOT-1589 form, view the ODOT-1589 to be printed.
  2. Click on the 'Print' button which is located directly to the right of the “Approve” button.
  3. A separate window will open on your browser and a download box will appear. Choose to either:
    • 'Open' the ODOT-1589 and the PDF file will download and the ODOT-1589 will appear in the window for printing.
    • 'Save' the ODOT-1589 in a PDF format to view at a later time.

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Help and Support

If you have a question that is not answered by the user manual please e-mail arra1589@dot.state.oh.us.


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Contents


Background

American Recovery and Reinvestment Act's transportation stimulus funds totaling $774 million will be spent in nearly every Ohio county. Based on federal calculations for transportation investment, an estimated 21,257 jobs will be created or retained through these stimulus projects, with thousands of additional jobs likely to be spurred by the economic development that will occur as a result of the projects.

The Contractor and the Local Public Agency (LPA) shall complete form FHWA-1589 by the 10th of each month from the dates listed below until completion of the Contract. LPAs begin reporting on the project award date. Prime contractors and prime consultants start reporting on the contract signed date. Railroads begin reporting on the notice to proceed date provided by ORDC. The Contractor shall be responsible for reporting their firm as well as every Subcontractors data for every tier of Subcontractor.

The Contractor will report the direct, on-the-project jobs for their workforce and the workforce of their Subcontractors active during the reporting month. These job data include employees actively engaged in projects who work on the jobsite, in the project office, in the home office or telework from a home or other alternative office location. This also includes any engineering personnel, inspectors, sampling and testing technicians, and lab technicians performing work directly in support of the American Recovery and Reinvestment Act of 2009 (ARRA) funded project. This does not include material suppliers.

[Return to Top]

Purpose

This user guide will take you through a step-by-step process on how to use the new ODOT-1589 Reporting Application site. The purpose of this application is to create an effective and user friendly way for entities to submit their required ODOT-1589 reporting forms on a monthly basis. In addition, it will give the districts an easy way to keep track of reporting on ARRA projects by approving and rejecting the submitted ODOT-1589 forms

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Loggging In

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Navigation of District Homepage

  1. There are 3 sections in the district home page, Navigation, Welcome and To Do List.
  2. The district To Do List will be displayed on the right quarter of the page and will contain any ODOT-1589’s which need the district to approve or deny.
  3. The left panel labeled 'Navigation' will be closed at initial load of the homepage. To open the navigation click on the double arrows '>>' and the PIDs for the projects awarded to the district logged in will be listed.
    1. The Navigation tab is different than the To Do List as it gives access to past ODOT-1589 forms while the To Do list only shows pending items.
    2. Districts can also view all the Reporting Entities which have projects in their Districts by click on the 'Reporting Entity' tab located at the bottom of the navigation tab.
    NOTE: When viewing an ODOT-1589 form, close the 'Navigation' tab to view the ODOT-1589 form in its entirety. This will get rid of any rendering issues possibly experienced.
  4. Districts can also view all the Reporting Entities which have projects in their Districts by click on the 'Reporting Entity' tab located at the bottom of the navigation tab.
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Approving Submitted ODOT-1589 Forms

  1. To view a submitted ODOT-1589 form click on a PID in the 'To Do List'
  2. The Welcome section will be replaced with the corresponding ODOT-1589 with data submitted by the Reporting Entity.
    Read Before Moving On: Always double check on the report date to be sure it is correct. Once reviewed, the ODOT-1589 form may be rejected or approved.
  3. After reviewing the submitted data for accuracy, if the date is accurate and can be approved, click the 'Approve' button and a confirmation message will display stating the ODOT-1589 has been successfully approved. The approved ODOT-1589 will be sent to Central Office for submission to FHWA.

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Rejecting Submitted ODOT-1589 Forms

  1. To view a submitted ODOT-1589 form click on a PID in the 'To Do List'
  2. The Welcome section will be replaced with the corresponding ODOT-1589 with data submitted by the Reporting Entity.
  3. After reviewing the submitted data for accuracy, if the date is not accurate and needs to be rejected, a comment is required as to the reason for the rejection of the ODOT-1589 form. This comment will be saved to the database.
  4. Click the 'Reject' button and a message will appear indicating the ODOT-1589 has been rejected.
  5. An email will be sent to the Reporting Entity to notify them their ODOT-1589 submission has been rejected and changes are required.
  6. Once the reporting entity makes the changes and submits the form, the report will then be placed in the Central office work queue. Central office may contact the district for assistance in verifying the data provided by the reporting entity.

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Viewing Previous Month’s ODOT-1589 Forms

  1. To view a submitted ODOT-1589 form click on a PID in the 'To Do List'
    1. The most current ODOT-1589 for the PID selected will appear
    2. To select a previous month, click on the month drop down and select the month to be viewed. The year can also be changed by click on the year drop down and selecting a new year.
  2. To view a previous month’s ODOT-1589 by opening the Navigation tab on the left side of the screen. The PIDs for the projects in your district will be listed. Select the PID from the Navigation list.
  3. In the center of the screen all of the ODOT-1589s for the PID selected that have been submitted, have not been submitted, and those that have been approved will be shown.
  4. To view the full report, click on the record to be viewed and the report will appear in the center of the screen.

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Printing ODOT-1589 Forms

  1. In order to print an ODOT-1589 form, view the ODOT-1589 to be printed.
  2. Click on the 'Print' button which is located directly to the right of the “Approve” button.
  3. A separate window will open on your browser and a download box will appear. Choose to either:
    • 'Open' the ODOT-1589 and the PDF file will download and the ODOT-1589 will appear in the window for printing.
    • 'Save' the ODOT-1589 in a PDF format to view at a later time.

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Help and Support

If you have a question that is not answered by the user manual please e-mail arra1589@dot.state.oh.us.


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CO help

Welcome to the ARRA Reporting Web Site

American Recovery and Reinvestment Act (ARRA) - Reporting Requirements

American Recovery and Reinvestment Act's transportation stimulus funds totaling $774 million will be spent in nearly every Ohio County. Based on federal calculations for transportation investment, an estimated 21,257 jobs will be created or retained through these stimulus projects, with thousands of additional jobs likely to be spurred by the economic development that will occur as a result of the projects.

The Contractor and the Local Public Agency (LPA) shall complete form FHWA-1589 by the 10th of each month from the dates listed below until completion of the Contract. LPAs begin reporting on the project award date. Prime contractors and prime consultants start reporting on the contract signed date. Railroads begin reporting on the notice to proceed date provided by ORDC. The Contractor shall be responsible for reporting their firm as well as every Subcontractors data for every tier of Subcontractor.

The Contractor will report the direct, on-the-project jobs for their workforce and the workforce of their Subcontractors active during the reporting month. These job data include employees actively engaged in projects who work on the jobsite, in the project office, in the home office or telework from a home or other alternative office location. This also includes any engineering personnel, inspectors, sampling and testing technicians, and lab technicians performing work directly in support of the American Recovery and Reinvestment Act of 2009 (ARRA) funded project. This does not include material suppliers.

ARRA Reporting Requirements Page

To All Sub Recipients of American Recovery & Reinvestment Act (ARRA) funds

Please be sure to verify your information associated with your organization’s DUNS number in the Dun & Bradstreet database. If you are also registered in the Central Contractor Registration (CCR) database, please be sure to verify that your DUNS information is correct in CCR as well. FederalReporting.gov uses the information associated with the DUNS number to report the name and location of a sub recipient of ARRA funds. Therefore, it is important that all data in these databases are current and accurate.

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