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To: SMITH Tammy D <br />Subject: RE: Grant participating non-participating expenditures <br />We have not monitored grant applicants in-kind expenses as closely as you are and we don't have external rules or mandates - as does <br />federal money. We are 100% state highway fund dollars. I suggest you contact your ODOT local govt liason, who would have more <br />information about such details. I think that's Ted Keasey for Eugene. I'm not at my desk at the moment, and have a slow connection to <br />the web. If you don't have Ted's contact info I can get that to you next week. I'm out til Tues. <br />-----Original Message----- <br />From: SMITH Tammy D [mailto:Tammy.D.Smithkci.eugene.or.us] <br />Sent: Thu 3/10/2011 1:51 PM <br />To: LYONS Sheila A <br />Subject: Grant participating non-participating expenditures <br />Sheila, <br />Since you're my contact for most of our State funded transportation grants, I am sending this question to you. If you are not the <br />correct person, could you guide me to the correct person? <br />I am looking for guidance to give our City Engineer. During the last few years we have reviewed various aspects of our PSF <br />(Professional Service Fund) rate model. We're now focusing on how we charge comp time to projects, and we're reviewing our <br />practices for how we treat comp time for grant funded projects. <br />Currently, all capital projects within the City of Eugene are charged a PSF rate based upon employee class. If an employee works any <br />time on a project, the time multiplied by the rate is charged to the project. Based upon our union agreements, if an employee works an <br />hour of overtime he or she has the option of coding it as overtime (time paid out at 1:1.5) or comp time (leave time accrued at 1:1.5). <br />In either case -paid OT or comp time accrued -the hour is charged to the project at 1:1.5. Based on our interpretations of A-87, for <br />federal grant projects, if an employee works overtime on the federal grant project, and chooses to take comp time (i.e. 1.5 hours of <br />leave to be taken at a later date), we end up treating that as an ineligible expense. Historically, we have applied the same procedure <br />for state grants. <br />I wanted to check with you to learn how ODOT views this. If an employee works an hour of overtime on a project, and the employee <br />chooses to take that as comp time instead of paid time, is it still a participating grant expense? <br />Tammy Smith <br />Financial Analyst <br />City of Eugene <br />Public Works Administration <br />Phone: 541 682-5834 <br />Fax: 541 682-6826 <br />E-mail: tammy.d.smith@ci.eugene.or.us <br />Public Works Administration - Finance is now located at 101 East Broadway 3rd Floor. <br />