CVTA TAC reviews new regional quarterly reporting tool; staff clarifies how reimbursement documentation is shared

Staff presented a new quarterly regional reporting tool and explained how it will help the finance committee and localities track CBTA regional funding commitments and reimbursements.

Chet said the spreadsheet in the packet summarizes existing funding commitments (rounds 1–3) and shows committed CBTA funds, other known funds, balance to complete and the amount reimbursed through the SPA process as of July 10. He said the finance committee is particularly interested in the column that shows amounts reimbursed through the SPA process and that staff will add allocation years in a future update.

Committee members asked practical questions about access and documentation. Larry confirmed he had received all 11 quarterly reports submitted through the portal; Chet advised that members should use the latest Appendix A (project summary and schedule) when submitting reimbursement requests and Appendix B for cash‑flow/payment summaries. Chet said reimbursement requests must include quarterly progress and expenditure reports, invoices and supporting documentation (copies of vendor and contractor invoices) as required by the SPA.

Amy asked how localities gain access to VDOT's internal reports when VDOT is the administrator. Chet said staff is not comfortable sharing individual VDOT reimbursement requests widely; those requests are routed to the finance chair and fiscal agents for review and approval. Larry added that locally administered VDOT agreements will include monthly status update reports showing expenditures to date and draw requests that can be shared with the locality.

Staff said the member portal (SharePoint) will house submitted Appendix A/B materials and that packet tables will be updated after staff processes submissions; quarterly reporting is self‑reported and will be updated periodically as finance departments reconcile invoices.