Adding Funding Information

Updated 11/5/2024

Please note, the Hub application is under active development. As such, text and screenshots may quickly become out of date. If you have any questions about current Hub functionality, please reach out to your Hub contact directly.

After creating a phase, you can add funding priorities for each of those phases using the Funding tab.  For federally funded projects, you must also add FMIS Detail Lines.

This user guide covers the following topics:

• Navigating to the Funding Tab
• Add Priorities
  • Indicating a Participating or Non-Participating Priority
  • Indicating AC Conversion, Toll Credit, or Bridge Credit
  • Select a Phase or CR
  • Selecting a Priority
  • Enter the Funding Allocation & Obligation Date
  • Enter Allocation Percentage Splits
  • Add and Designate Overmatch

  • Adding Bond Funding with a Federal Participation

• Add Federal Detail Lines
  • Enter Detail Line Amount
  • Select an FHWA Prefix, Other Statistics, FHWA Improvement Type, and Additional Route Segments
  • Adding Additional Detail Lines
• Viewing and Editing Priorities and Detail Lines
• Quick Fund

Navigating to the Funding Tab

To navigate to this tab, click the Funding Tab on the tab strip within a project. On this tab, you are shown a grid with each phase that has been added to the project. The grid displays information about the funding for each phase.

This grid has the following columns:

• Phase: The Phase name for the project.
• Total: The total amount of funding for the project.
• State: The amount that has been prioritized as State funding.
• Federal: The amount that has been prioritized as Federal funding.
• Bond:  The amount that has been prioritized as Bond funding.
• Other: The amount that has been prioritized as Other funding.
• Unprioritized: The amount which remains to be prioritized to priorities.

If a phase has unprioritized funds, it is shown in Red. Phases that have been fully prioritized are shown in White.

Phase grid showing unprioritized phases in red and prioritized phases in white.

Add OASIS Priorities

To add OASIS priorities to a phase, expand the phase row by clicking the arrow next to the Phase. Once expanded, click the +Add Priority button. This will open the Add Priority Popup for that particular phase.

Note:

• Funding for Federal phases or change requests can be added by users with the hub.fhwa.technican role in FHWA Review I and hub.fhwa.manager role in FHWA Review II.
• Funding for State phases or change requests can be added by users with the hub.programming.technician role during Final Programming Review.

Click the Add Priority Button to display the Add Priority Popup

Example of the Add Priority Popup

Indicating a Participating or Non-Participating Priority

There is a switch at the top of the Add Priority Popup labeled, Participating Funds?. This switch is used to indicate whether the priority you are setting up is Participating or Non-Participating. By default, this slider is set at "No" which indicates a Non-Participating priority. Slide this slider to "Yes" to indicate a participating priority.  Some sections and fields in this popup will show/hide based on this selection as shown below.

Example of Add Funding Popup with Non-Participating Funds (Left) and Participating Funds (Right)

Indicating AC Conversion, Toll Credit, or Bridge Credit

The Add Priority Popup has additional values that can be indicated as follows:

• Federal Project?: This field is read-only. It is selected if the Federal Project? field is marked on the phase pop up.
• Toll Credit: This checkbox is available if the 'Participating Funds' slider is marked as "YES". Once selected, the user is presented with a new section - Toll Credit.
• AC Conversion: This checkbox is available if the 'Participating Funds' slider is marked as "YES". It is available for new or existing priorities. This is disabled if Advanced Construction Participation % is greater than 0.
• Bridge Credit: This checkbox is available if the 'Participating Funds' slider is marked as "YES". Once selected, the user is presented with a new section - Bridge Credit.

Select a Phase or CR

After indicating if the priority is Participating or Non-Participating, you must then select the CR number for the priority. To do this, click the CR No. dropdown. This dropdown displays selections for any Change Requests (CR) added for this Phase which are in one of the funding workflow steps.

Reminder: the initial phase estimate will be indicated as CR-0, showing a 0 in the dropdown.

Selecting a Phase or CR Number

Once you select a CR, Total Phase/CR Cost and Remaining Allowable Allocation fields are automatically populated.

• Total Phase Cost: This field indicated the Total Phase Cost as indicated on the Phase Tab.
• Remaining Allowable Allocation: This field indicates how much funding on the Phase is remaining to allocate. If no amount has been allocated for this phase previously, then this amount will equal Phase Cost. As funds are allocated, this number will be reduced by the amount allocated. You will not be able to allocate more funds than are remaining.

Total Phase/CR Cost and Remaining Allowable Allocation after selecting Phase or CR number

Selecting a Priority Number

After selecting a Phase or CR, you must then indicate a priority number. The Hub automatically defaults to priorities in increments of 5 starting at 5 for the first priority, 10 for the next priority, and so on. However, all priorities 01-99 are available for selection. If you select a priority other than an increment of 5 (e.g. 01, 07, 12, 16, etc.) then the Hub will automatically stop defaulting to the next increment of 5 when you add another priority. 

Once you have determined the desired increment, click the Priority dropdown to select a priority. If a priority has already been assigned, then it will not be available for selection when adding new priority records.

Note

1. If any lines are removed, the priority order will be reset to remove the deleted priority. 

Example of selecting a priority incremented by 5

Once a priority has been selected, the Current Priority Total field will be populated. This field sums all of the allocated funding for the given priority. This is possible when there a change requests that are added (CR 1+) to a phase. 

Example of  current priority total after selecting a Priority

Enter the Funding Allocation & Obligation Date

Once a priority has been selected, you are now ready to indicate the funding allocation for the priority. To do so, enter the desired funding allocation in the Funding Allocation field. This amount can not be more than the Remaining Allowable Allocation. You can also enter an Obligation Date. The Obligation Date is not a required field unless the priority has Advance Construction Participation.

Once you've entered a funding allocation, the Unallocated field will be populated with the same amount. In the next step, you will be allocating this amount against funding types.

Example Unallocated Amount populating after entering a Funding Allocation amount

Enter Allocation Percentage Splits

Once a funding allocation amount has been added, it is time to indicate the percentage splits across funding types. To do so, find the section with the split you want to add and enter a percentage allocation. The percentage must equal 100% or the Hub will not allow you to save. In the example below, we've indicated an 80% Federal and 20% State split. 

You must also fill out the other fields in these sections.

As you are entering the percentages, the Hub updates the total in the corresponding read-only field and the Unallocated amount is reduced. This is highlighted in the example screenshot below.

Example 80% Federal, 20% State allocation split.

Calculated Fields:

• State: This is a read-only field. Based on your selection of the 'State Participation %', this field displays the corresponding dollar amount.
• Federal: This is a read-only field. Based on your selection of the 'Federal Participation %', this field displays the corresponding dollar amount.
• TC: This is a read-only field. The amount displayed in this field applies towards the federal credit for your project. Based on your selection of the 'Toll Credit %', this field displays the corresponding dollar amount. This field is available only when the 'Toll Credit' checkbox is selected.
• BC: This is a read-only field. The amount displayed in this field applies towards the federal credit for your project. Based on your selection of the 'Bridge Credit %', this field displays the corresponding dollar amount. This checkbox is selected only when the 'Bridge Credit' checkbox is selected. 
• Bond: This is a read-only field. Based on your selection of the 'Bond Participation %', this field displays the corresponding dollar amount. 
• AC: This field is visible only when the 'Participating Funds' slider is set to YES. This is a read-only field. Based on your selection of the 'Advanced Construction %', this field displays the corresponding dollar amount. 
• Other: This is a read-only field. This field is visible only when the 'Participating Funds' slider is set to YES. Based on your selection of the 'Other %', this field computes the corresponding dollar amount. 
• Unallocated: The dollar amount of the unallocated funds. To save a given priority, this value needs to be $0. In other words, all of the funds need to be allocated for the given priority.

Federal Section Fields

• Federal Participation %: You can enter the federal participation percentage in this field. This percentage corresponds to the percentage of federal funds required out of the total allocation for this priority.
  • Once this field is populated, an Informational message is presented to the user. Users must enter Federal funding Detail lines for the Federal Funding amount.
  • Once this field is populated, the Federal Program/Appropriation Number; CFDA Prefix; CFDA Suffix are editable for the user.
  • If Total Funding Allocation is not specified; on save an error is presented to the user
• Federal Program/ Appropriation Number: You can select one of the valid values from the Federal Program/ Appropriation Number drop down.
  • Example:  0010: BOND ISSUE "E" - PRIMARY; Z240: SURFACE TRANSP BLOCK GRTS-FLEX
  • This field is available for edit once 'Federal Participation %' is populated.
  • The Federal Program may be used on multiple priorities.
  • If available, this is a required field.
• CFDA Prefix: 
  • This field is based upon a relationship with the Federal Program and will be inferred by the system.
• CFDA Suffix:
  • This field is based upon a relationship with the Federal Program and will be inferred by the system.
• Reimbursement Frequency: You can select one of the valid values from the Reimbursement Frequency dropdown.
  • This field will set the billing frequency for this priority's Federal funding line in OASIS.

State Section Fields

• State Participation %: You can enter the state participation percentage in this field. This percentage corresponds to the percentage of the funds the State is responsible for out of the total allocation for this priority.
  • Once this field is populated, the State Fund; State Appropriation are editable for the user.
  • If Total Funding Allocation is not specified; on save an error is presented to the user
• State Fund: You can select the applicable State Fund from the drop down
  • Example: 9031: GARVEE Transportation Bonds Series 2017A
  • This field is only available for edit once 'State Participation %' is populated.
  • If available, this is a required field.
• State Appropriation: You can select the applicable State Appropriation Code from the drop down
  • Example: 27800: Interstate Construction
  • This field is only available for edit once 'State Participation %' is populated.
  • If available, this is a required field.

Bond Section Fields

• Bond Participation %: You can enter the bond participation percentage in this field. This percentage corresponds to the percentage of the funds that issuing bonds will cover.
  • Once this field is populated, the Bond Fund; Bond Appropriation are editable for the user.
  • If Total Funding Allocation is not specified; on save an error is presented to the user
• Bond Fund: You can select the applicable Bond Fund from the drop down
  • Example: 9032: Roads to Prosperity GO Bond Debt Service Fund Issue 1
  • This field is only available for edit once 'Bond Participation %' is populated.
  • If available, this is a required field.
• Bond Appropriation: You can select the applicable Bond Appropriation from the drop down
  • Example: 09900: Unclassified
  • This field is only available for edit once 'Bond Participation %' is populated.
  • If available, this field is required.

Toll Credit Section Fields

NOTE: this section is only available if the Toll Credit checkbox is selected.

• Toll Credit %: You can enter the toll credit percentage in this field. This percentage corresponds to the percentage of federal funds credited out of the total allocation for this priority.
  • If Total Funding Allocation is not specified; on save an error is presented to the user

Bridge Credit Section Fields

This section is only available if the Bridge Credit checkbox is selected.

• Bridge Credit %: You can enter the bridge credit percentage in this field. This percentage corresponds to the percentage of federal funds credited out of the total allocation for this priority.
  • If Total Funding Allocation is not specified; on save an error is presented to the user

Advanced Construction Section Fields

Note: This section is only available if the 'Participating Funds?' slider is set to YES.

• Advanced Construction Participation %: You can enter the Advanced Construction Participation percentage in this field. This percentage corresponds to the percentage of federal funds credited out of the total allocation for this priority.
  • This field is available when Federal Participation % is 0 and AC Conversion is unchecked. Otherwise, this field is disabled.
  • Federal Program/ Appropriation Number, CFDA Prefix, and CFDA Suffix from the Federal Section are enabled when AC Conversion is greater than 0

Other Section Fields

• Other Participation %: You can enter the other funding percentage in this field. This percentage corresponds to the percentage of federal funds credited out of the total allocation for this priority and is provided by a customer
  • Once this field is populated, the Federal Program/Appropriation Number is editable for the user.
  • If Total Funding Allocation is not specified; on save an error is presented to the user
• Customer: you can select the appropriate customer that will provide a percentage of funding for the project. 
  • Example: 000000162036: UPPER MONONGAHELA RIVER ASSOCIATION INC
  • NOTE: If available, this is a required field.
• FMIS Other Funding: You can select a valid value from the dropdown.
  • This field will indicate the type of Other funding for participating funds.
• Reimbursement Frequency: You can select a valid value from the dropdown.
  • This field will set the billing frequency for this priority's Other funding line in OASIS.
• Reimbursement Output Format: You can select a valid value from the dropdown.
  • This field will default to 'Generate Receivables and Cash Receipts'. If needed, you can set the value to 'None'.

Add and designate Overmatch

Overmatch is designated for participating funds that are designated at 100% State, Bond, Other or a total of the three.  A check box for Overmatch can be found at the top of the Funding Popup.  Once Overmatch is selected, a dropdown is available for the user to select the FMIS Detail Line to which the overmatch is applied.

A very simple description of Overmatch is any amount that is funded with State, Bond or Other funds that is above the percentage agreed upon with FHWA.

With Overmatch checked, the FMIS Detail Line to which you wish to assign the overmatch is selected and the FMIS interface will apply the overmatch to the appropriate category (State, Other, Local, etc) and to the appropriate Federal Program.

Adding Bond Funding with a Federal Participation

When Federal funds are split with Bond funds, you must add both State and Bond fund information for OASIS.  Even though the State % is 0%, the State Fund and State Appropriation will be utilized in the front-end split process for expenditures that come in.  In this way, Federal reimbursement can be applied correctly to a State fund and appropriation.

Add Federal Detail Lines

Once you save a priority with a federal allocation, you will also be required to add FMIS Detail Lines matching the allocated priority funds. Detail Line information is required for FMIS submission and FHWA approval.

Add a New Federal Detail Line

To add a new Federal Detail line, click the +Add Detail button. This will open the Add Detail pop-up.

Click the Add Detail button to add a new Federal Detail Line

Enter Detail Line Information

FHWA Project Prefix, Other Statistics, FHWA Improvement Type, and Additional Route Segments information may be added. This is displayed in the following examples. 

• CR No: A Change Request must be associated with the creation of the new detail line.
• Federal Program/Appropriation Number: The Federal Program that funds will be reimbursed from must be selected.
• Detail Number: This is an auto-generated number on a save action when a new record is added. If a line is deleted from multiple detail lines, the numbers are recalculated to ensure there are no gaps in the numbering sequence. After a line is saved, users can edit the detail line to change the Detail Number.
• FHWA Improvement Type: You can select a valid improvement type from the drop-down. This is a required field.

  • Example: 1: New Construction Roadway

• FHWA Project Prefix: The Prefix of the Federal Highways Project. You can select a value from the drop-down. This is a required field.

  • Example: ACAP; ACBR 

• CFDA Prefix: 
  • This field is based upon a relationship with the Federal Program and will be inferred by the system.
• CFDA Suffix:
  • This field is based upon a relationship with the Federal Program and will be inferred by the system.
• Other Statistics Selected This is an optional field. You may select multiple options for this field.
  • If you are creating a priority for a construction phase or change request; you will have to specify Construction as one of the values. 
  • Example: Toll Road; Construction
• Grant Number: If a Grant Award Program is selected in the Federal Program field for the detail line, then you will be required to add a Grant Number. The Grant Number must be entered in the specified format.
  • Example format: NHPP-24-0001-WV
• FMIS Demo Id: If a Demo Federal Program is selected in the Federal Program field for the detail line, then you will be required to add a FMIS Demo ID. The list of eligible Demo IDs is managed by Hub administrators, based on Federal Program.

Viewing and Editing Priorities and Detail Lines

Once priorities and detail lines have been added, they can be viewed or edited. To do so, first expand the phase row by clicking the arrow next to the Phase. This will show all priorities that have been added to the phase.

Participating priorities can be expanded to another level by clicking the arrow on the priority row. This will display the Federal Detail Line information. Federal Detail Line information can be edited prior to submitting a request to FMIS and then again after the request has been approved by FMIS.  Federal Detail Lines CANNOT be deleted after they have been approved in FMIS. To withdraw a Federal Detail Line, decrease the amount on the detail line to $0.00.

To view a priority or detail line, click the icon to open the view only screen. No changes can be saved on this screen.

To edit a priority or detail line, click the icon to open the edit screen. All values enabled during the add of a priority or detail line will be editable on these screens.

To submit a change to a priority or detail line, click the icon. This will open the change screen for that priority or detail line. For priorities, you can select the CR No., increase or decrease the Funding Allocation, edit the Obligation Date, or establish Overmatch. All other fields are locked and can not be changed. For detail lines, the Federal Program is no longer editable, but all other fields are.

Quick Fund

To streamline the change request process and project budget modifications, a Quick Fund tool has been introduced on the funding tab.

The Quick Fund tool allows users to easily update existing funds in a few short steps:

1. Select a Change Request (CR)
   • This will determine the amounts that can be allocated, as well as which CR the changes will be associated with after saving
2. Select the Priorities and Detail Lines to be updated
   • This tells the tool which records the user wants to change
3. Enter the change amount for each selected Priority and Detail Line
   • The total amount that will be added or removed from the record
4. Click Submit
   • Finalizes the entered changes if they pass validations

After submitting, change records will be created for each of the funding Priorities and Detail Lines selected.

The above screenshot highlights the main elements of the Quick Fund screen:

1. Change Request Dropdown
   • Use this to select which CR you'll use to manage funds.
2. Federal Program Filter
   • Use this to filter the records display by Federal Program.
3. Allocation Buckets
   • These read only fields display the participating and non-participating amounts being changed by the selected CR, as well as how many funds have already been allocated for each of these buckets.
4. Refresh Data Button
   • Clicking this button will revert any changes entered after selecting a CR.
5. Priority Selection Boxes
   • This is how you will indicate which priorities will be changed. This box must be selected before you can enter a change amount.
     • Note: If a change record has already been made to a priority using the selected CR, then this box will be automatically selected for that priority and the change amount auto-populated.
6. Priority Change Amount
   • This is the amount the selected priority will be increased or decreased.
7. Detail Line Selection Boxes
   • This is how you will indicate which detail lines will be changed. This box must be selected before you can enter a change amount.
     • Note: If a change record has already been made to a detail line using the selected CR, then this box will be automatically selected for that detail line and the change amount auto-populated.
8. Detail Line Change Amount
   • This is the amount the selected detail line will be increased or decreased.
9. Detail Line Split Amounts
   • You can change the split amounts that were auto-calculated for your detail line change.
10. Submit Button
    • Click this button to confirm your changes and create or update change records for the selected priorities and detail lines.