How to Add a State Aid Payment Request (MN)
The State Aid Payment Request allows an agency to document and create the payment request which can then be electronically routed for approval.
If the State Aid Payment Request is not listed navigate to Admin and Install the State Aid Payment Request Package. This is an optional feature.
State Aid Payment Requests are for individual projects. To generate the request, navigate to the contract details page and then click on ‘Details’ next to the project that the SAPR would need to be created for.
Please note, that item funding setup and funding validation must be complete in order to pull in funding information.
While viewing the project information and items, click on the left menu to see project-specific information, and click on ‘State Aid Payment Request’.
Click on ‘Add’ to add a new SAPR. Select if this is the Final SAPR and add any remarks that will show on the SAPR document. If this is not final and there are no comments, this can be left leave blank.
Click on ‘Save’. Additional fields will appear to allow the SAPR number to be changed. The Project will be automatically pulled in from Project Details but the user can also change or update the information from this location.
Once back at the SAPR list, click on ‘Details’ to specify the funds requested by funding source. Funding Request Values can be entered in one of two ways:
Click on the drop-down next to the Funding Source Type and select the corresponding fund to auto-populate the value from Funding Setup
Based upon setup, the funding source may be automatically attributed to the corresponding line on the SAPR
After identifying the funding source, one of five funding values can also be selected to automatically insert the calculated value. These include: ‘contract’, ‘base-contract’, ‘paid’, ‘actual’, and ‘previous’.
Enter the value you are requesting in the ‘Total Oblig/paid’ column.
Enter the percent that you wish to request, then also add any other costs and remarks in the lower section. Please note, that the ‘Received Amount’ column is to record the payment received for that payment and does not need to be entered at this time.
Click on ‘Save’ and then navigate back to the SAPR list.
To create the document and electronically route it for approval, click on the SAPR office template below. This will open to the Excel document where the information can be reviewed or additional comments and attachments can be added then it can be routed for electronic approval.
After the Excel document opens, if the login screen does not open right away select the add-in in the upper right corner.
Log into the Microsoft Office API using your OneOffice log-in information.
Enter the ‘Name’ of the document, then select the SAPR number that was just created. This will then transfer and update fields based upon the selection made.
‘Save’ the document and then optionally route for eApproval.
Once the document is saved, it is automatically added to the Document section in OneOffice for future review. The ‘Documents’ section be found under the OneOffice menu
When creating subsequent State Aid Pay Requests, the amount requested in prior requests will automatically populate into the ‘Less Previous Payments’ column.
Fields added to the form from project and contract details:
County/City: ‘Agency Name’ field from Administration, System Settings
SAP/SP Project Number: Project Details
Bid Opening Date: Ad for Bid
Award Date: Ad for Bid
Tied Projects: any other projects listed under the same contract
Bond Co.: Contract Details
Contractor: Contract Details
Constr. Completed Date: Contract Details