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ATP Project Reporting

Upon acceptance into the Active Transportation Program (ATP), project sponsors must submit quarterly Project Progress Reports, a Completion Report and a Final Delivery Report to Caltrans toward implementation of a project to ensure projects are executed in a timely fashion and within the approved scope and budget.

Consequences for not reporting include but are not limited to:

  1. Written warning
  2. Required to appear before the Commission
  3. Agency placed on a Watch List
  4. For the most egregious situations:
    • Ineligible for future allocations or programming actions
    • Reduced reimbursements

All projects, except Plan projects, require before and after counts. Before counts must be conducted no more than six months before the contract award/construction phase begins date. When conducting counts, the use of the Interim Count Guidance (PDF) and the Active Transportation Program Policy on User Counts is required.

Senate Bill 1 - Active Transportation Program – Reporting TIMELINE

Reporting Quarter

Timeframe Covered

Work done as of,

CalSMART will send 30 Day Notice

Reporting Period Opens

Reporting Period Closes

(Within 10 business days)

Corrections Due by

1

September 30th

≈ September 15th

October 1st

≈ October 15th

≈ October 31st

2

December 31st

≈ December 15th

January 1st

≈ January 15th

≈ January 31st

3

March 31st

≈ March 15th

April 1st

≈ April 15th

≈ April 30th

4

June 30th

≈ June 15th

July 1st

≈ July 15th

≈ July 31st

 

Reporting periods open on the same month and day of each year. This never changes. Reporting periods close at the end of the 10th business day after opening. Plan accordingly.
Create shared calendars for reminders within your office.

*Note: Being out sick or short staffed is not a legitimate reason for missing reporting deadlines. You are expected to reach out to atpprogressreporting@dot.ca.gov if you are experiencing issues that prevent you from submitting a report, before the deadlines listed above.

The ATP Program conducted an in-depth training on changes to CalSMART and reporting on September 24th, 2024. Below are resources from the webinar:
Recording – ATP Reporting Webinar September 24th, 2024
Agenda ATP Reporting Webinar September 24th, 2024
PPT ATP Reporting Webinar Sept 24th Webinar
Agency Reporting Diagram

The ATP Program conducted a CalSMART webinar in September 2023.

Below are resources from the webinar:

CalSMART Reporting PowerPoint presentation
Recording of Webinar (Video)
Reporting Q&A
Outcome vs. Output
ATP User Counts Data (PowerPoint)
Counts – When to Do Them - Flow (PDF)
Before and After Photo Cheat Sheet (PDF)

 

Parent Survey (English or Spanish)

SRTS Two Day Tally

CalSMART is an online reporting tool used for quarterly Reporting on Senate Bill 1 programs, including the ATP. To register for an account, go to calsmart.dot.ca.gov and request access to the “Other SB 1 Funded Programs” module.

Quick-Build Progress Reporting: Quick-Build Progress Reports are NOT submitted via the CalSMART reporting system. Quick-Build Progress Reports will be submitted via an excel reporting template Quick-Build Progress Reporting (Excel).

Progress Reports cover current and future anticipated milestones, expenditures and benefits of a project. Caltrans will review Progress Reports and if submitted with missing or incorrect information, those reports will be sent back for corrections. If a report is sent back and the corrections are not made by the correction deadline – the project sponsor may be considered non-compliant with the SB 1 Accountability and Transparency Guidelines and reported to the Commission.

For questions regarding ATP Quarterly Progress Reporting, please contact atpprogressreporting@dot.ca.gov.

*Completion Reports are due within six months of construction contract acceptance or the project becoming operable (open to the public), or all Non-Infrastructure (NI) activities are complete.

*Final Delivery Reports (FDR's) are due within 180 days of the conclusion of all remaining project activities beyond the acceptance of the construction contract to reflect final project expenditures, any changes that occurred after submittal of the Completion Report and actual after user counts are required using the Interim Count Guidance (PDF).

As of January 1st, Completion and the Final Delivery Reports are included for submittal in CalSMART. When completing a Progress Report and an Actual Completion Date is entered in the past, CalSMART will ask if you’d like to change your Progress Report to a Completion or Final Delivery Report. Completion and Final Delivery Reports can be submitted at any time. You do not need to wait for an open reporting period.

“Quick-Build Completion Final Reporting: Quick-Build Completion Final Reports are NOT submitted via the Cal SMART reporting system. Quick-Build Completion Final Reports will be submitted via an excel reporting template Quick Build Completion Final Report Template.

Photo release form and a copy of Final Report of Expenditure are required with the Quick Build Completion Final Report submission.”

Supplemental documents must be emailed to ATPFinalReporting@dot.ca.gov when submitting a Completion Report via CalSMART.

Types of Supplementals Required

Combo (IF & NI)

IF Only

NI Only

Plan

25-T

25-T

25-T

PLAN Project Details Sheet
 25-R    25-R  25-P

NI and Combo Project Details Sheet

 

NI and Combo Project Details Sheet

 

 

Forms:

For questions regarding Completion and Final Delivery Reporting, please contact atpfinalreporting@dot.ca.gov.

All reporting provisions specified in the SB 1 Accountability and Transparency Guidelines apply to ATP projects, including the report content, submission timeline and consequences for noncompliance. 

For project specific and call for projects questions, please contact your:

For general program questions you may contact:

 Please feel free to send comments regarding this web site to the DLA Webmaster.

ATP