Project Accounting FormCreate - Update Project Request Form Instructions

5 values from which to choose

The date the project is expected to start.

This value will default to the current date unless otherwise specified; this date is not used to determine if charges may be made to a project.

Please note – the activity start date will default to the project’s start date.

The date the project is expected to end.

This value will default to the current date + one year; this date is not used to determine if charges may be made to a project.

Please note – the activity end date will default to the project’s end date.

Free form field; limited to 30 characters (alpha, numeric, special are all acceptable).

Free form field; limited to 354 characters (alpha, numeric, special are all acceptable).

11 digit employee number.The person who oversees the project.

External Project Number – optional value generated outside of Cardinal.Responsible Dept – will default from Project Distribution Department value entered, below.Disaster Number – VDOT Disaster Number

Route - note that there are no edit checks to ensure that the route is located in the district represented by the department ID.

Overall Project Budget Amount – an estimate of the project’s total expenditures.Phase Budget Amounts – an estimate of the phase’s total expenditures.

Asset (FMS II Structure Number).Budget Amount – estimate amount.

10) Project Distribution Lines

FundProgramDepartmentPercentage - note that the sum of the percentages for all Project Distribution lines must equal 100.

603006 – Secondary Construction603007 - Urban Construction607002 - Financial Assistance – County Road Maintenance

11) Phase

Instructions on how to create a project related to A/R Billings using the Create Project Request – Short Form.

1)    Project Type (Required)

1.     ADMIN – Administrative2.     CAPOL – Capital Outlay3.     CONST - Construction4.     MAINT - Maintenance5.     RANDP – Research and Planning

The project type is determined by the activities that will be recorded in transactions. Use the following link for the Project Type/Activity cross reference.http://www.cardinalproject.vi.virginia.gov/job_aids.shtml

2)    Start Date

3)    End Date

4)    Project Description – Short (Required)

5)    Project Description – Long

6)    Project Manager (Employee ID) (Required)

7)    Project Information – General

Disaster Indicator – if there is a VDOT Disaster Number, this value should be “YES.” This field is used in Cardinal reporting in conjunction with the Disaster Number.Property Damage Indicator – defaults to “Yes” for A/R Billing project creation requests. If project is not related to property damage, set to “No.”Reporting Category - Required – at least one reporting category. Projects may have multiple Reporting Categories.

8)    Overall and Phase Budget Amounts

Select the phase based on the Project Type (above). Note: there is no edit check to ensure that only phases related to the project type are selected.

9)    Project Area

The following fields are Required

The FIPS field is Required if the program value is one (or more) of the following

If a phase or activity is not to be available for charges, indicate “Inactivate” under set to; otherwise, all activities for the indicated phases will be available to charge.

Commonwealth of VirginiaDepartment of Transportation

Cardinal Add/Update Project Request Form

Form: PAXX

2 of 3 Last Updated 10/22/2012

Complete the following information and forward to Project Manager.

Project Type

Project Start Date : (Will default to current date if not populated)

End Date:(will default to current date + 1 year if not populated)

Project Description – Long (354 characters)

Project Information – General External Project Number Responsible Dept (Defaults from Proj Distribution) Disaster Number Disaster Indicator Property Damage Indicator YES

Indicate at least one Reporting Category Reporting Category Reporting Category

Route

Overall Project Budget AmountProject Budget - Phase AmountProject Budget - Phase AmountProject Budget - Phase AmountProject Budget - Phase Amount

Project Area Asset Budget Amount

Project Distribution Lines(Line 1) (Line 2) Total % Fund Fund Program Program Department Department FIPS FIPS Percentage 100.00% Percentage 0.00% 100.00%

To request a phase/activity not be opened for expenditures, indicate 'Inactive' in the 'Set To' Column below.

Phase (Defaults from Project Budget - Phase Amount) Set To Start Date (MM/DD/YY) End Date (MM/DD/YY)0000

REQUESTED BY: DATE:

ENTERED BY: DATE:

Additional Project Distribution Lines(Line 3) (Line 4) Fund Fund Program Program Department Department

* Project Type:

* Project Description – Short (30 characters)

* Project Manager (Employee ID)

* Reporting Category

When entering phase budgets below, only select phases associated to the project type select above. Refer to the Project Type/Activity Relationship Job Aid to find the phases associated to the project type selected.

Indicate the Fund, Program, Department ID, FIPS (if required) and related Percentage. Keep in mind the total percentages must equal 100. Additional lines for the distribution are located at the bottom of the page.

Commonwealth of VirginiaDepartment of Transportation

Cardinal Add/Update Project Request Form

Form: PAXX

3 of 3 Last Updated 10/22/2012

FIPS FIPS Percentage 0.00% Percentage 0.00%