Billing Forms and Guidance

Working copies of the payment request form (Excel 4.0 format)

• LAG Manual Chapter 23 – Progress Billing (pdf 549 kb) – guidance for billing procedures.
• Federal Aid Progress Billing Form (xls 54 kb)
• Final Project Summary Form (xls 16 kb)

State Funds Only

• State Aid Progress Billing Form (xls 28 kb)
• Final Project Summary Form (xls 27 kb)

Funding Forms and Guidance

Most WSDOT forms, including funding forms, can be downloaded using WSDOT eForms.

LAG Manual Chapter 21 - The Project Prospectus (pdf 2.8 mb) – procedures for the authorization package.

• Local Agency Federal Aid Project Prospectus - DOT Form 140-101 (pdf 184 kb)

LAG Manual Chapter 22 - Local Agency Agreement (pdf 1.1 mb) – describes the local agency agreement process.

• Local Agency Federal Agreement - DOT Form 140-039 (pdf 186 kb)
• Local Agency Federal Agreement Supplement - DOT Form 140-041 (pdf 244 kb)
• Local Programs State Funding Agreement - DOT Form 140-087 (pdf 26 kb)
• Supplement to Local Programs State Funding Agreement - DOT Form 140-087A (pdf 42 kb)

Progress Billing Process

All local agencies with agreements through Local Programs will submit progress billings directly to WSDOT Headquarters Local Programs. All agencies requesting reimbursement through WSDOT Local Programs please send an email with the progress billing, applicable attachments, statements, etc., to: hqlpbillings@wsdot.wa.gov

With this process the additional requirements are as follows:

• A project’s FIRST progress billing requires the local agency submit the back-up documentation to support the reimbursement request, and the agency's documentation confirming the individual signing the reimbursement request is authorized to legally bind the agency.
• For ongoing projects, the first reimbursement package submitted after 12/1/2016, is required to include the agency's documentation confirming the individual signing the reimbursement request is authorized to legally bind the agency. Sample: 2 CFR 200 Delegation Resolution (pdf 86 kb)
• A project’s FINAL progress billing requires a final summary of all project costs using the Final Project Summary Form.

For agencies who submit hard copies, the progress billings and additional documentation as required above will need to be sent to:

WSDOT Local Programs
PO Box 47390
Olympia, WA 98504-7390

To ensure timely processing of the progress billings, please refer to the Local Agency Guidelines (LAG) manual Chapter 23 for completing the progress billings accurately and completely. Any billings that need adjustments made will be returned to the local agency for correction, prior to processing.

For more information
Steve Ahlsten
Project Funding Analyst
(360) 705-7374