On an annual basis, Consultants must submit current cost information for review by the ODOT Office of Audits. ODOT may approve a Consultant for either Limited or Unlimited Contracting Status, depending on the type of work performed and the characteristics of the Consultant’s accounting and labor-charging systems.
Click here for information regarding Unlimited Contracting Status.
Click here for information regarding Limited Contracting Status.
Regardless of the approved type of Contracting Status, all Consultants are required to complete and submit the ODOT Supplemental Accounting System Questionnaire (SASQ) and applicable portions of the AASHTO Internal Control Questionnaire for Consulting Engineers (ICQ).
Click here for the SASQ (manual completion version).
Click here for the SASQ (electronic completion version).
Click here for the AASHTO ICQ.
Click here for the Frequently Asked Questions regarding overhead submittals.
Submittal Method: The required documents must be submitted electronically via email to ODOT.Cost.Submissions@dot.state.oh.us. The documents should be submitted in Microsoft Excel, Microsoft Word, or Adobe PDF format when possible.
Due Date: Documents must be submitted and updated annually, no later than six months after the close of the Consultant’s fiscal year. Accordingly, the documents are due by July 1 for calendar-year companies.
Request for Extension: ODOT will grant an extension to the due date for any company that has made a timely submittal to its cognizant audit agency and is awaiting issuance of a cognizant letter of concurrence. Requests for extension must be in writing, on company letterhead, and submitted electronically via email to ODOT.Cost.Submissions@dot.state.oh.us.
Update: 3/2/2012
The ODOT Contract Audit Circulars have been removed from this site. Please see the link below: "AASHTO Audit and Accounting Guide 2010 (webpage format-replaces former Contract Audit Circulars)" for a cross reference to topics covered in the former Circulars.
Update: 5/8/2012:
The National Compensation Matrix (NCM) was released on 5/8/2012; accordingly, the Ohio Compensation Matrix (from former Circular 2) is no longer in effect. To determine the allowability and reasonableness of executive compensation for submissions based on actual costs incurred in years 2011 and thereafter, Engineering Consultants may either:
(a) prepare a compensation analysis in accordance with procedures set forth in Section 7.5 of the AASHTO Uniform Audit & Accounting Guide (2010 Edition), or
(b) use the NCM (please review the NCM Instructions and Q&A for further details).
Note: The NCM is available in the Templates and Tools section (below) or may be downloaded from at the AASHTO website: http://audit.transportation.org/Pages/default.aspx