7120-5

Purpose and Goal

1. Project Number

   1.1. The Project Identification Number (PI#) will be a unique seven-digit identifier assigned by
          the Office of Programming. The assigned PI# will have no information imbedded within it
          and will only be used to reference information about the project in the current BIGFILE
          Database and in the future Transportation Information System (TIS) database.

   1.2. The Project Accounting Number will be a unique ten-digit number with imbedded
          intelligence, to cross-reference the project to the Project Identification Number. This will
          allow tracking of project costs from inception to close out. It will consist of three
          characters indicating the proposed project fund source at the time of project creation
          followed by the first four-digits of the PI#, then two 00 followed by the last three-digits of
          the PI# i.e. STP-011200(211). Once assigned the Project Accounting Number will not
          change throughout the life of the project even though the project fund source may.

   1.3. The Office of Programming will create and assign both the Project Accounting and the
          Project Identification numbers through the use of an electronic number generator, which is
          programmed to follow the rules regarding project identification outlined in 1.2 above.

   1.4. The Office of Programming will maintain a reference table to link the Project Identification
          Numbers with Project Accounting Numbers and make the table electronically available for
          use by Department personnel.

2. Uses of the Project Identification Number

   2.1. The use of the Project Identification Number vs. the Project Accounting Number should not
          be construed to be an "either/or" situation but will be used in conjunction with each other
          as required. By entering either number into the Transportation Information System (TIS)
          database users will be able to retrieve or review project information.

3. Requirements of Use

   3.1. Project Identification Number will be used to identify projects on documents and
          correspondence requiring project identification. The Project Accounting Number
          must be used in addition if the document involves budgets.

   3.2. The Project Accounting Number must be used, in addition to the Project Identification
          Number, on documents that involve budget activity including the following documents:

   1.1.1.   DOT31A – Travel Expense Report

   1.1.2.   DOT41 – State Purchase Requisition

   1.1.3.   DOT197B - Purchase Order Accounting Continuation Sheet

   1.1.4.   DOT613A - Field Purchase Order

   1.1.5.   DOT472 – Semi-Monthly Time Report

   1.1.6.   DOT497 – Vehicle Usage Report

   1.1.7.   DOT602/603 - Maintenance Crew Day Card

   1.1.8.   DOT413A - Application and Permit for Utility Facility Encroachment

   1.1.9.   DOT465 – Report of Removal & Relocation of Facilities on Highway Construction

   1.1.10. DOT187 – Allotment Request

   1.1.11. FH0107M - Allotment Request - State Maintenance Forces

   1.1.12. FH0009 – Monthly Payment Estimates

   1.1.13. DOT9UT – Utilities Version of FH0009

   1.1.14. FH4B1 – Petty Cash Reimbursement Request

   1.1.15. FH0532 – City/County Contract Request Form

   1.1.16. FH0533 – County Contract Project Field Investigation

   1.1.17. FH0534A – County Contract Project Estimate

   1.1.18. FH0534B - County Contract Continuation

   1.1.19. DOT541 – Yearly Summary of Maintenance Inspection Reports

   1.1.20. FH0577 – Daily Time Roster

   1.1.21. FH0677 – FACS Journal Voucher

   1.1.22. FH0727 – Sign Request - Mandatory Source for Inventory

   1.1.23. FH0728 – Special Sign Request

   1.1.24. FH0737 – DOT Purchasing Card Log

   1.1.25. FH07311/2 - DOT Daily Record

   1.1.26. DOT523 – Travel Expense Authorization

   1.1.27. DOT40-B – Capital Outlay Detail - Outside contractors Facilities and Equipment
              Activity-Buildings and Land Account

   1.1.28. DOT42-A – Request for Construction/Renovation of Buildings by State Forces
              Facilities and Equipment Activity-Buildings and Land Account

   1.1.29. DOT358 – Contract Amendment

   1.1.30. DOT358A - Attachment to Contract Amendment

   1.1.31. DOT650 – Travel Advance Authorization

   1.1.32. TC102 – Commercial Airline Ticket Form

   1.1.33. DOT187A - Attachment to Allotment Request

   1.1.34. DOT445 – Inspection Report

   1.1.35. DOT539 – County Contract Projects Quarterly Status Report Summary

Document History:

• added to TOPPS: 01/11/00
• document moved to Administration Division section: 10/10/2003
• reviewed: 01/11/08

Return to top of document

Return to TOPPS home page