Minnesota Department of Transportation

511 Travel Info

Aeronautics and Aviation

Fly Minnesota!

Picture of a Airplanes and an Arrival Departure Building

Maintenance and Operation (M and O)

Instructions for downloading the following forms:

After clicking on one of the following forms, save it to your computer before entering information. Follow this link for more help on downloading these forms (PDF, 71 KB).

Submitting M and O Costs to MnDOT:

All M and O costs must be submitted using the Excel itemization forms below. (Please do not round dollar amounts.) Only submit applicable forms. Please review the Eligible and Ineligible M and O Expenses lists (PDF, 36 KB) before you fill out the itemization forms. Submit eligible items only.

A completed M and O Credit Application (PDF, 19 KB) must be attached to the front of the Excel itemization forms. Notarization of the M and O Credit Application is no longer required.

One copy of the Excel itemization and M and O Credit Application forms are required.

Also required is one set of backup documentation (invoices, receipts, etc.) that needs to be included with your M and O reimbursement submittal. If there are additional items in your set of backup documentation that you are not requesting reimbursement for, please cross them off or highlight the backup documentation that you are requesting reimbursement for.

You will be reimbursed for 2/3 of the eligible item costs up to the amount indicated in your grant agreement unless your amendment to the grant agreement for state fiscal year 2014 has already been fully executed. Once your amendment to your grant agreement for state fiscal year 2014 has been fully executed, you will receive an additional payment with a reimbursement rate of 75% up to the new amount indicated in your grant amendment.

Forms:

If you have any remarks for the following forms, please submit them on a separate sheet of paper.

Maintenance by Airport or Municipal Employee (Excel, 22 KB)
Contracted maintenance should be submitted on the Contracted Maintenance sheet (Excel, 20 KB). If you have maintenance employees dedicated to the airport, a breakdown of duties is not necessary. Summarize what services were received in the time frame you are claiming.

Examples are: mowing, snow removal, brush control, pest control, equipment rental or leases, *pavement patching and crack sealing, janitorial services, *minor maintenance and repair of sponsor-owned hangars and public buildings, on-site maintenance and repair costs for airport-owned airfield lighting, equipment, and fire extinguishers.

Contracted Maintenance (Excel, 22 KB)
If any of these services are provided by an airport or municipal employee, please record the expenses on the Maintenance by Airport or Municipal Employee sheet (Excel, 2 2KB) . If you have an agreement with an individual/company to perform maintenance on a continual basis, please include a copy of your agreement with that individual/company as backup documentation, and summarize what services were received in the time frame you are claiming.

Examples are: mowing, snow removal, brush control, pest control, equipment rental or leases, *pavement patching and crack sealing, janitorial services, *minor maintenance and repair of sponsor-owned hangars and public buildings, on-site maintenance and repair costs for airport-owned airfield lighting, equipment, and fire extinguishers.

Contracted Janitorial Services for Arrival/Departure Building Only (Excel, 21 KB)
If this service is provided by an airport or municipal employee, please record the expenses on the Maintenance by Airport or Municipal Employee sheet (Excel, 22 KB) .

Airport Utilities (Excel, 20 KB)
Airport Utilities for airport owner incurred expenses only - lp or natural gas, electricity, water, sanitary sewer, and septic tank.

Telephone (Excel, 20 KB)
Telephone expenses for one telephone line, local service only, accessible to the general public.

Parts or Supplies (Excel, 20 KB)
Parts for maintenance or repair of airport-owned airfield lighting, equipment, sponsor-owned hangars, and public buildings; supplies for areas used by the public free of charge, excludes office, computer and copy machine supplies, and postage.

Training (Excel, 21 KB)
Training must be related to airport maintenance and operation; conference registration and lodging fees only.

Miscellaneous (Excel, 2 0KB)
Miscellaneous must be defined and on the Office of Aeronautics Eligible Maintenance and Operation Expenses list (PDF, 36KB).

ePayments:

Before proceeding, please scan your entire payment into one PDF package. This must include the credit application and all supporting documentation. Follow these instructions:

  1. Send an email to airportmaintenanceandoperation@state.mn.us
  2. In the subject line for M and O, enter your airport's identifier code (IDENT) and MO. Example: HIB MO.
    In the subject line for equipment, enter your airport's identifier code (IDENT) and the state project number which is found on the top of your credit application. Example: HIB 6902-118.
    If you do not know your IDENT, follow this link (PDF, 13 KB).
  3. Attach the scanned PDF of the payment package to the email and send the email.

Your payment has now been submitted and will soon be processed. We value your feedback. If you have suggestions to improve the system or questions, please email Jenny Bahneman.