Letting for State Aid projects shall be conducted by the governing body of the county or municipality, as the case may be.

To request State Aid funds for construction, right of way, and project development costs, submit one copy of the "State Aid Payment Request Form" and an "Abstract of Bids" to the State Aid Division through the DSAE after award of contract. For projects involving County State Aid Municipal work, a detailed cost split shall be submitted itemizing state aid participating and nonparticipating items and any pro rata calculation.

The State Aid Payment Request is a form used for the initial request to the State Aid Division to release State Aid funds. The form should be accompanied by an abstract of bids and/or right of way and/or project development reimbursement documentation. The documents should be submitted to the State Aid Division through the District State Aid Engineer.

A Report of State Aid Contract is required for the State Aid construction portion of the federal aid project, and any State Aid eligible costs for engineering and right of way.

For Minnesota State Transportation Fund bridge replacement projects, the amount eligible from the bridge bond account is on a reimbursement basis. Use the State Aid Payment Request form, bond account section, and a copy of the partial pay estimate to receive these bond funds.

The Delegated Contract Process (DCP) Checklist details the process of project development, project letting and the construction process.

To request State Aid funds for construction, right of way, and project development costs, submit one copy of the State Aid Payment Request Form and an Abstract of Bids to the State Aid Division through the District State Aid Engineer (DSAE) after award of contract (see Report of State Aid Contract; Engineering Charges; and Right of Way Plans). For projects involving County State Aid Municipal work, a detailed cost split shall be submitted itemizing state aid participating and nonparticipating items and any pro rata calculation.

The State Aid Payment Request is a form used for the initial request to the State Aid Division to release State Aid funds. The form should be accompanied by an abstract of bids and/or right of way and/or project development reimbursement documentation. The documents should be submitted to the State Aid Division through the DSAE.

A Report of State Aid Contract is required for the State Aid construction portion of the federal aid project, and any State Aid eligible costs for engineering and right of way.

For Minnesota State Transportation Fund bridge replacement projects, the amount eligible from the bridge bond account is on a reimbursement basis. Use the State Aid Payment Request form, bond account section, and a copy of the partial pay estimate to receive these bond funds.

The Delegated Contract Process (DCP) Checklist details the process of project development, project letting and the construction process.

1. Engineering charges
   
   Reimbursement for actual project development costs will be based on eligible construction costs or force account agreement costs (excluding nonparticipating items). Requests for reimbursement for actual project development costs may be submitted at anytime after the costs have been incurred.
   
   Requests may be submitted with the State Aid Payment Request, or with partial estimates on an approved force account project. Requests for reimbursement and documentation of costs must be submitted through the DSAE. Limitations for project development costs paid before a contract is awarded must be based upon the engineer’s estimate of the eligible construction costs.
   
   Reimbursement for actual construction engineering costs will be based on final contract costs or force account agreement costs excluding non-participating items. Requests for reimbursement for actual construction engineering costs must be submitted through the District State Aid Engineer with the State Aid Payment Request (final).
   
   Reimbursement of total project development and construction engineering charges shall be limited to 25 percent of the eligible construction/agreement costs.
   
   The District State Aid Engineer must approve all requests for engineering reimbursement. Documentation of costs may be required.
   
2. Non Construction Charges for Federal Aid Projects
   
   Non construction (Project development, R/W, Construction Engineering) are eligible for Federal participation if: (1) the engineering charges are specifically identified as a separate item in the State Transportation Improvement Program; and (2) an agreement between the county or city, the Minnesota Department of Transportation and the Federal Highway Administration has been executed for the specific project (any costs incurred before the agreement is executed are not eligible for reimbursement); and (3) detailed documentation of actual eligible costs incurred are submitted.
   
   Because of the significant time and effort required to prepare these agreements, the use of federal aid funds for nonconstruction activities is not considered to be economical and is strongly discouraged in most cases. Detailed policies for federal aid funding have been established by the Area Transportation Partnerships and the DSAE should be contacted for further direction when federal aid funds are being considered for nonconstruction purposes.
   
   Engineering costs on a federal aid project that is on a State Aid route can be reimbursed from State Aid funds by following the procedure for State Aid projects.