Date of Record

Defaults to the current date. Enter the date ( mm dd yy ) you want associated with this document, usually the current date.

Agency

Required. See Agency Index (AGCY) for valid values.

Project

Required. Enter a number to uniquely identify the project. If a new project, the project code must not exist. If modifying an existing project, the project must match the one on the original document.

Organization

Enter the Organization code for this project.

New/Modification [Action]

Defaults to New [E] . Select New [E] when entering a new project, select Modification [M] when modifying an existing project.

Description

Optional. Enter a brief description of the project.

Start Date

Required. Enter the beginning date ( mm dd yy ) of the project.

End Date

Required. Enter the estimated last day ( mm dd yy ) of project activity. Ensure that this date is greater than Start Date and is valid on Calendar Date (CLDT).

6 Year Item No

Enter the six year item number for reporting purposes.

Project/Grant

Select a valid value:

Capital Project - Line Item

Capital Project - Non-line Item

Capital Project - Force Acct

Capital Project - Emergency

Capital Project - Def Maint Pool

Captital Project w/ Contingency

Highway Project

Other Project

Grant

Status

See Project Status (PRST) for valid values.

CMIA-Eligible

Select this checkbox if the project is CMIA-Eligible.

Project FY

Required. Enter the fiscal year ( yy ) associated with this document. Enter the federal fiscal year, the state fiscal year, or any user-defined fiscal year.

Project FY Start Period

Required. Enter the calendar month ( mm ) when the fiscal year associated with this project starts. For example, if the fiscal year relevant for this project is October through September, enter 10 .

Termini Required

Optional. Select Yes if Termini must be coded on all accounting documents processed against this project.

Manager

Optional. Enter the name of the individual managing the project.

Entity-Wide Project Number

Optional. Enter the number that joins a group of projects together.

Resp Agency

Required. Enter the agency responsible for monitoring the project and for requesting federal reimbursements.

Bond Funds, Federal Funds, Entity Funds, Other Funds (Dollars)

Default is 0.00 . The estimated revenue resulting from one or more of the four types (bond, federal, entity, or other) of revenue associated with the project.

Total Project Budget (Dollars)

Default is 0.00 . The sum of all budgeted amounts. Line amounts must equal the amount entered in this field.

Bond Funds, Federal Funds, Entity Funds, Other Funds, Total Project Budget
(Def/Inc/Dec)

Default is Default [blank] . Enter Increase [I] to increase a fund amount or Decrease [D] to decrease a fund amount.

Bond Funds, Federal Funds, Entity Funds, Other Funds (Percent)

Leave blank. These fields are not used in MARS.

Revenue Budget Editing

Default is No Change [blank] on new entry only. Enter Yes [Y] or No [N] . Yes [Y] indicates that revenue budgets are used and edits are performed to ensure that funding source and revenue source amounts are synchronized.

Sub-Project

Required. Enter the sub-project(s) that identifies the division of the project. The system requires each project to have at least one sub-project.

Phase

Required. Enter the phase that identifies the division of the sub-project. The system requires each sub-project to have at least one phase. See Project Phase (PRPH) for valid values.

Status

Required. On a new transaction, select Open [O] or Closed [C] . On a modification transaction, select No Change [blank] , Open [O] , or Closed [C] .

Participating

Default is No Change [blank] . Enter Participating [P] if this sub-project/phase combination is associated with project activity participating in an expenditure reimbursement process. Enter No Change [blank] or Non-Participating [N] if associated costs are not eligible for participation in a reimbursement process.

Funds Edit

Default is No Change [blank] . Valid values are Yes [Y] or No [N] . Indicates whether project budgetary controls are applied when accounting transactions are made against the project.

Budget Amount

Default is 0.00 . Enter the amount allocated for this portion of the project.

Def/Inc/Dec

Default is Default [blank] . Required on modification transactions. Enter Increase [I] to note an increase in the budget amount or Decrease [D] to note a decrease.

Authorized Date

Optional. Enter the date when expenditures start incurring against the sub-project/phase combination.

CE Phase Percent

Optional. Leave blank if this is not a construction engineering phase or if the Project Billing Subsystem is not installed. Enter the percentage ( nnnnnnn ) of construction engineering costs that are eligible for reimbursement. The number you enter must be between .001 and 100 .

Job Number

Optional. Enter the job number associated with this project/sub-project/phase if desired. Leave blank if expenditures against the project will be recorded against a fund set up with Project/Subproject/Phase Required selected [Y] on Fund (FUN2).

Agreement Date

Conditional. Required if you have installed the Project Billing Subsystem; otherwise, this field is optional. Enter the date ( mm dd yy ) when you will be reimbursed for the expenditures against this project.

Description

Optional. Enter a description of the sub-project phase.

Fed Prefix/Route/Section

Optional. Enter the applicable Federal prefix, route and section if a FHWA-funded project. For other projects, this field may be used at the agency's discretion.

Federal Catalog Number

Conditional. Required if CMIA-Eligible is selected. If entered, the first two characters must reference a federal agency on Federal Agency (FEAG).

Drawdown Group

Optional. Enter the drawdown group for this project. See Project Billing Drawdown Group (PBGR) for valid entries. The Responsible Agency must be valid for the drawdown group selected.

Federal Agency Name

Conditional. Inferred from Federal Agency (FEAG) if Federal Catalog Number is entered.

Federal Number

Optional. Enter the federal code that connects the grant to a federal appropriation.

Common Accounting Number

Optional. Enter a common accounting number (CAN) only if one applies.

Federal Identification Number

Optional. Enter the federal number identifying the grant.

Major Federal Aid Number

Optional. Enter the major federal aid number only if you wish the connect this grant with other grants for reference purposes.

Revenue Source

Optional. Enter a revenue source code if you wish to charge to this revenue source code instead of the revenue source code found on Project Billing Parameters (PBPT) for federal billings.