Certification Program Office: Policy Update

Policy Summary Information

PURPOSE:
To notify certified local public agencies (Certified LPAs) and Certification User Group stakeholders about the following:

1. The requirement for Certified LPAs to submit self-audit and related forms has changed from June 1 to July 1
2. The self-audit form is being revised, effective May 2020
3. The CPO will send agency-specific Self-Audit forms and project lists to each CLPA within the next few week

BULLETIN INFORMATION:

1. Annual Self-Audit and related forms: In May 2020 the CPO revised the format and some of the questions on the Certified LPA Annual Self-Audit (Form 734-5152), which covers both program and project related elements. Each Certified LPA is required to submit a current, completed self-audit form to the CPO on an annual basis. A sample of a completed annual self-audit form will be available on the Certification Guidance and Forms webpage under the Compliance drop-down list. Our office will send each Certified LPA an agency-specific form and project list to complete their self-audit.
2. Due date: The due date has changed effective this year to align the submittals with our revised compliance review schedule. Beginning in 2020, the due date for Certified LPAs to submit the completed self-audit and related forms to ODOTCertification@odot.state.or.us is July 1 of each year. When the due date falls on a weekend, submittals are due the next business day. The CPO will send out the request about four to six-weeks before the forms are due.
3. Risk Evaluation: Following receipt of the information provided in item 2 above, the CPO will conduct an assessment to identify higher-risk or priority review areas. It is the CPO’s intention to focus the program and project reviews mainly on the higher-level risk and priority areas.
4. Compliance Review Schedule: The CPO has established and published a three year Certified LPA Compliance Review Schedule. Depending on resourcing and self-audit and risk assessment results, the CPO may update the schedule.
5. Certification Guidance and Forms webpage: https://www.oregon.gov/ODOT/LocalGov/Pages/Certification-Guidance-Forms.aspx

Feedback: We are always trying to improve. Please send any feedback regarding this document to the Certification Program Manager or Certification Program Office mailbox, or contact us by phone.