Contracting Process
Once a proposal is approved for funding, the project manager will initiate pre-contract activities with the research team. These pre-contract activities may include equipment purchase reviews and financial pre-audits.
Contract Modifications
Contract modification requests (ex. change in scope, budget, investigation team or project end date) must be submitted via email to the project manager noted on the contract. The request must include the desired modification and justification. If approved by the TAC members, a contract amendment will be initiated by the project manager.
Invoices
All invoices must be submitted to the email address noted in the contract. If this is unknown or for general invoice inquiries, please reach out to us at Invoice.Research@iowadot.us.
Quarterly Progress Reports (QPRS)
Each project requires the submittal of a QPR unless otherwise approved.
QPR periods are defined as:
- First quarter (Jan. 1 – March 31)
- Second quarter (April 1 – June 30)
- Third quarter (July 1 – Sept. 30)
- Fourth quarter (Oct. 1 – Dec. 31)
Current QPRs are required for all projects before payment can be made for costs incurred. The first day of work within the contract period defines the first quarter in which a QPR is to be submitted. (Example: for projects beginning July 1, the first QPR submitted would cover the third quarter.) QPRs are required until all deliverables are submitted and the project has closed.
General Research Projects
QPRs for general research projects are due within 30 calendar days of the end of the quarter.
Subsequent submittals are encouraged to reuse the previous quarter’s report as each quarter expands the previous quarter’s work.
Transportation Pooled Fund (TPF) Projects
QPRs for TPF projects are due within 15 calendar days of the end of the quarter.