Resource Library
The same training materials and compliance tools we deliver under our state agency contracts — available here for agencies, communities, and partners managing infrastructure projects at any scale. Plus a plain-language guide to disaster recovery funding for communities navigating wildfire recovery.
Disaster Recovery
A plain-language guide to the federal and state funding that helps Oregon communities recover after wildfire and other disasters — how the programs fit together, when each one opens, and how CCA helps rural jurisdictions turn available dollars into completed projects. Shared as an informational resource for the communities and partners in our network.
How Recovery Funding Works
Disaster funding arrives in phases, each with its own trigger and timeline. Knowing which phase you’re in tells you which doors are open — and which ones to start preparing for now.
1 · Response
During an active incident, Fire Management Assistance Grants (FMAG) help cover firefighting costs, and state and local emergency declarations open the first doors. The priority here is safety, not paperwork — but early, organized recordkeeping pays off later.
2 · Federal Assistance
After a Presidential major-disaster declaration, FEMA Public Assistance funds repair of public infrastructure and Individual Assistance supports affected households, with SBA disaster loans alongside. These activate only once a declaration is in place.
3 · Long-Term Rebuilding
HUD CDBG-DR, FEMA Hazard Mitigation (HMGP and BRIC), and USDA Rural Development fund the multi-year rebuild — housing, community facilities, water systems — and the opportunity to rebuild more resilient than before.
Federal & State Recovery Programs
The core programs rural communities draw on after a disaster. Each links to the official source — always confirm current application windows there before applying.
Public Assistance (PA)
Reimburses state, local, and tribal governments for repair and replacement of public infrastructure — roads, utilities, public buildings — damaged by the disaster. Activates after a Presidential major-disaster declaration.
Visit ProgramIndividual Assistance (IA)
Direct support to affected individuals and households — temporary housing, essential needs, and other disaster-related expenses. Apply through DisasterAssistance.gov once a declaration is in place.
Visit ProgramHazard Mitigation (HMGP & BRIC)
Funds projects that reduce future disaster risk — hardened facilities, defensible space, safer infrastructure. HMGP follows a declaration; BRIC is a proactive, competitive program. Both are benefit-cost driven and documentation-heavy.
Visit ProgramCDBG-DR — Disaster Recovery
The major source of long-term rebuilding funds — housing, infrastructure, and community facilities in the most-impacted areas. Appropriated by Congress, distributed through the state, and governed by 2 CFR Part 200. Arrives later in the recovery.
Visit ProgramReOregon / State CDBG-DR
Oregon’s home for federal disaster-recovery block grants, administering CDBG-DR housing and infrastructure recovery for wildfire-impacted communities. The state channel through which HUD recovery dollars reach Oregon jurisdictions and residents.
Visit ProgramDisaster Loans
Low-interest loans for homeowners, renters, businesses, and nonprofits to repair or replace disaster-damaged property. Applying is often required to unlock the full range of FEMA assistance, even if you don’t take the loan.
Visit ProgramA note on timing. FEMA Public Assistance, Individual Assistance, and SBA disaster loans activate only after a Presidential major-disaster declaration; CDBG-DR follows later, once Congress appropriates funds. Program windows and eligibility change with each disaster — confirm current status on the administering agency’s site before applying. USDA Rural Development (Community Facilities, Water & Waste Disposal) also funds the rebuilding of essential rural facilities and accepts applications year-round.
From Funding Available to Project Complete
For rural jurisdictions, the obstacle in recovery is rarely eligibility — it’s the administration. Federal recovery dollars run on 2 CFR Part 200 procurement, Davis-Bacon prevailing wage on rebuild work, environmental review, and audit-ready documentation from day one. That’s the discipline CCA brings: helping communities scope the right funding, assemble compliant applications, and turn available dollars into completed projects. Every federal dollar CCA has administered has been reviewed by federal agencies, with zero adverse audit findings.
Talk Through Your RecoveryLabor Standards
Federal Davis-Bacon Act and Oregon prevailing wage compliance for publicly funded infrastructure projects — the manual, frameworks, and documentation standards we deliver under our OBDD Labor Standards contract to keep projects audit-ready.
RCAP Labor Standards Series — Session Materials
The complete four-session labor standards compliance series delivered under our OBDD contract through the Business Oregon Rural Capacity Assistance Program — taking communities from the legal framework through certified payroll, worker interviews, and enforcement. Each session includes the full presentation, with a participant handout or toolkit where one accompanies the session.
Foundations & Legal Framework
The legal foundation of labor standards compliance — why federal Davis-Bacon and Oregon prevailing wage law can apply to the same project at once, the thresholds that trigger each, and how to tell which rules attach.
Presentation
The full session slide deck introducing the two prevailing-wage frameworks — the federal Davis-Bacon Act and Oregon’s PWR law — the thresholds that trigger each, and how to determine which apply to a given project.
Download PDFCertified Payroll & Documentation
Wage determinations and certified payroll — reading a wage determination, completing the federal WH-347, and adding the Oregon BOLI addendum so the paperwork proves compliance.
Presentation
The full session slide deck on reading a wage determination, completing Form WH-347, the Oregon BOLI certified payroll addendum, and the documentation that keeps payroll audit-ready.
Download PDFWorker Interviews & Record Keeping
Site visits, compliant interview procedures, and audit-ready documentation — distinguishing federal (WH-38) and Oregon (BOLI) interview requirements, language access, and a records system that survives an audit.
Presentation
The full session slide deck on the compliance triangle, federal Form WH-38 and the Oregon BOLI on-site interview record, the seven-step interview procedure, language access, the documentation pillars, and records retention.
Download PDFHandout
A twelve-page participant handout covering federal and state interview requirements, the pre-visit and seven-step interview procedures, language-access rules, and the five documentation pillars and retention schedule — plus four ready-to-use exhibits: the pre-visit notification email, worker rights statement, worker contact card, and quarterly self-audit worksheet.
Download PDFCompliance & Advanced Topics
Enforcement response, multi-contractor projects, mixed funding, and rural-ready tools — handling violations and audits, calculating back wages, overseeing the prime/sub chain, and braiding CDBG, ARPA, and state funds on one project.
Presentation
The full session slide deck on common violations and prevention, the first-72-hours enforcement response, corrective action and back-wage calculation, multi-contractor oversight, mixed-funding compliance, and right-sized tools for a small shop.
Download PDFToolkit
A six-tool participant toolkit ready to adapt and use: the top-10 violations & prevention quick-reference, the enforcement response checklist, the back-wage calculation worksheet, the mixed-funding “which rules apply?” guide, the multi-contractor monitoring log, and the project labor-standards file index.
Download PDFCitation & Reference Guide
A companion to the full series — every legal authority cited across all four sessions, consolidated in one place and organized by session, with a master index for quick lookup.
Citation & Reference Guide
Every statute, regulation, agency handbook, form, and funding program referenced across Sessions 1–4 — federal Davis-Bacon and Oregon prevailing wage authorities, the WH-347, BOLI addendum, and interview forms, and the programs that trigger labor standards — listed by session and grouped by category in a master index for quick lookup.
Download WordLabor Standards Compliance Manual
The complete manual — the same one used in our OBDD training contracts — covering both the federal and state compliance frameworks and the record keeping that holds up under audit.
Davis-Bacon Act Compliance
Federal prevailing wage requirements, certified payroll reporting, worker classification, and wage determination procedures for federally funded projects.
Oregon Prevailing Wage
State-specific requirements including BOLI wage rates, contractor registration, and compliance documentation for state-funded infrastructure work.
Audit-Ready Documentation
Record keeping frameworks, worker interview protocols, and reporting templates designed to maintain the zero adverse findings standard we hold across all programs.
Interactive Compliance Manual
Frequently Asked Questions
Standardized Form Templates & Documents
The complete working set of labor standards forms for administering a federally funded project — from the pre-construction conference through closeout. These are the same forms we use delivering our OBDD Labor Standards contract, grouped by where they fit in the compliance process.
Contractor Pre-Construction Acknowledgment
Documents the contractor's receipt and understanding of all labor standards requirements before work begins. Must be signed by the prime contractor at the pre-construction conference.
Download PDFSubcontractor Labor Standards Certification
Certifies that subcontractors understand and will comply with prevailing wage requirements. Prime contractors must obtain this from each subcontractor before they begin work on the project.
Download PDFPayroll Submission Tracking Log
Tracks receipt, review status, and resolution of certified payrolls from all contractors throughout the project. Helps ensure no payroll submissions are missed or left unreviewed.
Download PDFPayroll Deficiency Notice
Formal notification to contractors when certified payroll errors or deficiencies are identified. Documents the specific issues found and establishes a deadline for submitting corrections.
Download PDFWorker Interview Form
Standardized form for conducting and documenting on-site worker interviews to verify wage and classification compliance. Includes questions about pay rates, hours, benefits, and overtime.
Download PDFWorker Interview Schedule
Planning and tracking tool for scheduling worker interviews throughout the project duration. Ensures adequate coverage across all contractors and worker classifications.
Download PDFSite Visit Report
Documents observations during job site visits including contractors present, work activities, posting compliance, and any issues identified. Creates a record of monitoring activities.
Download PDFPosting Verification Checklist
Verifies that all required federal and state notices are properly displayed at the job site. Includes the Davis-Bacon poster, wage determinations, and Oregon BOLI requirements.
Download PDFApprentice Ratio Tracking
Monitors apprentice-to-journeyman ratios to ensure compliance with approved apprenticeship program requirements. Tracks individual apprentice registration and weekly ratio calculations.
Download PDFOvertime Authorization Form
Documents overtime authorization and verifies correct overtime pay calculations on certified payrolls. Ensures workers receive proper 1.5x pay for hours over 40 per week.
Download PDFWage Restitution Calculation Worksheet
Calculates back wages owed when underpayment violations are identified. Provides step-by-step computation of amounts due to affected workers, including overtime adjustments.
Download PDFViolation Report Form
Formally documents suspected or confirmed labor standards violations including violation type, affected workers, and estimated underpayment amounts. Initiates the enforcement process.
Download PDFCorrective Action Plan
Documents the contractor's plan to correct identified violations and prevent recurrence. Includes root cause analysis, specific action items, deadlines, and approval signatures.
Download PDFFinal Compliance Certification
Certifies that all labor standards requirements were met throughout the project. Signed by both contractor and agency at project completion to document full compliance.
Download PDFProject Closeout Checklist
Comprehensive checklist ensuring all labor standards documentation is complete before final project closeout. Covers payrolls, compliance records, certifications, and record storage.
Download PDFDual Jurisdiction Wage Comparison Worksheet
Compares federal Davis-Bacon and Oregon BOLI wage rates to determine which higher rate applies for each classification. Essential for projects with both federal and state funding.
Download PDFLabor Standards Contact List
Maintains current contact information for all project stakeholders involved in labor standards compliance. Includes agency resources, BOLI contacts, and DOL information.
Download PDFTraining Attendance Sign-In Sheet
Records attendance at labor standards training sessions for documentation and follow-up purposes. Captures attendee names, organizations, and contact information.
Download PDFFringe Benefit Documentation Form
Documents how contractors provide required fringe benefits, whether as cash payments or contributions to approved plans. Required to verify total compensation meets prevailing wage.
Download PDFClassification Determination Request
Requests guidance on proper worker classification when the appropriate job classification is unclear. Documents work duties and proposed classifications for agency review.
Download PDFWage Determination Verification Form
Verifies that correct wage determinations are incorporated into the contract and used throughout the project. Confirms geographic area, construction type, and currency of rates.
Download PDFPre-Construction Conference Agenda
Structured agenda for covering all labor standards topics at the pre-construction conference. Ensures contractors receive complete information before work begins.
Download PDFMonthly Compliance Summary Report
Summarizes labor standards compliance activities and status on a monthly basis. Tracks payroll reviews, site visits, interviews, and any issues identified.
Download PDFRecord Retention Log
Inventories all labor standards records, their storage locations, and retention dates. Ensures proper preservation of documentation for the required 6-year Oregon retention period.
Download PDFCertified Payroll Reporting Checklists
Step-by-step checklists for getting certified payroll right the first time — the federal WH-347 and its Oregon companion, the BOLI Addendum. On dual-jurisdiction projects where both Davis-Bacon and Oregon prevailing wage laws apply, use them together to catch the classification, overtime, and fringe benefit errors that most often trigger findings.
WH-347 Checklist
A step-by-step compliance guide for completing the federal certified payroll form required on Davis-Bacon Act covered construction projects, covering header information, employee details, wages, deductions, fringe benefits, and certification requirements.
Download PDFBOLI Addendum Checklist
A companion guide for Oregon-specific prevailing wage requirements that must accompany the WH-347 on dual-jurisdiction projects, including Oregon overtime rules, CCB licensing, BOLI wage classifications, and key differences between state and federal standards.
Download PDFSample Documents
Filled-in, annotated examples showing what complete and correct documentation looks like on a dual-jurisdiction project — where both Davis-Bacon and Oregon prevailing wage laws apply. All data is fictional; these are training references to pair with the blank forms and checklists above, so you can see exactly how a WH-347, BOLI Addendum, and pre-construction agenda should come together.
Sample Annotated WH-347
A training document demonstrating how to correctly complete the federal WH-347 Certified Payroll form, with annotations highlighting key requirements including the 2025 update allowing alternative identifying numbers instead of full Social Security numbers, and warnings about common errors to avoid.
Download PDFSample Pre-Construction Conference Agenda
A dual-jurisdiction labor standards compliance meeting template covering both federal Davis-Bacon Act and Oregon Prevailing Wage requirements, including agenda topics for certified payroll, worker interviews, record keeping, enforcement procedures, and posting requirements.
Download PDFSample Completed BOLI Addendum
A sample Oregon Supplemental Statement demonstrating how to complete the BOLI Addendum that must accompany the federal WH-347 on dual-jurisdiction projects, including the wage rate comparison table showing that the higher rate (federal or Oregon) must always be paid.
Download PDFQuick Reference Guides
One-page cheat sheets distilling the most-used labor standards rules into fast, scannable references — the federal and Oregon payroll forms, worker interview procedures, a funding-source decision tree, and the violations that most often trigger findings. Built for the field, where you need the answer fast.
WH-347 Quick Reference
Comprehensive guide to the federal certified payroll form (revised January 2025), including all Page 1 data fields, Page 2 Statement of Compliance requirements, new apprenticeship documentation requirements, and submission guidelines.
Download PDFBOLI Addendum Quick Reference
Oregon-specific guidance for Form WH-38, explaining when BOLI forms are required versus federal-only projects, the semi-annual wage rate update schedule (January/July with April/October amendments), and the 25% payment withholding penalties for late submissions.
Download PDFWorker Interview Protocol
Step-by-step guide covering when to conduct interviews (minimum requirements plus best practices), who to interview, key questions organized by category, confidentiality requirements, and documentation standards for SF-1445/HUD-11 forms.
Download PDFDual Jurisdiction Decision Tree
Decision framework for projects with mixed federal/state funding, including a clear scenario table showing when WH-347 only, WH-38 only, or both forms are required. Features the critical principle that workers must be paid the HIGHER of the two wage rates.
Download PDFCommon Violations
The six most frequent compliance issues identified by DOL (misclassification, wage underpayment, inadequate recordkeeping, apprenticeship documentation failures, CPR submission failures, and posting violations), each with problem descriptions and prevention strategies, plus a penalties summary for both federal and Oregon enforcement.
Download PDFCase Studies
Four real-world scenarios showing how Oregon communities navigate federal Davis-Bacon and Oregon prevailing wage requirements on infrastructure projects — from a 30-person city's CDBG water system to a multi-million-dollar, triple-funded wastewater plant. Each pairs a documented challenge with the proven approach that kept the project compliant.
Shaniko Rural Success
How one of Oregon's smallest incorporated cities (population 30) met both Davis-Bacon and Oregon PWR on a CDBG water system project — using a regional Economic Development District partnership to overcome limited staff capacity.
Small-Community CDBGMisclassification Resolution
A federal enforcement action — $94,000 in back wages for eight workers — showing why classification must follow the work actually performed, not the job title, and how worker interviews catch the gap before it becomes a finding.
Worker ClassificationRegional Compliance Approach
The Economic Development District model in action, where centralized expertise delivers consistent certified-payroll review, worker interviews, and wage determination research across multiple communities at once.
Regional PartnershipTriple Funding Navigation
A $4.2M wastewater plant combining CDBG, USDA Rural Development, and EPA SRF dollars — where any federal trigger applies Davis-Bacon to the entire project and the most stringent standard governs a single, unified wage structure.
Multi-Source FundingLabor Standards Case Studies (2025)
The complete 11-page collection covering all four scenarios, the dual-jurisdiction regulatory framework (ORS 279C.838), common misclassification examples, and a funding-combination decision matrix. Prepared under our OBDD Labor Standards contract.
Project Management
Practical tools for managing infrastructure projects from award through closeout — the templates and frameworks that close the compliance gaps, documentation failures, and scope-management problems that cause agencies to return grant funding. Delivered under our OBDD Project Management contract through the Business Oregon RCAP program.
RCAP Project Management Series — Session Materials
The complete four-session project management series delivered under our OBDD contract through the Business Oregon Rural Capacity Assistance Program — walking communities from funding award through closeout. Each session includes the full presentation, a printable participant handout, and a field guide for applying the material on a live project.
Getting Started Right
Understanding your funding award — the anatomy of a funding agreement, the six-question cost eligibility test under 2 CFR 200, and building a compliance calendar from day one.
Presentation
The full session slide deck covering the five sections of a funding agreement, the cost eligibility test, ineligible cost categories, and the compliance calendar essentials.
Download PDFHandout
Printable participant handout summarizing the funding agreement anatomy, the six-question eligibility test, and the always-ineligible cost list — formatted for note-taking.
Download PDFField Guide
A one-page desk reference for a new award: the five sections of a funding agreement, the six-question cost eligibility test, the never-eligible cost list, and the compliance calendar to set up before the first dollar is spent.
Download PDFKeeping Control
Scope, schedule & budget — recognizing scope creep, running a federal-compliant change control process, building realistic schedules, and tracking budget against actuals.
Presentation
The full session slide deck on the triple constraint, the change control process, schedule recovery techniques, budget variance thresholds, and the amendment process.
Download PDFHandout
Printable participant handout covering the change control steps, the schedule development checklist, budget variance action levels, and when a change requires funder approval.
Download PDFField Guide
A one-page desk reference for active projects: the scope-creep warning signs, the four-step change control process, budget variance thresholds, the 2 CFR 200 cost test, and what you can manage locally versus what needs a formal amendment.
Download PDFProcurement, Risk & Quality
Buying right, managing risk, building to last — federal procurement under 2 CFR 200, Davis-Bacon and Build America Buy America, and the risk and quality management cycle.
Presentation
The full session slide deck on procurement methods by threshold, the procurement file, Davis-Bacon prevailing wage, BABA domestic content, and risk response strategies.
Download PDFHandout
An eight-page desk reference with the federal and Oregon procurement threshold tables, the “which threshold applies” decision guide, the contract documentation checklist, a risk register template, the construction quality-control checklist, and infrastructure funding to watch.
Download PDFField Guide
A one-page desk reference: matching procurement method to dollar amount, the Davis-Bacon and BABA domestic-content essentials, the four risk response strategies, and the plan-control-close quality checklist.
Download PDFFinishing Strong
Records, reporting & closeout — record retention under 2 CFR 200.334, progress reporting that protects reimbursements, audit readiness, and a clean project closeout.
Presentation
The full session slide deck on record retention, the ten-tab project file, reporting cadence, the Single Audit threshold, common findings, and the closeout checklist.
Download PDFHandout
A six-page desk reference with the record retention schedule, the ten-tab project file, the progress-reporting quality check, audit readiness and the five common findings, the ten-step closeout checklist, and the funding watchlist for your next award.
Download PDFField Guide
A one-page desk reference: the record retention schedule, the $1M Single Audit threshold, what reviewers want in progress reports, the five audit findings to avoid, and the ten-step closeout sequence.
Download PDFProject Initiation & Planning Templates
The foundational documents every infrastructure project needs before the first dollar is spent — built for state and federally funded projects with the compliance checkpoints already in place. Download, customize for your community, and put them to work.
Project Charter Template
Formal authorization document that captures funding source, compliance requirements, scope, milestones, and approval signatures to officially launch a state or federal infrastructure project.
Download PDFStakeholder Communication Matrix
Identifies who needs to know what about the project and when, with a grid mapping stakeholders to their influence level and communication needs.
Download PDFProject Scope Statement Template
Defines exactly what is and isn’t included in the project to prevent scope creep and establish clear acceptance criteria for deliverables.
Download PDFRACI Matrix Template
Assigns responsibility for each project task by clarifying who does the work (R), who approves (A), who provides input (C), and who needs updates (I).
Download PDFProject Planning Workbook
Excel workbook combining a work breakdown structure, Gantt-style schedule, and resource and budget tracker across three interconnected worksheets.
Download ExcelGrant Resources Guide
Directory of federal and state funding programs (USDA, EDA, Business Oregon) available to rural Oregon communities, with application tips and technical assistance contacts.
Download PDFUnderstanding Funding Awards & Requirements
What to do once the money is awarded. These guides, checklists, and trackers help communities read their award documents, understand the binding terms and compliance obligations, calculate indirect costs and match, and steer clear of the mistakes that lead to disallowed costs.
Federal Award Terms & Conditions Checklist
A comprehensive checklist to help communities review and understand the key terms and conditions in their federal funding award agreements.
Download PDFGrant Agreement Review Guide
A step-by-step guide for systematically reviewing grant agreements to ensure all requirements, deadlines, and obligations are properly identified and understood.
Download PDFNotice of Award Interpretation Guide
A practical resource for understanding how to read and interpret Notice of Award documents, including identifying critical information about funding amounts, periods of performance, and special conditions.
Download PDFCompliance Requirements Quick Reference
A quick-reference tool summarizing the most common compliance requirements for state and federal infrastructure projects, including Davis-Bacon, NEPA, and BABA standards.
Download PDFIndirect Cost Rate Documentation Guide
A detailed guide for documenting and calculating indirect cost rates in accordance with federal requirements under 2 CFR 200.
Download PDFFunding Source Requirements Matrix
A comparison matrix outlining the specific requirements, restrictions, and compliance obligations for the different federal and state funding sources commonly used in Oregon infrastructure projects.
Download ExcelMatch / Cost Share Tracking Template
An Excel-based tracking tool with built-in formulas to help communities document and calculate required matching funds and cost-share contributions for grant-funded infrastructure projects.
Download ExcelScope, Cost & Timeline Control Tools
Keeping the project on scope, on budget, and on schedule once work is underway. These forms and trackers document change orders, monitor spending against the budget, calculate earned value, and surface schedule slips before they turn into disallowed costs or blown deadlines.
Change Order Request Form
A fillable form for documenting and approving project scope, cost, or schedule changes, with a federal compliance checklist and signature blocks.
Download PDFProject Status Report Template
A periodic reporting template with a color-coded status dashboard, progress metrics, issues and risks tracking, and a federal compliance status checklist.
Download PDFChange Order Log
A register for tracking all change orders, with auto-calculating cumulative cost and schedule impacts plus percentage change from the original contract.
Download ExcelBudget Tracking Spreadsheet
A 12-category budget tracker with variance analysis showing committed vs. spent amounts and remaining funds by line item.
Download ExcelCost Control Worksheet
A pay-application tracker with automatic 10% retainage calculation, cumulative payments, and percent complete by payment period.
Download ExcelEVM Calculator
A simplified earned value calculator that computes SPI, CPI, and estimate at completion, with plain-language interpretations for each metric.
Download ExcelMilestone Tracking Dashboard
A tracker for 16 standard infrastructure milestones with planned vs. actual dates, variance calculations, and a completion progress summary.
Download ExcelSchedule Baseline & Variance Report
A WBS-based schedule tracker comparing baseline to actual dates, with automatic start and end variance calculations in days.
Download ExcelRisk & Opportunity Management
Spotting what could go wrong before it does, and handling problems when they surface. These tools score and track risks, plan responses, set aside the right reserves, log the issues that need action now, and capture lessons so the next project starts smarter.
Risk Register Template
Tracks identified risks with probability and impact scoring, response strategies, and owners throughout the project lifecycle.
Download ExcelRisk Assessment Matrix (5×5)
Provides standardized scales for rating risk probability and impact to ensure consistent risk scoring across your project.
Download ExcelRisk Response Planning Worksheet
Documents detailed action plans for addressing individual high-priority risks, including triggers, responsibilities, and contingency options.
Download PDFContingency Planning Guide
Explains how to set aside appropriate budget and schedule reserves and what to do when specific risk events occur.
Download PDFIssues Log Template
Tracks problems that are happening right now and need immediate resolution — separate from risks that might happen later.
Download ExcelLessons Learned Register
Captures what worked well and what to improve so future projects benefit from your experience.
Download ExcelRecord Keeping & Reporting Requirements
Building the paper trail that keeps funding intact. These templates and guides organize your project files, prepare the federal financial and narrative reports, verify expenditures before you request reimbursement, calculate retention timelines, and walk you through audit readiness section by section.
Document Control Log
A tracking table to record every project document with its type, location, and retention date, so you can quickly locate files during audits.
Download PDFFile Organization System Guide
An 8-folder structure (1.0 Grant Award through 8.0 Closeout) with subfolders and naming conventions that align with federal record-keeping requirements.
Download PDFProgress Report Template (SF-425)
A worksheet to gather all the financial data needed to complete the federal SF-425 Financial Report, including budget categories and cash status.
Download PDFNarrative Report Template
A quarterly/monthly status update format covering activities completed, upcoming work, issues and risks, budget summary, and compliance status.
Download PDFExpenditure Documentation Checklist
A pre-reimbursement verification tool ensuring you have the required invoice, approval, and proof of payment for each expense type before requesting funds.
Download PDFSupporting Documentation Filing Guide
A quick reference showing exactly what paperwork is needed for each expense category, and whether to keep paper originals or electronic copies.
Download PDFRecord Retention Schedule
A tool to calculate your document retention dates (closeout + 3 years per 2 CFR 200.334), with a destruction checklist to verify before disposing of records.
Download PDFAudit Preparation Checklist
A comprehensive 10-section checklist covering all the document categories auditors will request, plus common findings to avoid and practical tips for audit day.
Download PDFProject Closeout Resources
Closing the project out clean. These checklists, timelines, and forms walk you through final financial reconciliation, performance reporting, equipment disposition, and the full closeout package — completed inside the federal 120-day window so funding closes without findings.
Project Closeout Checklist
A comprehensive checklist covering financial reconciliation, performance reporting, property disposition, regulatory compliance, and records retention required to successfully close out federal infrastructure grants.
Download PDFFinal Performance Report Template
A structured template for documenting project goals, outcomes, performance measures, activities, challenges, and lessons learned as part of the federal grant closeout process.
Download WordSF-428 Guide
A step-by-step guide for completing the SF-428 Tangible Personal Property Report, including equipment definition criteria, examples, and detailed instructions for each form section.
Download PDFFinancial Reconciliation Worksheet
A budget tool that compares originally approved budget amounts against actual expenditures across eight budget categories to identify variances requiring explanation or reallocation.
Download PDF120-Day Closeout Timeline
A four-phase timeline (30 days each) that breaks down all closeout tasks from initial organization through final federal submission, ensuring systematic completion within the required timeframe.
Download PDFEquipment Disposition Decision Tree
A visual flowchart guiding communities through federal requirements for equipment purchased with grant funds, with decision points for retention, transfer, sale, or return based on ownership and value thresholds.
Download PDFFinal Deliverables Acceptance Form
A verification checklist organized into five sections (Financial, Performance, Property, Compliance, Documentation) with signature blocks confirming all required closeout deliverables have been submitted and approved.
Download PDFSimplified for Rural Communities
Plain-language tools built for the reality of rural infrastructure work — small staffs, volunteer coordinators, multiple hats, and stretched budgets. These guides simplify project management, funding strategy, and the partnerships that help under-resourced communities deliver projects without a dedicated project manager on payroll. Developed under our OBDD contracts through the Business Oregon RCAP program.
Simplified Project Management Toolkit
Provides basic checklists and templates for small rural communities managing their first state or federal infrastructure grant projects.
Download PDFVolunteer & Part-Time Project Coordinator Guide
Helps volunteer and part-time coordinators manage infrastructure projects effectively with limited hours through time management strategies and monthly task prioritization.
Download PDFMulti-Hat Manager Resource Guide
Supports city managers and administrators who must lead infrastructure projects while juggling multiple other city responsibilities through delegation strategies and time-saving systems.
Download PDFGrant Stacking & Braiding Guide
Explains how to properly combine multiple funding sources for infrastructure projects while maintaining compliance and avoiding double-dipping.
Download PDFPeer Learning Network Facilitation Guide
Provides a framework for establishing and running peer learning networks that connect rural communities managing similar infrastructure projects.
Download PDFEDD Partnership Coordination Template
Outlines how to establish and maintain effective working relationships with Economic Development Districts for technical assistance on infrastructure projects.
Download PDFCommunication
Tools for telling your project's story and bringing the community along — from the first stakeholder engagement plan through public meetings, council presentations, and the press release announcing your award. Editable Word and PowerPoint templates you can drop your project details straight into.
Community Engagement Plan Template
A comprehensive planning tool that helps communities identify stakeholders, develop engagement strategies, create communication plans, and establish metrics for measuring public involvement success.
Download WordPublic Meeting Facilitation Guide
A step-by-step checklist and resource guide covering pre-meeting preparation, day-of setup, facilitation techniques, managing Q&A sessions, and post-meeting follow-up to ensure productive public meetings.
Download WordCouncil/Board Presentation Template
A professional PowerPoint presentation with 9 pre-formatted slides designed to present project updates, budget information, challenges/solutions, and timeline information to elected officials and decision-makers.
Download PowerPointGrant Award Announcement Template
A structured press announcement template that guides users through writing an effective grant award announcement including headline, lead paragraph, quotes, project details, and background information formatted for media distribution.
Download WordMedia/Press Release Template
A complete press release framework following AP style that provides formatting guidelines, writing tips, and best practices for creating professional announcements for newspapers, radio, television, and online media outlets.
Download Word