Consultant Financial Screening
Financial Screening Requirements
Any firm wishing to work on Utah Department of Transportation (UDOT) projects – either as a prime consultant or a subconsultant – must complete a Financial Screening Application (FSA). Please contact the Financial Screening team with any questions at [email protected] or call either Audrey D’Ambruoso (401) 374-9254, or Lee Brumble (801) 633-7801.
IMPORTANT: Changes to the Financial Screening Application Process are going into effect on January 1st, 2026. See below for details!
Why is this Required?
The purpose of financial screening is to provide reasonable assurance that the consultant’s financial statements, presented Indirect Cost Rate (ICR), hourly billing rates, and direct costs comply with 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Federal Acquisition Regulations Part 31), Utah Rule R907-66-8 (Consultant Financial Screening and Auditing), and 48 CFR Part 31 (Federal Acquisition Regulations (FAR)). A firm does not need an approved financial screening to be selected for a project, but must have financial screening approval before a contract can be awarded.
Consultants must be financially screened to the level required by the type of contract and services they will be performing. Effective January 1, 2026, any firm that presents an ICR that has total annual revenue at or above $1 million (including UDOT and Non-UDOT revenue) for the Fiscal Year-End (FYE) presented, is required to submit a CPA Audited ICR presentation.
Once a firm submits a financial screening application for any given FYE that reflects total annual revenue at or above the $1M threshold, that firm is required to submit a CPA Audited ICR from that FYE period forward.
Submission Deadlines
Effective January 1, 2026, UDOT is amending the FSA due dates to staggered submission deadlines and to incorporate the $1M total revenue audit requirement. The change in deadlines should allow for a more managed flow of submissions and affords all filers at least one additional month to remit the application.
| Firm Name Begins With | No ICR Presented* | No ICR Presented w/ FYE Other than 12/31 | ICR & Total Revenue less than $1M w/ 12/31 CYE | ICR & Total Revenue less than $1M w/ FYE Other than 12/31 | ICR & Total Revenue of $1M or Above w/ 12/31 CYE | ICR & Total Revenue of $1M or Above w/ FYE Other than 12/31 |
|---|---|---|---|---|---|---|
| A-H | 4/30/XX | 4 mo. from FYE | 4/30/XX | 4 mo. from FYE | 7/31/XX | 7 mo. from FYE |
| I-Z | 5/31/XX | 5 mo. from FYE | 5/31/XX | 5 mo. from FYE | 8/30/XX | 8 mo. from FYE |
*Includes ROW Acquisition-Only firms, Non-Traditional Vendors, and most CM/GC Contractor-Only firms
Failure to submit by the deadlines above may result in delayed processing (based upon prioritization of existing inventory of applications), inactive financial screening status, inability to publish a firm in any pending qualified pool work disciplines, and inability to enter into new contracts with UDOT.
Firms are strongly encouraged to submit their new FYE applications as soon as they have completed their year-end accounting, and if applicable, as soon as their CPA Audited ICR is issued.
See CS Updates to Financial Screening Processes (Effective 1/1/26) for full details.
The Financial Screening Process
The financial screening process consists of verification, risk assessment, desk review, and audit procedures as necessary to:
- Accept a firm’s presented indirect cost rate(s), or
- Recommend adjustments to presented rate(s) in order to accept compliant rate(s), or
- Develop/provide rate(s) to new entities that do not have an existing financial history, or
- Develop/assign acceptable rate(s) for non-compliant consultant presentations, or
- Reject presented rate(s) when processes listed above do not result in reasonable assurance of compliance, or
- Provide financial screening approval for firms that do not present/ require indirect cost rate(s).
Financial Screening Application and Documents
- (1) IRS W-9 Request for Taxpayer Identification Number and Certification
- (2) FHWA 4470 Certificate of Indirect Costs
- (3) Financial Screening Application
- (4) Div of Finance Vendor Creation Form FI 170
- (5) UDOT Management Certification of Accounting System
- (6) AASHTO internal Control Questionnaire (ICQ) Word version
- (6) AASHTO internal Control Questionnaire (ICQ) PDF version
- (7) UDOT Modified Internal Control Questionnaire (ICQ
- (8) UDOT Allocation of Expenses table
- (9) 2025 National Compensation Matrix (For Use With 2024 Financials)
- (9) 2024 National Compensation Matrix (For Use With 2023 Financials)
- (9) 2023 National Compensation Matrix (For Use With 2022 Revenue)
- (9) 2022 National Compensation Matrix (For Use With 2021 Financials)
- TEMPLATE – ICR Schedule
- Federal Acquisition Regulations – Quick Reference
- UDOT PPP Information Sheet
- 2024 AASHTO Uniform Audit & Accounting Guide
- FI 171 – Division of Finance Vendor EFT Request
UDOT Guidance on Coronavirus Legislation
In response to the Coronavirus Pandemic Legislation a number of federal laws were enacted to provide economic relief to individuals and business entities. The relief was received through the Paycheck Protection Program (PPP) forgiven loans, Employee Retention Credit, or other Coronavirus Aid, Relief, and Economic Security Act (CARES Act) Relief Programs.
The Department has revised the UDOT Guidance on Coronavirus Legislation v 4.27.23 which contains instructions for consultants, subconsultants, Project Managers, and other interested parties on how to address the federal and state requirements, including UDOT contracting and invoicing.
UDOT Guidance on Coronavirus Legislation – Consultant Training (Recorded 2023-04-13)