Subrecipient Toolbox
This virtual toolbox is a collection of resources designed to assist IndyGo subrecipients with common program hurdles. Resources are organized based on Federal funding program and topic.
Take note of the following:
- The expectations outlined here do not constitute an exhaustive list of expectations.
- This toolbox does not replace other essential program compliance documents (linked throughout here); continue to reference these resources. These documents include, but are not limited to:
- Section 5310 Program Management Plan
- Section 5307/5339 Program Oversight Guide
- Section 5307 Subrecipient Handbook
- Section 5307 Vendor Oversight Checklist
- This virtual toolbox is subject to changes and updates. Note the revision date when accessing information or linked documents.
Looking for information on Call for Projects or formula funding management plans? See the Grants and Subrecipients page.
Section 5310 – Enhanced Mobility of Seniors and Individuals with Disabilities
Subrecipients of Section 5310 funding must comply with all applicable federal requirements and provide program information to IndyGo upon request. These requirements are identified in full in IndyGo’s Section 5310 Program Management Plan. The following resources communicate an abbreviated list of expectations, tailored to previously identified program challenges and/or obstacles:
- Section 5310 Subrecipient Expectations – Asset Management | IndyGo 2025
- Procedures and Documentation
- Maintenance
- Disposition
- Section 5310 Subrecipient Expectations – Civil Rights | IndyGo 2025
- Title VI
- Americans with Disabilities Act (ADA)
- Equal Employment Opportunity (EEO)
- Section 5310 Subrecipient Expectations – Coordination | IndyGo 2025
- Coordinated Plan
- Transportation Advisory Committee (TAC)
- Other Examples of Coordination
- Section 5310 Subrecipient Expectations – Grant Administration | IndyGo 2025
- Documentation and Recordkeeping
Sections 5307/5339 – Urbanized Area and Bus and Bus Facilities
Subrecipients of Section 5307 and/or 5339 funding must comply with all applicable federal requirements and provide program information to IndyGo upon request. These requirements are identified in full in IndyGo’s Section 5307/5339 Program Oversight Guide. The following resources communicate an abbreviated list of expectations for subrecipients, tailored to previously identified program challenges and/or obstacles:
- Section 5307/5339 Subrecipient Expectations – Asset Management | IndyGo 2025
- Procedures and Documentation
- Disposition
- Section 5307/5339 Subrecipient Expectations – Civil Rights | IndyGo 2025
- Title VI
- ADA
- EEO
- DBE
- Section 5307 Subrecipient Expectations – Drug and Alcohol | IndyGo 2025
- Drug and Alcohol Testing Regulations
- Contractor Oversight Expectations
- Best Practices for Providing Ongoing Oversight to Contractors
- Sample Review Documents
- Section 5307/5339 Subrecipient Expectations – Grant Administration | IndyGo 2025
- Documentation and Recordkeeping
Vendors that receive 5307 and/or 5339 funding must also comply with all applicable federal requirements and provide program information to IndyGo upon request. These requirements are identified in full in IndyGo’s Section 5307 Vendor Oversight Checklist. The following resources communicate an abbreviated list of expectations for vendors, tailored to previously identified program challenges and/or obstacles:
- Section 5307/5339 Vendor Expectations – Asset Management | IndyGo 2025
- Procedures and Documentation
- Maintenance
- Disposition
- Section 5307/5339 Vendor Expectations – Civil Rights | IndyGo 2025
- Title VI
- ADA
- EEO
- DBE
- Section 5307 Vendor Expectations – Drug and Alcohol | IndyGo 2025
- Drug and Alcohol Testing
- Section 5307/5339 Vendor Expectations – Grant Administration | IndyGo 2025
- Documentation and Recordkeeping
- Section 5307 Vendor Expectations – PTASP | IndyGo 2025
- Public Transportation Agency Safety Plan (PTASP)
All Programs Resources – Sections 5310, 5307 and 5339
FTA Circulars and Manuals
- Circulars | FTA
- Provide instructions to grantees about regulatory requirements and program specific issues.
- Manuals | FTA
- Provide instructions to grantees, including National Transit Database (NTD) reporting requirements.
Grant Administration Resources
- Federal Fund Braiding Guide | CCAM 2025
- Provides information to potential and current grantees about allowable Federal fund braiding arrangements on transportation-related projects.
- Section 5307 Reimbursement Reports – Operating | IndyGo 2025
- Includes the following forms to be submitted to IndyGo alongside requests for Section 5307 reimbursement:
- Progress Report and Reimbursement Claim Form
- XBE/DBE Report
- Includes the following forms to be submitted to IndyGo alongside requests for Section 5307 reimbursement:
- Section 5310 Annual Vehicle Report (AVR) | IndyGo 2025
- Includes a template for reporting various performance measures relevant to the Section 5310 program.
- To be submitted annually upon request by IndyGo staff.
- Section 5310 Reimbursement Reports – Mobility Management | IndyGo 2025
- Includes the following form to be submitted to IndyGo alongside request for Section 5310 reimbursement:
- Reimbursement Form – Mobility Management
- Includes the following form to be submitted to IndyGo alongside the final project claim for reimbursement:
- Project Close Out Report – Mobility Management
- Includes the following form to be submitted to IndyGo alongside request for Section 5310 reimbursement:
- Template – Schedule of Expenditures of Federal Awards | IndyGo 2025
- Provides a template that includes all federally required elements for a schedule of expenditures of federal awards.
- Can be used to communicate an agency’s federal award expenditures, either in conjunction with an agency’s fiscal audit or upon request by IndyGo.
Title VI Resources
- American Community Survey Data | US Census
- Provides annual data from the nationwide American Community Survey (ACS); includes social, economic, housing, and demographic information.
- Can be used to identify the number or proportion of limited English proficiency individuals in a geographic area, also known as a Safe Harbor Threshold assessment.
- Also see: Which Data Table or Tool Should I Use? | U.S. Census
- SAVI Community Information System | SAVI
- Provides national, state, and community-level data for a wide variety of topics; includes social, economic, demographic, and transit access information.
- Also see: Quick Reference Video Tutorials | SAVI
- “I Speak” Cards | IN Supreme Court 2019
- Provides a printable list of languages that can be used to correctly identify needed interpretation services.
- Can be used to facilitate in-person communication in the event of a language barrier.
- Sample Language – FTA and FHWA Title VI Delineation | IndyGo 2025
- Delineates between FTA’s Title VI requirements and FHWA’s requirements.
- Can be used in Title VI Notice, Title VI Complaint Form, etc.
- Sample Language – FTA and IndyGo Title VI Complaint Addresses | IndyGo 2024
- Identifies required addresses that are available to receive transportation-related Title VI complaints.
- Can be used in the Title VI Notice, Title VI Complaint Form, etc.
ADA Resources
- ADA Primer for State and Local Governments | DoJ 2020
- Provides general guidance to assist local governments and public entities in understanding and complying with the ADA’s requirements.
- Fact Sheet – ADA Web Accessibility | DoJ 2024
- Describes specific requirements about how to ensure that web content is accessible to people with disabilities.
Vehicle and Equipment Management Resources
- Equipment Disposition Form – Pre-Disposition Approval Request | IndyGo 2024
- To be submitted to IndyGo before the disposition of FTA-funded equipment.
- Not intended for the disposition of vehicles. Contact IndyGo staff before disposing of FTA-funded vehicles.
- Includes pre-disposition guidance for grantees.
- To be submitted to IndyGo before the disposition of FTA-funded equipment.
- Equipment Disposition Form – Post-Disposition Notification | IndyGo 2024
- To be submitted to IndyGo immediately after the disposition of FTA-funded equipment.
- Not intended for the disposition of vehicles. Contact IndyGo staff before disposing of FTA-funded vehicles.
- Includes post-disposition guidance for grantees.
- To be submitted to IndyGo immediately after the disposition of FTA-funded equipment.
- Template – Vehicle and Equipment Inventory | IndyGo 2025
- Provides a template for vehicle and equipment inventory records; includes a description of asset condition ratings to be used when documenting condition of assets.
- Can be used to keep satisfactory records pertaining to the use of federally assisted assets.
- Template – Vehicle Preventive Maintenance Schedules | IndyGo 2025
- Includes a blank template and two examples (2019 Dodge Grand Caravan and 2017 Ford Fusion).
- Can be used to describe and define a transit agency’s system of periodic inspections and preventive maintenance.
- Training Presentation – Preventive Maintenance Plan (PMP) | IndyGo 2025
- Communicates federal requirements and IndyGo expectations for a transit agency’s vehicle Preventive Maintenance Plan (PMP).
- Also see: Recorded Training 3.25.25 – IndyGo Subrecipients and Vendors Preventive Maintenance Plans (PMPs)
