Skip to main content

Log in links for this page

State Aid Reimbursable Program Forms

Many of MassDOT’s funding programs are reimbursement-based, meaning that approved costs are reimbursed after expenses are incurred. Municipalities can request reimbursement at any time during a project’s implementation. Some municipalities request reimbursements at various milestones throughout a project, while others prefer to wait until the end of a project to submit one single request. Reimbursements are processed by the State Aid Engineer assigned to the municipality’s MassDOT Highway District.

This page contains the forms necessary to complete and submit a reimbursement request. All forms may be submitted electronically to the appropriate District State Aid Engineer. Physical copies are not necessary. These reimbursement forms may be used for various MassDOT programs, including:

Learn more about each program by clicking the links above. Please note that the Winter Recovery Assistance Program utilizes separate and distinct reimbursement forms.

Skip table of contents

Table of Contents

You skipped the table of contents section.

Reimbursement Forms

In addition to these forms, municipalities will also need to submit invoices or receipts for the costs incurred as applicable. For this reason, it is very important to maintain organized records of work performed or materials purchased during project implementation.

Open DOCX file, 113.4 KB,  Reimbursement Request (English, DOCX 113.4 KB)

Collects basic project information, as well as how much money was approved, how much has been spent to date, and how much is currently being requested for reimbursement. This form must be signed by the appropriate municipal staff.

Open XLSX file, 61.19 KB,  List of Materials (454 Form) (English, XLSX 61.19 KB)

Detailed list of materials purchased for the project. This must accompany the reimbursement request.

Open XLS file, 568 KB,  Payroll (600) Form (English, XLS 568 KB)

Used to record personnel time. This form only needs to be used if the municipality is requesting reimbursement for municipal employee labor costs.

Open XLS file, 538.5 KB,  Summary of Bids Form (English, XLS 538.5 KB)

When applicable, this form lets MassDOT know that the municipality has procured the goods/services properly by submitting the list of bidders with a notation of the winning bidder.

Open DOC file, 175 KB,  Final Report - State Aid Reimbursable Programs (English, DOC 175 KB)

This form is to be completed by municipalities when projects are complete. Submit with the final reimbursement. This form is separate from any program’s online post-construction report requirements.

Contractor and Subcontractor Evaluation Form 

Municipalities must complete the City/Town & OAA Evaluation Form for the project's contractor and for each subcontractor upon project completion. The form should be attached to the Final Report and also submitted directly to the MassDOT Prequalification Unit at prequal.r109@dot.state.ma.us.

Helpful Links

Find your MassDOT Highway District 
State Aid Reimbursable Programs Estimating Tool (SARPET) 

Contact

Phone

District 1 Local Aid Office (857) 368-1036

David Stokes, District State Aid Engineer

District 2 Local Aid Office (857) 368-2217

Christopher Bouchard, State Aid Administrator

District 3 Local Aid Office (857) 368-3011

James Marine, District Administrator or Michael O'Hara, State Aid Engineer at (857) 368-3226

District 4 Local Aid Office (781) 641-8300

Karyn Ramshaw, Administrator at (781) 862-1560 or Allison Saffie, Assistant State Aid Administrator

District 5 Local Aid Office (857) 368-5025

Sean M. Sullivan, State Aid Manager

District 6 Local Aid Office 617-680-5522

Bryan Sutherland, District State Aid Engineer, Bryan.P.Sutherland@dot.state.ma.us

Online

District 1 Local Aid Office David.Stokes@dot.state.ma.us
District 2 Local Aid Office Christopher.J.Bouchard@dot.state.ma.us
District 3 Local Aid Office Michael.OHara@dot.state.ma.us
District 4 Local Aid Office Karyn.Ramshaw@dot.state.ma.us
District 4 Local Aid Office Allison.M.Saffie@dot.state.ma.us
District 5 Local Aid Office Sean.M.Sullivan@dot.state.ma.us
District 6 Local Aid Office Bryan.P.Sutherland@dot.state.ma.us

Fax

District 1 Local Aid Office (413) 637-0309
District 2 Local Aid Office (857) 368-0200
District 3 Local Aid Office (857) 368-0310
District 4 Local Aid Office (781) 862-1673
District 5 Local Aid Office (508) 880-6102
District 6 Local Aid Office (857) 368-0109

Address

District 1
270 Main Street
Lenox, MA 01240
Directions 
District 2
811 North King Street
Northampton, MA 01060
Directions 
District 3
499 Plantation Parkway
Worcester, MA 01605
Directions 
District 4
519 Appleton Street
Arlington, MA 02476
Directions 
District 5
1000 County Street
Taunton, MA 02780
Directions 
District 6
185 Kneeland Street
Boston, MA 02111
Directions 

Help Us Improve Mass.gov  with your feedback

Please do not include personal or contact information.
Feedback