Form 306 for disaster recovery funding – Part 1 (Emergency Works claim)
Transport For NSW
[{'start': '0.080', 'end': '0.720', 'text': 'Welcome.'}, {'start': '0.840', 'end': '6.784', 'text': 'In this video we will introduce you to\nForm 306 and show you a practical example'}, {'start': '6.784', 'end': '8.840', 'text': 'of an Emergency Works claim.'}, {'start': '9.120', 'end': '15.238', 'text': 'Transport pays respect to Elders past and\npresent and recognises and celebrates the'}, {'start': '15.238', 'end': '21.211', 'text': 'diversity of Aboriginal peoples and their\nongoing cultures and connections to the'}, {'start': '21.211', 'end': '22.959', 'text': 'lands and waters of NSW.'}, {'start': '23.120', 'end': '27.973', 'text': 'In our last video we showed you the\ndocumentation that is required to prepare'}, {'start': '27.973', 'end': '28.720', 'text': 'for a claim.'}, {'start': '28.880', 'end': '32.920', 'text': 'This one-page table may be familiar to\nyou from our last video.'}, {'start': '34.960', 'end': '41.229', 'text': 'Form 306 is used by agencies to submit,\nclaim and assess submissions for funding'}, {'start': '41.229', 'end': '47.188', 'text': 'assistance under the NSW Natural Disaster\nEssential Public Asset Restoration'}, {'start': '47.188', 'end': '48.039', 'text': 'Guidelines.'}, {'start': '48.200', 'end': '53.856', 'text': "It's used by Transport for NSW,\nNSW public works and local governments in"}, {'start': '53.856', 'end': '55.080', 'text': 'New South Wales.'}, {'start': '55.640', 'end': '61.661', 'text': 'Form 306 is a mandatory document required\nby the Commonwealth for the states to'}, {'start': '61.661', 'end': '67.533', 'text': 'submit eligible disaster recovery claims\nfor all work types, emergency works,'}, {'start': '67.533', 'end': '73.028', 'text': 'immediate reconstruction works and\nessential public asset reconstruction'}, {'start': '73.028', 'end': '73.480', 'text': 'works.'}, {'start': '74.160', 'end': '81.160', 'text': 'Councils use Form 306 to prepare,\nthen submit claims to Transport for NSW.'}, {'start': '81.600', 'end': '85.440', 'text': 'Transport for NSW is the administering\nagency.'}, {'start': '85.760', 'end': '91.200', 'text': 'That means that they assess and approve\nand certify the claims for reimbursement.'}, {'start': '91.520', 'end': '96.886', 'text': 'The NSW Reconstruction Authority is the\ncoordinating agency that validates'}, {'start': '96.886', 'end': '101.680', 'text': 'approved claims in accordance with audit\nand assurance frameworks.'}, {'start': '102.000', 'end': '107.108', 'text': 'The National Emergency Management Agency\nis the federal government agency that'}, {'start': '107.108', 'end': '111.959', 'text': 'reviews and approves state expenditure\nunder the disaster recovery funding'}, {'start': '111.959', 'end': '112.800', 'text': 'arrangements.'}, {'start': '115.000', 'end': '118.800', 'text': 'A blank Form 306 comes with eight\nworksheets.'}, {'start': '118.920', 'end': '123.360', 'text': 'You only need to complete the worksheets\nthat are applicable to your claim.'}, {'start': '123.520', 'end': '128.200', 'text': "It's best practise to hide the worksheets\nthat are not applicable to your claim."}, {'start': '128.560', 'end': '132.745', 'text': 'The Start worksheet,\nclaimant certification and Admin agency'}, {'start': '132.745', 'end': '136.520', 'text': 'certification worksheets will be common\nto all claims.'}, {'start': '136.880', 'end': '139.960', 'text': 'FY thresholds is for information only.'}, {'start': '140.280', 'end': '144.628', 'text': 'An emergency works claim will have the\nStart worksheet,'}, {'start': '144.628', 'end': '150.840', 'text': 'one EW claim claimant certification,\nand Admin agency certification worksheets.'}, {'start': '151.200', 'end': '156.673', 'text': 'An immediate reconstruction works claim\nwill have the start worksheet,'}, {'start': '156.673', 'end': '162.840', 'text': '1 IRW claim, claimant certification,\nand Admin Agency certification worksheets.'}, {'start': '163.360', 'end': '170.358', 'text': 'An Essential Public Asset Reconstruction\nworks claim will have both 1 EPARW claim'}, {'start': '170.358', 'end': '177.185', 'text': 'and 1 EPARW reimbursement worksheets,\nas well as the Claimant Certification and'}, {'start': '177.185', 'end': '183.160', 'text': 'Admin Agency certification worksheets\nwhich are common to all claims.'}, {'start': '184.840', 'end': '192.528', 'text': 'This example will be an emergency works\nclaim using the Form 306 for financial'}, {'start': '192.528', 'end': '194.280', 'text': 'year 2021 to 2022.'}, {'start': '194.480', 'end': '200.006', 'text': 'Only use the Form 306 for the financial\nyear in which the declared natural'}, {'start': '200.006', 'end': '201.480', 'text': 'disaster took place.'}, {'start': '201.640', 'end': '207.742', 'text': 'Your partner at Transport for NSW can\nprovide you the correct Form 306 for your'}, {'start': '207.742', 'end': '208.200', 'text': 'claim.'}, {'start': '208.680', 'end': '210.280', 'text': "Let's open Excel."}, {'start': '210.680', 'end': '214.480', 'text': 'The start worksheet is common to all\nthree work types.'}, {'start': '214.640', 'end': '218.428', 'text': 'As you can see,\nthe yellow fields only need to be filled'}, {'start': '218.428', 'end': '218.960', 'text': 'in once.'}, {'start': '219.160', 'end': '224.579', 'text': 'The blue fields need to be filled out by\nthe council and the grey fields will be'}, {'start': '224.579', 'end': '226.720', 'text': 'filled out by Transport for NSW.'}, {'start': '226.920', 'end': '231.435', 'text': 'At the bottom of the screen you can see\nthat there are 4 worksheets that need to'}, {'start': '231.435', 'end': '232.160', 'text': 'be completed.'}, {'start': '232.360', 'end': '237.120', 'text': 'The Admin Agency worksheet will be\ncompleted by Transport for NSW.'}, {'start': '237.280', 'end': '241.021', 'text': 'In this example,\nthe worksheets for Immediate Construction'}, {'start': '241.021', 'end': '245.396', 'text': 'Works and Essential Public Asset\nReconstruction Works have both been'}, {'start': '245.396', 'end': '245.840', 'text': 'hidden.'}, {'start': '245.960', 'end': '249.440', 'text': "When you start the claim,\nyou'll need to enter some basic"}, {'start': '249.440', 'end': '251.720', 'text': 'information using this drop down menu.'}, {'start': '251.760', 'end': '256.972', 'text': "You'll need to declare that all of the\ndamaged assets are eligible Essential"}, {'start': '256.972', 'end': '257.920', 'text': 'Public Assets.'}, {'start': '258.160', 'end': '263.615', 'text': 'You can see that this council is an opted\nin council and their threshold has been'}, {'start': '263.615', 'end': '264.480', 'text': 'entered here.'}, {'start': '264.720', 'end': '268.120', 'text': 'This section will be entered by Transport\nfor NSW.'}, {'start': '268.160', 'end': '271.874', 'text': 'After assessment,\nthe Co funding amount will be deducted'}, {'start': '271.874', 'end': '273.960', 'text': 'from the reimbursement payments.'}, {'start': '274.160', 'end': '279.219', 'text': 'In the One EW Claim worksheet,\nthe Council needs to enter the required'}, {'start': '279.219', 'end': '282.640', 'text': 'details of the assets impacted by the\ndisaster.'}, {'start': '282.760', 'end': '287.520', 'text': "It's important to understand that each\nrow is for one asset only."}, {'start': '287.800', 'end': '291.920', 'text': 'Insert one row for each asset while\nretaining the formatting.'}, {'start': '292.160', 'end': '294.560', 'text': 'To do this, highlight the first row.'}, {'start': '294.760', 'end': '298.760', 'text': 'Select Insert at the paintbrush icon.'}, {'start': '298.880', 'end': '301.200', 'text': 'Select format same as below.'}, {'start': '301.200', 'end': '304.400', 'text': 'This will copy the formatting across to\nthe new row.'}, {'start': '305.040', 'end': '307.040', 'text': 'Please complete all fields.'}, {'start': '307.080', 'end': '312.440', 'text': 'Where a field is not relevant just enter\nNot Applicable or $0.00 value.'}, {'start': '312.760', 'end': '318.120', 'text': 'Our example will be for just one asset on\nrow 15 at column one.'}, {'start': '318.200', 'end': '321.720', 'text': 'Using the drop down menu,\nselect the category of asset.'}, {'start': '321.920', 'end': '327.760', 'text': 'Please only select either Local Rd,\nRegional Rd, State Road or Crown Down Rd.'}, {'start': '327.800', 'end': '332.753', 'text': 'This example is a local road and the\ncouncil has given a damage number for'}, {'start': '332.753', 'end': '333.480', 'text': 'this asset.'}, {'start': '333.520', 'end': '337.680', 'text': "Asset ID will be the council's own asset\nidentification."}, {'start': '337.760', 'end': '342.575', 'text': 'Then enter the name of the asset and the\ndate that the asset was accessible to the'}, {'start': '342.575', 'end': '343.040', 'text': 'council.'}, {'start': '343.840', 'end': '348.252', 'text': 'The location of the asset can be\nexpressed as change or latitude and'}, {'start': '348.252', 'end': '353.240', 'text': 'longitude coordinates from the starting\npoint of the damage to the end point.'}, {'start': '353.840', 'end': '358.552', 'text': 'In this section the council should\ndocument the pre disaster function of the'}, {'start': '358.552', 'end': '358.920', 'text': 'asset.'}, {'start': '359.040', 'end': '363.600', 'text': 'At column nine from the drop down menu,\nselect the category of asset.'}, {'start': '363.720', 'end': '367.120', 'text': 'The asset capacity describes what the\nasset is.'}, {'start': '367.400', 'end': '368.640', 'text': 'Enter the dimensions.'}, {'start': '368.800', 'end': '372.520', 'text': 'Enter the asset material,\nin this example graded asphalt.'}, {'start': '373.400', 'end': '377.922', 'text': 'The Council needs to attach to the claim\nevidence of the condition of the asset'}, {'start': '377.922', 'end': '380.240', 'text': 'before the onset of the natural disaster.'}, {'start': '380.560', 'end': '384.680', 'text': 'In order of preference,\none or more of these methods may be used.'}, {'start': '384.760', 'end': '389.846', 'text': 'Photographs of the asset containing\nembedded metadata that includes the date'}, {'start': '389.846', 'end': '393.480', 'text': 'and time taken and latitude and longitude\ncoordinates.'}, {'start': '393.600', 'end': '397.200', 'text': 'Video and satellite images may also be\nused.'}, {'start': '397.360', 'end': '400.209', 'text': 'In the absence of such photographic\nevidence,'}, {'start': '400.209', 'end': '403.120', 'text': "the Council's maintenance records may be\nused."}, {'start': '403.160', 'end': '405.748', 'text': 'Also,\nasset registers that sufficiently'}, {'start': '405.748', 'end': '408.920', 'text': 'document the condition of the asset may\nbe used.'}, {'start': '408.920', 'end': '411.903', 'text': 'Also,\nan inspection report or certification'}, {'start': '411.903', 'end': '416.040', 'text': 'undertaken at the time of the damage\nassessment may be used.'}, {'start': '416.200', 'end': '421.609', 'text': 'This needs to be conducted by or verified\nby a suitably qualified professional with'}, {'start': '421.609', 'end': '426.761', 'text': 'the appropriate level of expertise and\nexperience that confirms that the damage'}, {'start': '426.761', 'end': '429.080', 'text': 'was caused by the eligible disaster.'}, {'start': '429.200', 'end': '434.086', 'text': 'The name and title of the inspector or\nsuitably qualified professional must be'}, {'start': '434.086', 'end': '436.560', 'text': 'included in the report or certification.'}, {'start': '437.080', 'end': '440.320', 'text': 'Councils should provide the latest\nevidence available.'}, {'start': '440.320', 'end': '443.400', 'text': 'The evidence should not be more than four\nyears old.'}, {'start': '444.280', 'end': '448.532', 'text': 'Enter the file names of photographic\nevidence of the damage caused to the'}, {'start': '448.532', 'end': '451.520', 'text': 'asset resulting from the declared natural\ndisaster.'}, {'start': '451.680', 'end': '455.395', 'text': 'These photographs should contain the\nrequired metadata,'}, {'start': '455.395', 'end': '459.441', 'text': 'the date and time taken,\nlatitude and longitude coordinates,'}, {'start': '459.441', 'end': '463.488', 'text': 'or if the Council uses an evidence\nsolution such as RECOVER,'}, {'start': '463.488', 'end': '465.280', 'text': 'these can be RECOVER codes.'}, {'start': '465.880', 'end': '469.360', 'text': 'At column 15,\nenter a brief description of the damage.'}, {'start': '469.440', 'end': '474.305', 'text': 'Then at column 16 describe the types of\nemergency works that were carried out,'}, {'start': '474.305', 'end': '478.000', 'text': 'along with the dimensions of the area\ncovered by the works.'}, {'start': '478.200', 'end': '483.156', 'text': 'Where applicable, enter the quantities,\nunits of measure and the cost for each'}, {'start': '483.156', 'end': '484.160', 'text': 'unit of measure.'}, {'start': '484.320', 'end': '487.509', 'text': 'At column 24,\nenter the date when the works were'}, {'start': '487.509', 'end': '488.160', 'text': 'completed.'}, {'start': '488.280', 'end': '491.439', 'text': 'At column 25,\nenter the reference files that are'}, {'start': '491.439', 'end': '493.760', 'text': 'evidence of the completion of works.'}, {'start': '493.840', 'end': '497.054', 'text': 'These too,\nshould be photographic files with the'}, {'start': '497.054', 'end': '500.400', 'text': 'same required metadata for emergency\nworks claims.'}, {'start': '500.400', 'end': '504.681', 'text': 'There should be at least one\nrepresentative photograph of each of the'}, {'start': '504.681', 'end': '509.697', 'text': 'key work types undertaken on the damaged\nasset or if the Council uses an evidence'}, {'start': '509.697', 'end': '513.000', 'text': 'solution such as RECOVER,\nthese can be RECOVER codes.'}, {'start': '513.520', 'end': '518.464', 'text': 'At column 26 you can see that the Council\nhas entered the file name of a general'}, {'start': '518.464', 'end': '521.760', 'text': 'Ledger transaction listing from their\nfinance system.'}, {'start': '521.800', 'end': '524.600', 'text': 'This should be in Microsoft Excel format.'}, {'start': '524.680', 'end': '529.678', 'text': 'The transaction listing needs to include\nevery transaction that is included in the'}, {'start': '529.678', 'end': '530.040', 'text': 'claim.'}, {'start': '530.200', 'end': '534.120', 'text': 'The sum of the transactions must equal\nthe amount being claimed.'}, {'start': '534.120', 'end': '540.366', 'text': 'Transport for NSW assessors will\nreconcile every transaction in the claim'}, {'start': '540.366', 'end': '544.840', 'text': 'based on eligibility using this\ntransaction listing.'}, {'start': '544.920', 'end': '546.600', 'text': 'At column 27 enter the actual costs.\nThis amount should not include GST.'}, {'start': '550.640', 'end': '555.322', 'text': "At column 28.,\nthis isn't applicable to this Council,"}, {'start': '555.322', 'end': '561.480', 'text': 'so where a field is not relevant,\nenter Not applicable or $0.00 value.'}, {'start': '561.520', 'end': '565.173', 'text': 'At column 29 using this drop down menu,\nthe Council needs to certify that the'}, {'start': '565.173', 'end': '568.311', 'text': 'information in each row has been\ncertified by a suitably qualified'}, {'start': '568.311', 'end': '568.920', 'text': 'professional.'}, {'start': '569.440', 'end': '574.935', 'text': 'After all of the required information has\nbeen entered in the 1_EWclaim worksheet,'}, {'start': '574.935', 'end': '579.040', 'text': 'the council can move to the Claimant\nCertification Worksheet.'}, {'start': '579.760', 'end': '584.270', 'text': 'In the Claimant Certification Worksheet,\nthe council needs to certify that the'}, {'start': '584.270', 'end': '586.440', 'text': 'claim meets all of these requirements.'}, {'start': '586.640', 'end': '589.255', 'text': 'At row 40,\nyou need to enter the name of the'}, {'start': '589.255', 'end': '592.800', 'text': 'worksheet where the information about the\nclaim was entered.'}, {'start': '592.880', 'end': '596.885', 'text': "As you can see,\nit's the name of this red tab worksheet,"}, {'start': '596.885', 'end': '600.400', 'text': '1_EWclaim that we entered just a few\nminutes ago.'}, {'start': '601.120', 'end': '604.239', 'text': 'In the next column,\nenter the rows in that worksheet where'}, {'start': '604.239', 'end': '605.720', 'text': 'the information was entered.'}, {'start': '605.720', 'end': '611.155', 'text': 'In our example we only had one row of\ninformation because only one asset was'}, {'start': '611.155', 'end': '611.720', 'text': 'damaged.'}, {'start': '612.120', 'end': '616.969', 'text': 'Enter the name and title of the\nauthorised professional at the Council'}, {'start': '616.969', 'end': '622.160', 'text': 'and a digital form of their signature,\nfor example a small JPG or PNG file.'}, {'start': '622.760', 'end': '625.993', 'text': 'After the Council has certified the Form\n306,'}, {'start': '625.993', 'end': '630.985', 'text': 'it will need to be saved in both Excel\nformat and a signed PDF format,'}, {'start': '630.985', 'end': '636.398', 'text': 'then sent to Transport for NSW with all\nof the required documentation and an'}, {'start': '636.398', 'end': '639.000', 'text': 'accompanying letter from the Council.'}, {'start': '640.120', 'end': '645.264', 'text': 'After assessment of the claim,\nTransport for NSW will complete the Admin'}, {'start': '645.264', 'end': '650.480', 'text': 'Agency Certification Worksheet,\nthen return this Form 306 to the Council.'}, {'start': '650.680', 'end': '654.715', 'text': 'At the 1_EWclaim worksheet,\nat column 31 in grey,'}, {'start': '654.715', 'end': '658.671', 'text': 'Transport for NSW will enter the approved\nvalue,'}, {'start': '658.671', 'end': '664.160', 'text': 'followed by any notes relating to the\napproved amount in column 32.'}, {'start': '664.840', 'end': '668.731', 'text': 'At column 33,\nTransport for NSW will use the drop down'}, {'start': '668.731', 'end': '674.320', 'text': 'menu to confirm that the claim has been\ncertified by the administering agency.'}, {'start': '674.720', 'end': '676.480', 'text': 'This claim is complete.'}, {'start': '676.800', 'end': '682.351', 'text': 'The claims process for emergency works\nand immediate reconstruction works are'}, {'start': '682.351', 'end': '686.408', 'text': 'exactly the same,\nexcept you would use the One IRW Claim'}, {'start': '686.408', 'end': '687.120', 'text': 'Worksheet.'}, {'start': '687.680', 'end': '692.988', 'text': 'In our next video, Form 306 Part 2,\nwe will show you a practical example of'}, {'start': '692.988', 'end': '696.760', 'text': 'an essential public asset reconstruction\nworks claim.'}]