Guide to the Department of Administration Division of Accounts and Control State Highway Program fiscal records , 1946-1967


Rhode Island State Archives
Rhode Island State Archives
337 Westminster Street
Providence, RI 02903
Tel: 401-222-2353
Fax: 401-222-3199
email: statearchives@sos.ri.gov

Published in 2009

Collection Overview

Title: Department of Administration Division of Accounts and Control State Highway Program fiscal records
Date range: 1946-1967
Creator: Rhode Island. Dept. of Administration. Division of Accounts and Control
Extent: 1.2 cubic feet other
Abstract: The Department of Administration Division of Accounts and Control State Highway Program fiscal records include balance sheets, correspondence, program agreements and adjustment vouchers for the years 1946-1967.
Language of materials: English
Repository: Rhode Island State Archives
Collection number: 1993-93

Scope & content

The Department of Administration Division of Accounts and Control State Highway Program fiscal records include balance sheets, correspondence, program agreements and adjustment vouchers for the years 1946-1967. The fiscal records also include highway projects ledgers, work vouchers for work performed under provisions of the Federal Aid and Federal Highways Acts, office memorandum, road program work project closeouts, completed projects, expenditure records, public work program monthly balance sheets, federal forms, project agreements, documents relating to federal aid urban project U-036 Huntington Expressway located in Providence and Cranston, records relating to the Highway Improvement Loan of 1955, records relating to Park Avenue (S-0223(3)) project from Gansett Avenue to Cranston Street, Cranston, balance sheets and reconciliation sheets relative to the Hayden-Cartwright Road Construction and the project agreement and other documentation relative to the 1958 "D" Crash Program.

Access Points

Subject Organizations Subject Topics Subject Topics Document Types

Arrangement

The Department of Administration Division of Accounts and Control State Highway Program fiscal records are arranged into the following series:

  • Series 1. Fiscal Records, 1946-1967

Historical note

The Department of Administration was created in 1951 to consolidate central finance, purchasing and management functions of state government. Title 42, Chapter 11 of the Rhode Island General Laws establishes and provides for the organization and functions of the Department.

The Department of Administration provides supportive services to all Rhode Island departments and agencies for effective coordination and direction of state programs, within the framework of a changing administrative and fiscal environment. The Department also provides policy direction for executive leadership in a variety of financial and administrative matters and is responsible for the statewide implementation of policy decisions affecting the organization and delivery of state run and state supported services. The Department is headed by the Director of Administration and has thirteen distinct programmatic functions. These include Central Management; Accounts and Control; Budgeting; Auditing; Human Resources; Capital Projects; Facilities Management; Purchasing; Central Mail Services; Planning; General Appropriations; the Personnel Appeal Board; and Internal Services.

Access & Use

Access to the collection: No special restrictions unless otherwise specified.
Use of the materials: Copyright is in the public domain unless otherwise specified. We reserve the right to restrict reproduction of materials due to preservation concerns.
Preferred citation: Department of Administration Division of Accounts and Control State Highway Program fiscal records, 1993-93, Rhode Island State Archives.
Contact information: Rhode Island State Archives
Rhode Island State Archives
337 Westminster Street
Providence, RI 02903
Tel: 401-222-2353
Fax: 401-222-3199
email: statearchives@sos.ri.gov

Administrative Information

ABOUT THE COLLECTION  
Acquisition: Transferred from Department of Administration, Division of Accounts and Controls on August 7, 1996.
ABOUT THE FINDING AID  
Author: Finding aid prepared by Kate Telford.
Encoding: Finding aid encoded by Kate Telford 2009 June 22
Descriptive rules: Finding aid based on Describing Archives: A Content Standard (DACS)

Additional Information

Related material: Department of Public Works: A Highway Program for Rhode Island, The Five Year Program of the Public Works Department, 1959Department of Transportation: Highway Improvement Program and Plan, 1987Ocean State By Land: Today's Plan for Tomorrow's Highways, 1983, 1985Department of Administration, Division of Planning: Highway Jurisdiction in Rhode Island, 1987Joint Committee to Examine into the condition of the Roads and Public Highways of the State, Roads, 1895Highways 1912 Report

Inventory

Series 1. Fiscal Records
Box 1, Folder 1-32

Container Description Date
Box 1, Folder 1 Claim Vouchers Consolidated
Contents Note: Reconciliation public works monthly report and statement "A", November and September 1965. Also forms from division of accounts and controls - Highway Projects Ledger: Notice of Project Allotments and Changes - (July - September 1965) - this form indicates changes in projects allotments. Headings include project no., project title, and amount (allotment could either increase or decrease). Some forms differentiate between allotments for primary, secondary, urban, and interstate roads. no indication as to whether funds are state or federal.

 1965
Box 1, Folder 2 Concurrent Billing. Federal Reimbursements
Contents Note: Contains VOUCHER FOR WORK PERFORMED UNDER PROVISION OF THE FEDERAL AID AND FEDERAL HIGHWAY ACTS, AS AMENDED (Federal Form PR-20A). This voucher indicates the General Treasurer of the state of Rhode Island as official named in project agreement. Reimbursements submitted in the year 1962, 1963, and 1966. Memorandum attached. Indicates RV#, Project #, Approval and submission dates. Also date paid.

 1963-1964
Box 1, Folder 3 Road Program Reimbursements Resubmission Vouchers
Contents Note: HP Vouchers - see above #2. - also includes VOUCHER FOR PAYMENT UNDER 1954 SECONDARY ROAD PLAN (Federal Form PR-21a) under Sec. 1 Federal -aid Highway Act of 1954 - reimbursements submitted between 1964 and 1966.

 1964-1966
Box 1, Folder 4 Division of Accounts and Control Office Memorandum
Contents Note: General administrative memos to divisions and departments within state government from department of administration and its division of accounts and controls. some flimsies (to sectional heads). all others are copies on various colored papers - content does not relate to highway program

 1962-1966
Box 1, Folder 5 Road Program Work Projects Closeouts
Contents Note: Final balance sheets (general ledger), memos, with attached federal forms PR-2A Modification of Federal-Aid Project Agreement, PR-2 Project-Aid Project Agreement, PR-20a Public Voucher for Work Performed Under Provisions of the Federal Aid and Federal Highway Acts, as Amended, PR-21a Voucher for Payment under 1954 Secondary Road Plan, PR-20c Statement of Labor and Materials, PR-3 Project Agreement for Secondary Road under 1954 Secondary Road Plan. Includes date project closed, project names, project numbers.

 1964-1965
Box 1, Folder 6 Road Program Closeouts
Contents Note: Contents are the same as folder #5. Also includes interdepartmental communications and state forms related to projects.

 1963-1964
Box 1, Folder 7 Closed Road Projects
Contents Note: Contents are the same as folder #5 and 6. Also includes state forms such as adjustment vouchers, some federal forms.

 1959-1960
Box 1, Folder 8 Completed Projects - Primary Road Program
Contents Note: Includes final balance sheets.

 1944-1958
Box 1, Folder 9 Completed Projects - Secondary Road Program
Contents Note: Includes final balance sheets.

 1944-1958
Box 1, Folder 10 Completed Projects - Urban Areas
Contents Note: Includes final balance sheets.

 1944-1958
Box 1, Folder 11 Completed Projects - Military Access Roads
Contents Note: Includes final balance sheets per Defense Highway Act of 1941.

 1944-1948
Box 1, Folder 12 Completed Projects - Transportation Survey
Contents Note: Includes final balance sheets, Advance Engineering Survey Oct 24, 1952 and Transportation Survey.

 1952
Box 1, Folder 13 Completed Projects - State/Municipal
Contents Note: Includes final balance sheets with attached state adjustment vouchers.

 1953-1955
Box 1, Folder 14 Close Out Entries
Contents Note: Includes final balance sheets with attached federal forms (PR-20a) showing F.A.H.M. Federal Aid Highway Matching reimbursements.

 1960-1963
Box 1, Folder 15 Road Program Non-Participating Expenditures
Contents Note: Includes balance sheets - non participating expenditures reconciliation with statement A - Primary.

 1964-1966
Box 1, Folder 16 Highway Program: Tentative Allotment "T" Adjustment Vouchers
Contents Note: Includes Public Roads Program Tentative Allotments Primary, Secondary and Urban Projects - outlining allotments of federal money for various road projects.

 1961-1964
Box 1, Folder 17 Public Works Temporary Allotment Vouchers
Contents Note: Empty folder.
Box 1, Folder 18 Public Works Program
Contents Note: Includes Monthly Reconciliation of Schedules (monthly balance sheets), Highway Program Reconciliation Statement "A" with General Ledger (Federal Receivables Highway Projects) attached. For primary, secondary, urban and interstate roads for fiscal year. Includes composite balance sheet Road Construction Funds June 30, 1960 showing assets and liabilities of the state general fund, Primary and Secondary Highway Includes Urban balance sheet 1958-1962, balance sheet for expenditures out of bond fund 1958-1959 and Notes Statement "A" Works Projects.

 1961-1962
Box 1, Folder 19 Public Works Monthly Reconciliation Schedule
Contents Note: Includes monthly balance sheet, same as folder #18.

 1962-1963
Box 1, Folder 20 Public Works Reconciliation Schedule
Contents Note: Includes monthly balance sheet, same as folder #18 and #19.

 Fiscal Year 1963-1964
Box 1, Folder 21 Final - Federal Form PR-3 Project Agreement for Secondary Road Under 1954 Secondary Road Plan
Contents Note: Includes Federal Form PR-2a Modification of federal-aid Project Agreement. Also includes Federal Forms-2 Federal-Aid Project Agreement, agreements between the Department of Public Works of the state of Rhode Island and the U.S. Department of Commerce, Bureau of Public Roads, information includes date of agreement, date of approval of project, brief description of project, project costs including pro rata share of cost and agreements show project numbers [examples - UI-03(1), or S-0252(1), F-031(1) ] and contract numbers [example - CPR1-2117].

 1955-1958
Box 1, Folder 22 Postwar Surveys Project Agreement
Contents Note: Includes flimsies as stamped by the state controller with attached memorandum (interdepartmental communication) and attached federal form PR-3-revised Certificate of Approval of Plans, Specifications and Estimates from the Federal Works Agency: Public Roads Administration. Also indicates terms of agreement including allocation of funds from the state treasury. Three agreements (one from 1944 and two from 1945).

 1944-1945
Box 1, Folder 23 Project Agreements Post War Investigations
Contents Note: Includes federal form PR-2B - Project Agreement for Engineering and Economic Investigations within the State of :__________________________. Made between the Department of Public Works of Rhode Island and the Federal Works Administrator. With attached interdepartmental communications between Finance Division, Accounts and Controls and Public Works department, Division of Roads and Bridges. Three agreements (one from 1946 and two from 1945.

 1945-1946
Box 1, Folder 24 Completed Projects, Post War Investigations
Contents Note: Hayden Cartwright Post War Investigations Completed Projects balance sheet - with attached interdepartmental communications from the public works controller to the state controller's office with reference to the Hayden-Cartwright Construction accounts - indicates closure of federal accounts relative to the completed projects. Also attached memorandum to department of public works from division of accounts and control.

 March 23, 1948
Box 1, Folder 25 Huntington Avenue Expressway 5410
Contents Note: Includes documents relating to federal aid urban project U-036 Huntington Expressway located in Providence and Cranston extending from Dennis J. Roberts Expressway in Providence to Elsie Street in Cranston. Includes interdepartmental communications from department of public works, division of roads and bridges to state controller in department of administration, correspondence with the City of Providence and notes.

 1958
Box 1, Folder 26 Road Program
Contents Note: Includes records relating to the Highway Improvement Loan of 1955. Includes reconciliation of funds and allocations summaries with balance sheets (1959-1960), correspondence and balance sheets showing grant funding unexpended and reimbursed to the State of Rhode Island.

 1959-1960
Box 1, Folder 27 5440 - Cranston
Contents Note: Includes records relating to Park Avenue (S-0223(3)) project from Gansett Avenue to Cranston Street, Cranston. Includes correspondence, estimates, agreements and modifications, balance sheet showing Federal Aid Highway Matching Funds for Completed Projects (City of Cranston), adjustment vouchers, 1951-60.

 1951-1960
Box 1, Folder 28 Hayden-Cartwright Program
Contents Note: Includes balance sheets and reconciliation sheets relative to the Hayden-Cartwright Road Construction (Primary Roads Account #1641-41, Secondary Roads Account #1642-41, Grade Crossings Account #1643-5) and adjustment vouchers, 1942-1943.

 1942-1943
Box 1, Folder 29 Crash Program
Contents Note: Project Agreement and other documentation relative to the 1958 "D" Crash Program. "D" refers to Federal "D" type funds. 1950-1960

 1950-1960
Box 1, Folder 30 Federal Receivable Reconciliations
Contents Note: Includes balance sheets and reconciliation summary relative to Federal receivables, correspondence from the US Department of Commerce, Bureau of Public Roads, Federal receivables summary, summaries for primary and secondary road projects, interstate highways and unreimbursed expenditures; Federal billings and road programs balance sheets, 1964-1966.

 1964-1966
Box 1, Folder 31 Analysis Appropriation Ledger Balances on Statement "A" for Road Program Bond Funds
Contents Note: Includes balance sheets/analysis of State Highway Improvement Fund.

 1955-1967
Box 1, Folder 32 Road Program: Schedules of Federal Reimbursement
Contents Note: Includes balance sheets 1961-1966. Also includes Schedule of Federal Receivables, 1964; Federal grants received, 1960-1961; and Federal Reimbursements, 1962-1966.

 1960-1966