Project #:	enter text	Project ID:	enter text
Designation:	enter text	Parcel #	enter text
Sign Permit #:	enter text	Amt of Settlement:	enter $ amt
District:	Choose a District
YES	NO
Is this the last parcel on the project?	☐	☐
Is this a supplemental? A supplemental is considered a revision to the finalized documents that involves a payment and is saved in the Z-folder after the 210 hyperlink has been submitted to HQ (use comment task line to provide more information). Use Form-MDT-ROW-050 for additional documents without payment to be saved Project1 (does not require 210).	☐	☐
Does the Parcel involve RESS	☐	☐	If yes:	Choose an item.
Does the Parcel involve Permitted Sign?	☐	☐
District R/W Agent	Agent-Reference-Guide
Yes	N/A
☐	☐	200 Right-of-Way Agreement (document the Landowner Email(s) to email executed Agreement electronically). Email address:
☐	☐	W-9 and Direct Deposit DOA form 204(scan to \\state\mdt\prd\MDTScan\ROWSecure from the District Printer/Scanner). Do not save a copy of the W9 electronically other than the W-9 secured folder.
☐	☐	Deed and supporting docs and/or Easement/Exhibit.
☐	☐	Realty Transfer Certificate (RTC) and Exhibit RTC Directions: Mail to HQ: Page 3 - Department of Revenue hard copy w/ exhibit Scan: Page 4- blacked out section/ Buyer/Seller copy electronically to Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder.
☐	☐	254 Statement of Acknowledgement (Termination of Joint Tenancy)
☐	☐	273 Irrigation Agreement w/ exhibit
☐	☐	Verify signing authority is included when Grantor is a Trust, LLC, LLP, etc.
☐	☐	Change of ownership documentation
☐	☐	212 Agreement and Grant of Possession Provide proof the Grantor has the authority to sign
☐	☐	237 Grant of Possession of Leasehold Interest Provide proof the Grantor has the authority to sign
☐	☐	222, 223, 224 Release of Mortgage or Trust Indentures (Acquisition Manager signature required to waive over $35,000 for land, easement, improvements; the cumulative total of Section 2 in ROW Agreement) If the answer is N/A must choose an item. Choose an item
☐	☐	208 Parcel Acquisition History & correspondence
☐	☐	203 Tax Reimbursement form
☐	☐	470 Waiver Valuation
☐	☐	201 Written Offer to Purchase
☐	☐	211 Waiver of Compensation (Donation)
☐	☐	297 Appraisal Revision by R/W Supervisor or Acquisition Manager
☐	☐	299 Administrative Settlement
☐	☐	219 Disclaimer of Interest in Tenant-Owned Properties
☐	☐	160 Salvage Appraisal
☐	☐	326 Consent to Owners to Grant ROW
☐	☐	From the above question that Agent completes, “Does the Parcel involve a permitted sign?” If yes – when the Agent receives notification form the Landowner that the sign is removed, email the Special Programs Supervisor and Compliance to release the withheld payment to the landowner.
☐	☐	Does Parcel have a title commitment?
☐	☐	Prepare hard copies of the following documents, mail to Helena HQ, and indicate the types of documents applicable below. Review Schedule A of the title commitment for required supporting documentation. ☐ 1st Page of 210 Documents for Recording ☐ Bargain and Sale Deed ☐ Warranty Deed ☐ Easement ☐ Affidavits (Form 218) ☐ Corporate Resolution (Form 217) ☐ Termination of Joint Tenancy (Form 254) ☐ Letters of Appointments (Probate) ☐ Other __________________ Supplemental Documents (do not record if they are already of record) ☐ RTC – Part 2 section is visible and states Department of Revenue copy - PII ☐ Power of Attorney ☐ Business Entity ☐ Principal Reports ☐ Secretary of State ☐ Death Certificate ☐ Previously Recorded Documents ☐ Other __________________
☐	☐	Organize all finalized documents and save all email correspondences to Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder
☐	☐	Verify the finalized documents saved to the Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder has the correct file naming convention.
☐	☐	Comments or Other documentation?

I certify that I have completed all the necessary Right of Way documents associated with the subject parcel as required for payment and recording. These documents have been saved electronically in the

Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder and are available for District Right of Way Supervisor review and approval. Prior to obtaining landowner(s) signature, I have verified the Deed and/or Easement legal description is accurate.

ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date

District R/W Supervisor or HQ Manager
Yes	N/A
☐	☐	Verify all ROWA entries for Appraisal and Acquisition entries.
☐	☐	Is a title policy requested (Verify under the Agent’s tasks, if there is a Title Commitment)? If the title policy is being waived, then the question should be checked as an N/A (? (R/W Supervisor approval threshold is $35,000 land/improvement/compensation or less).
☐	☐	Verify the Agent has saved Page 4 of the RTC electronically (Page 3 is hard copy only PII).
☐	☐	If there is RESS involvement as a Rental, email current rental agreement to the RESS Supervisor and obtain the keys to the rental.
☐	☐	If there RESS involvement as a Remainder/Excess land, verify the water right is transferred to MDT.
☐	☐	If MDT is acquiring personal property (such as a trailer), email the RESS Supervisor the valid title to the property.
☐	☐	If the RESS involvement item is a; land exchange, discharge of easement, assignment, or other property rights, email the hyperlink to the signed R/W agreement to the RESS Supervisor.
☐	☐	Last parcel on the project checked, YES – Verify all finalized project correspondences from the 0-Project_General to Z-FINALIZED_PROJECT_DOCS -PROJECT_GENERAL
☐	☐	Comments?

I certify that I have reviewed all the applicable Right of Way documents related to the subject parcel for completeness, accuracy, and compliance with MDT policies, /state and federal laws, and the documents contain all necessary signatures to support a landowner payment and recording. By signing and dating below I have emailed the 210 electronic link and mailed the hard copies of deed(s)/exhibit(s) and Dept. of Revenue RTC(s) to Compliance.

ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date

HQ Compliance Compliance-Reference-Guide
Yes	Pending	N/A
☐	☐	☐	Does the Parcel involve Federal or State Parcels (checked marked above) ? If so, email the electronic hyperlink to the Special Programs Supervisor.
☐	☐	☐	Verify the District Supervisor entered the ROWA entries for Appraisal and Acquisition processes and the Approve Sent includes a total amount.
☐	☐	☐	Enter in Received step in ROWA for the receipt of the 210-parcel form.
☐	☐	☐	210 Acquisition electronic packet review Is the form signed by the Agent and the Supervisor or Is the form signed by the Supervisor acting as the Agent and approved by the Acquisition Manager?
☐	☐	☐	Review 200 Right-of-Way Agreement Do the compensation amounts match the latest valuation document (waiver valuation - 297, 409, or 458)? Does the compensation amount in #2 and #3 equal #4? Is the Agreement signed and dated by Acquisition Agent & Supervisor? Is the Agreement signed by all property owners (i.e.., contract buyer and sellers, etc.) and the Lessee? Is NSOP signature required?
☐	☐	☐	201 Written Offer & Summary Statement? If the 201 Written Offer & Summary Statement is No or N/A for the parcel, verify the 200 R/W agreement clause 301.32 is applicable.
☐	☐	☐	203 Tax Reimbursement Form, is the form signed and dated by the Acquisition Agent?
☐	☐	☐	208 Parcel Acquisition History & correspondence, is the form signed and dated by the Acquisition Agent?
☐	☐	☐	470 Waiver Valuation Is this form signed, dated, and approved by the Acquisition Agent, Supervisor and/or Acquisition Manager?
☐	☐	☐	Is the Waiver over $15,000? If yes, is form 414 attached and signed?
☐	☐	☐	297 Appraisal Revision signed by R/W Supervisor or Acquisition Manager
☐	☐	☐	299 Administrative Settlement, are the settlements justified and approved per documented settlement authorities? Enter the ROWA-Statistics entry as an Administrative Settlement.
☐	☐	☐	222, 223, 224 Release of Mortgage or Trust Indentures (District is required for over $35,000 land/improvement and, mortgager is located in Montana)
☐	☐	☐	222, 223, 224 Release of Mortgage or Trust Indentures – (HQ is required for over $35,000 land/improvement and, mortgager is out-of-state)
☐	☐	☐	211 Waiver of Compensation (Donation)
☐	☐	☐	273 Irrigation Agreement w/exhibit
☐	☐	☐	219 Disclaimer of Interest in Tenant-Owned Properties
☐	☐	☐	From the above question that Agent completes, “Does the Parcel involve a permitted sign?” If Yes – Send email to the Special Programs Supervisor along with a copy of the parcel R/W Agreement.
☐	☐	☐	Does the Parcel include Relocation? If yes, have you received the Review Form 399 and verify all documents submitted in the Relocation Folder.
☐	☐	☐	Email the hyperlink to the AP docs for signature to the Acquisition Manager (enclose the link to the 210 and AP docs)
☐	☐	☐	Enter the step Checked in ROWA for Compliance Acquisition
☐	☐	☐	Prepare approved AP documents to submit to Fiscal Engineering for processing payment.
☐	☐	☐	Redact the 200 Right-of-Way Agreement(s) and save document to Z-Finalized_Project_Docs folder>PAR_XXX>Records_Mgmt.
Record payment information below from the Engineering Payment Processing
Type of Payment (Land & Damage	Date	Amount	Claim #
Choose an item	Choose a date	enter $ amt	enter text
Choose an item	Choose a date	enter $ amt	enter text
Yes	N/A
☐	☐	Enter the step Paid in ROWA for payments including state funds if applicable and update the Acquisition tab.
☐	☐	RESS involvement, if YES, move the Parcel to Active-RESS in ROWA.
☐	☐	Verify the Statistics Tab for completeness and enter the settlement type.
☐	☐	200 Right-of-Way Agreement(s) - Choose a date Choose an item the executed agreement to the Landowner
☐	☐	Document the total value of Land and Improvements (Line-2 on form MDT-ROW-200) for the Title Policy request $enter amount.
☐	☐	Enter the step Completed/Set in ROWA.
☐	☐	Sent 210 hyperlink to Records Management

I verify that I have reviewed all the Right of Way documents referenced above and confirm that they are all available and saved electronically in the Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder. I have performed a cursory review to ensure signatures, dates, names, and amounts are accurate and present and that all documents required for payment have been submitted. I have documented the payment information.

ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date

Records Management Technician #1 Record-Mgmt.-Reference-Guide
Yes	N/A
☐	☐	Enter ROWA step Received
☐	☐	1. Deed and/or Easement w/ exhibits for deed (Mailed from the Districts) Do the dates on the front of the documents match the last notary? Does the owner’s name on the front of document, signature line, and notary all match? Is the notarial block completed correctly? Is the document signed by all property owners (i.e., contract buyers and sellers, etc.)? Are the backup documents provided, such as the Affidavit of Trustee, Trust Agreement, Secretary of State printout, Operating Agreement, Partnership Agreement, and any other documents required by title commitment included in package?
☐	☐	1. Verify MDT’s RTC (part 1) for the following information. Do the Buyer and Seller names match the Grantor and Grantee names on the deed? Is the appropriate box marked for the transfer? Is the appropriate Water Right Disclosure box marked and signed by Landowner?
☐	☐	Verify the hard copy of the RTC -page 3 is the Department of Revenue copy that accompanies the Deed and/or Easement for recordation.
☐	☐	Recordation can be submitted electronically or by completing and preparing Form-052-letter to the Clerk & Recorder from the hard copy documents that the districts provided. (See task under District R/W Agent section).
☐	☐	Verify the sum documented under the Compliance Section task line is the total value of Land and Improvement (Line-2 on form MDT-ROW-200) for the Title Policy request $enter amount. If the amount is different than documented under Compliance task line, consult with Compliance.
☐	☐	Request the Title Policy for the total value that is stated under the Compliance Section task line. If the Land and Improvements are less than $15,000 order the title policy for $15,000. If Land & Improvements are more than $15,000, order the title policy for that amount.
☐	☐	Send the Deed and/or Easement for the Title Policy to the Title Company.
☐	☐	Receive the Recorded deed from the County. Verify the deed is conveyed to MDT. If the deed is conveyed to another party than MDT, make a copy of the deed for the hard copy deed file and mail the original deed to the conveyer.
☐	☐	Scan the recorded deed and/or Easement to the Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder. Place the deed in the deed hard copy file in the filing cabinet and document receipt on the index.
☐	☐	Scan the received Title Policy to the Z-Finalized_Project_Docs folder>PAR_XXX>Parcel Compliance folder.
☐	☐	Deed/Easement Information: enter text
☐	☐	Deed/Easement Recorded Date: Choose a date
☐	☐	Deed/Easement is located: (Insert hyperlink to the saved copy of the DEED -Finalized Project Doc > Parcel0XX)
☐	☐	Enter ROWA Deed and Title Policy Steps
☐	☐	Check to see if RESS is involved, if YES email RESS Supervisor a copy of the recorded DEED.
☐	☐	Upload the redacted copy of the 200 Right-of-Way Agreement(s) to PCMS from the Z-Finalized_Project_Docs folder>PAR_XXX>Records_Mgmt folder.
☐	☐	Create the Parcel Master File PARXXX.PDF in the order from the checklist and the file to Z-FINALIZED_PROJECT_DOCS>RECORDS_MGMT. (If this is a supplemental, merge the documents with the original Parcel Master File).
☐	☐	Create the Project Master File GEN_FILE.PDF in the order from the checklist and the file to Z-FINALIZED_PROJECT_DOCS>RECORDS_MGMT
☐	☐	Insert hyperlink of the electronic Master Parcel File.
☐	☐	Insert hyperlink of the electronic Master Project File.

I verify the Deed is recorded and has been returned to MDT from the County. I have prepared the Parcel and/or Project master PDF file.

ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date

Records Management Technician #2
Yes	N/A
☐	☐	Is the check mark above for the question “Does this involve RESS” a Yes. If so, check with RESS Supervisor to verify if there is an MDT asset that needs added to the existing MDT assets spreadsheet in Project1.
☐	☐	Performed QC of the electronic scanned PARXXX.PDF master file.
☐	☐	Performed QC of the electronic scanned GEN_FILE.PDF master file.
☐	☐	Enter ROWA Indexing “Sent” Steps

I have verified that a complete quality control was performed on the electronic Parcel and/or Project master PDF file.

ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date

RESS – Indexer
Yes	N/A
☐	☐	The Parcel File has been indexed in ROWA – Indexer enter initials

I have completed the checking and have verified the accuracy for the Parcel file (Signature below).

CHECKER ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date

Records Management Technician #1
Yes	N/A
☐	☐	Enter ROWA Indexing “Received Step.
☐	☐	Save the completed 210-Acquistion Packet Submittal Form to the PARXXX.PDF as the 1st page.
☐	☐	Move the Parcel Master File PARXXX.PDF from Z-FINALIZED_PROJECT_DOCS>RECORDS_MGMT to PROJECT1
☐	☐	Move the Project Master File GEN_FILE.PDF from Z-FINALIZED_PROJECT_DOCS>RECORDS_MGMT to PROJECT1
☐	☐	Enter ROWA “Closed” step and change the Parcel Status in ROWA to Closed

I have finalized the master Parcel and/or Project file and saved the final version to Project1.

ELECTRONIC SIGNATURE CONSENT

By my signature/typewritten name, I declare under penalty of perjury and the laws of the State of Montana that the foregoing is true and correct and contains no willful falsifications or misrepresentations.

Signature (Typed Name)	Date	Place of Signature (City, State)
Choose a date