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CalSMART demo: export lists, link projects and fix common submission errors
Summary
CTC staff walked attendees through CalSMART navigation, showing how to export proposed and expenditure project lists, create and edit an expenditure report, link (and unlink) prior proposed projects, and reconcile intake totals so the system will accept a submission.
Alicia Socorra, program manager for the local streets and roads funding program at the California Transportation Commission, led a live CalSMART demonstration showing step‑by‑step how to prepare and submit an annual RMRA expenditure report.
The demonstration emphasized three practical steps to reduce reporting errors: export the jurisdiction’s proposed and prior fiscal year project lists from CalSMART to prepare internal reconciliations; use a consistent internal project ID or title to prevent duplicate entries; and compare the intake page totals to the sum of project expenditures before submitting.
Socorra demonstrated the following specific actions inside CalSMART:
- How to log in and select the Local Streets and Roads program; attendees were warned that two failed login attempts should be followed by a password reset to avoid account lockouts. As Socorra said during the walkthrough, “If you have 2 failed attempts in logging in, please stop immediately and select forgot password and reset that password.”
- How to export the 24‑25 proposed project list and the 23‑24 reportable project list to Excel, and why jurisdictions should share those exports with finance teams when reconciling expenditures.
- How to create an expenditure report (only one expenditure report can be created per jurisdiction per reporting cycle), how CalSMART auto‑populates many fields, and where to enter original estimate, amounts received (split between September–June and July–August), and interest on carryover funds in the intake page.
- How to link a completed project from the proposed list to a reported expenditure (and how to undo an incorrect link), and how to move dollar amounts between components (e.g., from preconstruction to construction) when an entry was made in the wrong phase.
- How to generate a PDF of the completed report to check that the total expenditures match the intake page’s reported totals; the system will not allow submission when those totals do not reconcile. Socorra noted jurisdictions can submit to meet the deadline and then work with CTC staff to correct errors if needed.
The demonstration included frequent reminders about consistency: use the same project title/ID across years, keep finance and public works staff involved during data entry, and enter dollar amounts consistently (including cents where relevant) to avoid rounding discrepancies.
Attendees were directed to email lsr@catc.ca.gov for account lockouts and to use the CalSMART help and resources page for the training handout and screenshots.
