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Design and Engineering ServicesRight of Way

State of Alaska Department of Transportation and Public FacilitiesSurvey Manual May 2002

1.01 INTENT

It is the intent and purpose of this SurveyManual to set forth the departmental prac-tices and requirements for location surveys.Methods, procedures and practices areoutlined herein for the purpose of develop-ing uniformity and efficiency within thelocation section and with the other sectionsof the Department. The purpose is to pro-vide helpful information to those not en-tirely familiar with procedure and practiceand for this reason may seem elementary tothose of long experience in the highwayfield.

1.02 SCOPE

This manual is not intended as a textbookfor highway surveys, and is not presumed tocover all situations that will arise, but isbelieved sufficiently comprehensive that itsprovisions, along with good judgment, willprovide a safe guide and reference for ourhighway survey crews. Further, little effortis made to describe highway survey workother than location surveys. Reconnais-sance and preliminary surveys have such abroad range of purpose and method thatdefinite procedures cannot be set forth.

1.03 DEPARTMENTAL ORGANIZATION

The Department of Transportation andPublic Facilities is one of 16 Departmentsin the State of Alaska. The Commissionerof the Department is the chief administra-tive officer of the Department, and is ap-pointed by the Governor. The Commis-sioner is assisted by two Assistants.

The State is divided into 3 Regions withregional offices in Anchorage, Fairbanksand Juneau.

The Department is organized into foursections: Administration, Construction, Pre-Construction and Maintenance. Both theHeadquarters office and the Districts havesimilar organizations. The functions ofPlanning, Road Design, Bridge Design,Materials and Right-of Way are under thejurisdiction of the Pre-Construction Engi-neer. All reconnaissance and locationsurveys are accomplished by the Districtsunder the supervision of the Chief RoadDesign Engineer.

1.04 DEPARTMENTAL POLICIES AND

PROCEDURES

The policies and procedures of the Depart-ment are issued as Standard Operating

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Procedures (S.O.P.’s) and are distributed toall Districts and sections. All phases of theDepartment’s activities are outlined in theprocedures. The state personnel rules,current salary schedules, travel and perdiem regulations are issued as S.O.P.’s.

In addition, the Commissioner’s officeissues memoranda from time to time spell-ing out departmental policies in greaterdetail.

The various sections of the Pre-Construc-tion division are each guided by standardsfor the plans and reports produced by thesection. The Road Design section issuesStandard Specifications for Highway Con-struction, Engineering Standards and RoadDesign Memorandums. Each of thesepertains to engineering procedures andrequirements for the preparation of plansand contracts for the highway constructionprojects within the State.

This manual is necessarily subordinate inauthority to the above cited issuances whichhave the force of policy and in the event ofconflict the above should be followed. Thisputs the Survey Manual in proper perspec-tive as being a guide to location personnelin their activities.

1.05 AUTHORITY FOR SURVEYS

1.05.1 DEPARTMENTAL PROCEDURES . It ispresumed that a thorough and adequatereconnaissance survey has been made,agreement reached with the Federal High-way Administration on the general locationand scope of the project, and that authorityfor the surveys has been granted.

1.05.1 LEGAL AUTHORITY. Before entering

upon private lands for the purpose of sur-veying, mapping, investigating materialssources or making tests of any kind, theRegional Survey Chief, or his authorizedrepresentative, should make a reasonableeffort to contact the landowner and advisehim or her of the intent and purpose of thesurvey. Legal authority to enter land is byAlaska Statute 34.65.020, Entry upon Landfor Survey Purposes.

1. A land surveyor or an employee of aland surveyor may enter public orprivate land or water in the state onlyto occupy, locate, relocate, install, orreplace survey monuments, to locateboundaries, ?? , to determine geodeticpositions, and to make surveys andmaps.

2. The land surveyor shall give reason-able notice to the owner or occupantof the land of an intent to enter privateand for survey purposes. The noticemust indicate the antici pated date ofthe entry for survey purposes.

1.06 PUBLIC RELATIONS

Matters concerning highway locations,right-of-way, etc. involve innumerablecontacts with the public. If the publicconfidence in the Department is to bemaintained on a high plane, it is importantthat all Department personnel shall becourteous, patient, and attentive to thereasonable requests and inquiries of thepublic. It is patent that Department needscan best be met when there is a strongpublic sentiment to promote the objectivesof the Department and good public relationsgo far in that direction??. The Commis-sioner and Project Engineers only are free

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to furnish news matter and give interviewsto local publications when the informationis consistent with known policy and when itwill promote good public relations.

Requests for information should always beanswered in a frank and truthful manner,having in mind that after a pertinent policyhas been determined, there is no validreason to withhold known facts from peopleentitled to them. An evasive, indecisive,facetious or ambiguous answer is discon-certing to an individual or civic organiza-tion sincerely seeking legitimate informa-tion, and if equivocation is evident, it tendsto undermine confidence in the Department.

Public contracts are of great importance tothe engineer and if handled in a courteousand tactful manner, will enhance cordialrelations and prevent antagonism andmisunderstandings. The dissemination ofinformation to property owners or thepublic relative to the design features andright-of-way requirements on a projectshould be handled by the engineer in chargeas instructed by the project engineer. Right-of-way discussions with any propertyowners should be made by the engineer incharge in company with a representative ofthe Right-of-Way Section.

Be punctual in arriving for the daily work,whether it be in the field or at the office.Carry on the work in such a manner as tominimize, if not eliminate, adverse publiccriticism. Conduct yourself as a goodcitizen when off duty.

1.07 EQUIPMENT

The State supplies the survey personnelwith all equipment necessary for the work.

This includes equipment such as totalstations, levels, rods, drafting supplies,hand tools and also automotive equipment.This equipment should be given the best ofcare, since the quality and quantity of workis dependent to a great extent, upon ad-equate and reliable equipment.Survey instruments should be kept dry ifpossible. If the instrument gets wet, allowit to dry in a dust free place. The instru-ment should be packed in its case whilebeing transported in a vehicle, and properlycushioned against vibration and shock.Instruments should be removed from thevehicle each day after work and kept in asecure location. Frequent testing for accu-racy of adjustment should be made. Rodsand tripods should be wiped down andallowed to dry to prevent swelling. Handtools should be kept sharp.

The survey vehicle should be kept neat andorderly with storage for the equipmentprovided. A plywood floor can be made forthe rear of the vehicle to allow storage oflong items such as range poles, tripods,rods, breaker bars and shovels under thisfloor.

The vehicle should be operated safely andwith reasonable care. Frequently, thetemptation to drive a little further to savesome walking, results in a “stuck” vehicle.The vehicle should be serviced at one of theDepartmental shops, or at a service stationat the intervals specified by the EquipmentSection.

Deliberate or continued misuse of Stateequipment is ground for disciplinary action.In the event of a motor vehicle accidentinvolving State equipment, accident report

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forms must be filled out promptly.

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Survey Crew Equipment:Survey ManualTraffic Control GuidelinesStop and Slow paddlesFirst aid kitTotal station with a minimum of two batteriesTripod legs, 3 setsTribrachs (2)Tribrach adjusting hub (2)Single mirror with target (3)7-foot prism pole12-foot prism pole25-foot prism poleRain covers for survey instrumentsTwo-way radios, one for each crew member100-foot rag tapeRight angle prismCalculator with TDS cardThermometerBarometerPliersFlashlightFire extinguisherAxe2-lb sledge hammer4-lb sledge hammer8-lb sledge hammerFrost pinShovelPickClaw hammerChain sawSaw gasSaw oilChain fileSaw toolFlat fileWhisk broomLarge and small slotted and Phillips screw-driversJumper cablesBase GPS gel cell battery

Rover red brick batteryRover camcorder batteriesStatic (299) orange and red brick batteriesTow cableSpray paint (flo orange)Signs and standards (2)PK or MAG nailsPlumb bob stringKeelPlastic targetsPaper targetsTacsStrapping tape6”, 8”, 12”, 18” and 24” hubs1X2” stakesLathPlastic flaggingCloth flaggingRailroad spikesBridge spikesBoxnails and double headed nailsOil or silicone spryTraffic conersDry lubricantExtra plumb bob pointsLens clothToilet paperPaper towels

Personal equipment:12 or 25 foot tape measurePlumb bob with sheathHand level with sheathHard hatSurvey vestPaper padPlastic targetTack containerRain pantsRain coatPocket knifePencils

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Pen

Other equipment:Hydrographic:SounderComputerSounding armSounding plateSmall inflatable raftZodiac raftOars25 hp outboard motor15 hp outboard motorGas canLife vestsFloat coatAnchorBow line

GPS:Base station unit (530) includes:Base and controllerPCMCIA cardGPS AntennaeTribrach adapterTribrachHeight hook

Rover unit (530) includes:Rover and controllerPCMCIA cardGPS AntennaeTribrach adapterTribrachHeight hook

Radio kit in pelican case includes:RadioRadio holderRadio cable to antennaeRadio cable to GPS

Radio tripod set includes:GPS antennae tripodTelescoping radio mountGPS radio antennae

2 Static units (299)

Base radio battery

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1.08 SAFETY

1.01.1 HAZARDS. The survey party is oftenexposed to hazards. These hazards may betraffic, terrain, tools, water and animals.Appropriate safeguards should be taken tolessen the risk of accidents occurring and toreduce the exposure to these hazards.

1.08.2 EMPLOYEE’S SUPERVISORS. RESPONSIBIL-ITY. The party chief shall be responsible forgeneral safety conditions and will be heldaccountable in all accidents unless investiga-tions shows that they were due to circum-stances beyond the party chief’s control. Theparty chief shall instruct new and old employ-ees on safety rules and insure their obser-vance. Competent persons must be placed incharge of work crews. Individuals assigned toparticular jobs also must be competent.

The party chief shall: assign one person incharge of each group where he does notsupervise directly; Insist upon proper use andmaintenance of all protective devices; Instructnew employees on necessity of reporting allaccidents, and use of first aid; Prevent, as faras possible, unauthorized persons from ap-proaching places where work is being done;Examine new employees on their knowledgeof safety rules; Warn employees working inproximity to dangerous electric wires orequipment.

1.08.3 FIRST AID KITS. Standard first aid kitsmust be conveniently placed and kept stockedwith the required materials. Every crew truckand vehicle used by the survey crew mustcarry a first aid kit, and the operator of anassigned unit shall be responsible for securingand replacing items used.

Where it is necessary for a survey party to

work at a considerable distance from thesurvey vehicle and the vehicle cannot bereached quickly, it shall be the responsibilityof the party chief to see that a first aid kit iscarried with the survey party so that in theevent of injury, immediate first aid can beadministered.

1.08.4 FIRE EXTINGUISHERS. Fire extinguishersmust be conveniently placed and kept inconstant readiness for use. A checklist shallbe maintained and the party chief shall assigna responsible individual to check all extin-guishers in the immediate area once eachmonth, and after each use.

Travel distance should be given considerationwith reference to special hazards and theextinguisher selected for such protection.Scattered or widely separated hazards shouldbe individually treated and extinguisherscarefully located so as to be readily accessiblewithout undue danger to the operator.

The Alaska State Fire Marshal’s Office, at theDepartment of Public Safety, should beconsulted for the correct type and numbers ofextinguishing equipment, both portable andfixed, for assurance that fire fighting equip-ment is adequate and conforms to the specifi-cations and provisions of fire safety standards.

1.08.5 INSPECTION. Maintenance Foremen,Engineers and others in charge of equipmentmust see that all equipment under their super-vision is checked monthly to meet safetyrequirements. This will include brakes, lights,horns, tie rods, rearview mirrors, windshieldwipers and tires, for any mechanical defects.

1.08.6 BOATS AND RAFTS. All boats and raftsused in sounding operations or transportation

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of the survey crew shall be inspected todetermine if seaworthy and capable of safelysustaining the weight of the crew and equip-ment, and shall not be overloaded. Employ-ees shall wear life jackets when working fromboats or rafts and shall wear footwear that willprevent slipping.

1.08.7 SIGNS. It shall be the duty of the partychief to see that all warning signs are placedproperly before work begins. Signs are to beplaced in such a manner that there will be nodoubt in the minds of the public, as to what isto be done. Son@@ survey work, the signsare moved along as work progresses and mustnever be left on the road when men are notworking. This refers to periods when the menare having meals, as well as the close of aday’s work.

1.08.8 INSTRUMENTS. Instruments shall be puttogether or taken apart clear of the trafficlanes to avoid danger from traffic. Whennecessary to set up surveying instruments inthe traffic lane or take cross sections in traffic,advance warning flags and signs shall first beplaced a minimum of 400 feet each side of thejob location. Traffic cones should be used todefine and protect the work area.

1.08.9 VESTS. When working in areas ex-posed to traffic, the survey party membersshall wear safety vests made of fluorescentmaterial.

1.08.10 HARD HATS. Hard hats will be wornwhen working in an area where there is anexposure to overhead hazards such as fallingrocks, power equipment or building construc-tion.

1.08.11 SAFETY MEETINGS. Personnel safety

meetings shall be held at regular intervals atleast once a month in offices or shops bysurvey crews under the direction of the chiefof parties.

1.08.12 FIRST AID. There should be at leastone member of each crew, who has either acurrent Red Cross Certificate for first aid andCPR. A current certificate is one, which isless than three years old.

1.08.13 EYE AND FACE PROTECTION. Protectiveeye and face equipment will be worn by allpersonnel in conformance with OSHA Gen-eral Safety Code. Eye protection is requiredfor, but not limited to, the following opera-tions and equipment:

1. Air compressor2. Wire brushing3. Abrasive grinding4. Power drilling5. Tree and brush cutting6. Carpentry work

1.08.14 EAR PROTECTION DEVICES . Wheneverit is not feasible to reduce the noise levels orduration of exposure to loud noise, ear protec-tive devices will be used. When using chainsaws, grinders and unmuffled engines, earprotection equipment will always be worn.

1.09 PARTY CHIEF DIARY

A daily diary is to be prepared and maintainedby each party chief. The reporting periodshall be the twice-monthly payroll schedule,coinciding with the survey crew timesheetsubmittals. All projects active during theperiod shall be reported. When work isstarted or suspended on a project, appropriateremarks should be made so that job progresscan be observed

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The diary should be kept in chronologicalorder. Personnel hours should be noted eachday indicating hours worked, sick, leave or ontravel. Also include vehicle number, specialequipment used such as trucks, boats or rentaltools. Include in the diary important eventsoccurring during the day, such as land-ownercontacts, visitors on the project and problemsencountered. Daily weather should be noted.

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2.01 INTRODUCTION TO TRAVEL

PROCEDURES

The travel policies of the State of Alaska areadopted by the Commissioner of the Depart-ment of Administration in accordance withsection 39.20.160 of the Alaska Statutes. Stateagencies and travelers are required to complywith these policies whenever traveling onstate business. It is anticipated that circum-stances occasionally warrant deviating fromthe stated policy. In such cases, written ap-proval must be obtained from the Commis-sioner of the Department of Administration.

The purpose of the travel policies is to pro-vide reimbursement for actual and necessaryexpenses incurred by travelers while travelingon state business. The policies apply uni-formly to all travelers unless otherwise pro-vided for by a collective bargaining agree-ment. Whenever there is a conflict betweenthese policies and a collective bargainingagreement, the relevant provisions of thecollective bargaining agreement supersede.

The travel policies of the state are generallyintended to be in compliance with current IRSregulations. The IRS regulations specify theallowable rates of reimbursement for businessrelated travel expenses, including per diem

allowances for meals and lodging as well asmileage. Whenever a traveler receives apayment for business related travel expensesthat is required to be reported by IRS regula-tions, the state will report such reimburse-ments as required, including withholdingincome and other taxes as may be applicable.

2.02 TRAVEL DEFINITIONS

2.02.1 TRAVELER. Throughout these policies,the traveler usually means either a stateofficial or a person employed by a stateagency (permanent or nonpermanent). Attimes an agency may require board or com-mission members, volunteers, wards of thestate, or other nonemployees to travel on statebusiness. While the agency must generallyapply the same travel policies fornonemployees, it must ensure the paymentsare not required to be paid under a profes-sional service contract. For example, if thenonemployee is being paid for services undera contract, and the travel reimbursements arerelated to this contract, these reimbursementsare a part of the cost of the contract. Theymust be coded to the related contractualservices account code in the state accountingsystem (AKSAS) rather than the travel ac-count codes.

2.02.2 TRAVEL STATUS. Travelers shall be

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considered in travel status from the time anauthorized trip begins until it ends. An “autho-rized trip” is a trip approved in accordancewith administrative manual guidelines andwhere a traveler is traveling outside theboundaries of their duty station and/or resi-dence.

An authorized trip begins when a traveler isleaving the duty station and/or residence and:

-- Leaves the normal work location iftravel begins during normal workinghours; or

-- Leaves the primary dwelling if travelbegins outside normal working hours.

An authorized trip ends when a travelerreturns to the duty station and/or residenceand:

-- Arrives at the normal work location ifthe trip ends during normal workinghours; or

-- Arrives at the primary dwelling if thetrip ends outside normal workinghours.

A traveler is not in travel status for localtravel and/or “day trips.” The following aresome examples of travelers who would not beconsidered in travel status under the localtravel and/or day trip provision: a state trooperwhile on patrol in his/her assigned territory; asafety inspector whose normal duties includedriving from his/her normal duty station to aconstruction site for purposes of conductingan inspection; a health inspector whosenormal duties include driving from his/hernormal duty station to various communities toinspect facilities. Mileage expenses may bereimbursed using a mileage reimbursement

form rather than a Travel Authorization.2.02.3 DUTY STATION. The duty station of atraveler is the city, town, or village, or withina 50-mile radius thereof, where the travelerspends the major portion of the working timeor the place to which the traveler returns oncompletion of special assignments. Stateagencies may define a radius or commutingarea that is broader than the above limitswithin which per diem, etc., will not beallowed for travel within one calendar day.

2.02.4 RESIDENCE. The residence of a traveleris the location, or within a 50-mile radiusthereof, where the traveler maintains theprimary dwelling.

If a traveler maintains multiple residences, thecommissioner of the department shall desig-nate the residence that bears the most logicalrelationship to the traveler’s duty station asthe traveler’s primary residence. Factors to beconsidered in determining the primary resi-dence include: the time ordinarily spentperforming duties at each location; the degreeof business activity at each location; therelative amount of state wages earned at eachlocation. Agencies may also contact theDivision of Finance for assistance.

2.02.5 TRAVEL AUTHORIZATION (TA) FORM. TheTA (Form 02-027) supports all travel expendi-tures. An agency may request approval of theDepartment of Administration to use a substi-tute form. The form is used to itemize expen-ditures of an approved trip and to requestreimbursement of any traveler paid expenses.Travelers seeking mileage reimbursement forbusiness mileage driven while not in travelstatus should use a mileage reimbursementform, not the TA.

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2.02.6 TRAVEL EXPENSES. Travel expensesinclude:

1. Transportation Expenses: Transpor-tation expenses consist of commercialcarrier fares, vehicle mileage allow-ances, necessary taxi, bus, and otheressential transportation expenses whileon official state business.

2. Per Diem Allowance: The per diemallowance (hereinafter per diem)consists of two parts, meals andincidental expenses, and lodging.

3. Subsistence: Subsistence expensesconsist of charges for meals, lodging,and other personal expenses incurredwhile traveling on official state busi-ness.

4. Other Authorized Expenses: Otherexpenses consist of charges for busi-ness telephone calls, telegrams, park-ing fees, emergency purchases ofsupplies, and other charges necessaryto conduct the official business func-tion.

5. Unauthorized Expenses: Costs notnecessary to conduct official statebusiness are not authorized. Forexample, fines for traffic or parkingviolations, lost keys, lost airlinetickets, or similar expenses are notauthorized and will not be reimbursed.

2.02.7 COMMERCIAL LODGING FACILITY. Acommercial lodging facility is a licensedentity that is in the business of selling lodgingto the general public and would includehotels, inns, motels, apartments, and similarestablishments but would not include camp-

grounds, trailer parks, etc.

2.03 TRAVEL APPROVALS

All official travel shall be authorized andapproved in advance as outlined below. Therequest for approval shall be in writing andmust document essentials of the travel includ-ing purpose, destination, dates, estimatedcosts, any related leave requests, approval fora rental car for business purposes, andwhether an advance is authorized. Any devia-tion from the travel plans originally approvedmust be documented on the Travel Authoriza-tion (TA) Form 02-027 and approved by theappropriate authority. An agency may requireitems for approval and/or levels of approval inaddition to those required by this section. Alldelegation of approving authority shall bedocumented and kept on file at the agency.

2.03.1 TRAVEL WITHIN ALASKA. Prior approvalis required within the department and shall ata minimum have the approval of the traveler’simmediate supervisor or designee.

2.03.2 TRAVEL TO THE CONTIGUOUS UNITED

STATES, HAWAII, BRITISH COLUMBIA, AND

YUKON TERRITORY. In addition to the approvalsrequired for travel within Alaska, prior ap-proval is required by the department’s com-missioner or designee.

2.03.3 TRAVEL OUTSIDE THE UNITED STATES. Inaddition to the approvals required for travelwithin Alaska, prior approval is required bythe department’s commissioner and theGovernor’s Office. A memorandum explain-ing the need for the travel must be includedwith the TA sent to the Governor’s Office.

2.04 ROUTING OF TRAVEL

Reimbursable travel must be by the most

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direct route and efficient means.

2.05 INTERRUPTION OR DEVIATION OF

TRAVEL FOR TRAVELER CONVENIENCE

Any interruption or deviation from the mostdirect and efficient means of travel for trav-eler convenience requires, at a minimum,prior approval at the agency level by theappropriate supervisor or designee. Anyadditional time or expense resulting from aninterruption or deviation for traveler conve-nience shall be borne solely by the traveler.See AAM 60.120 for clarification on travelinvolving privately owned conveyances.

When a traveler interrupts business travel forpersonal reasons, the following apply:

1. Per diem, travel allowances, andreimbursements may not exceed such chargesas would have been incurred if traveling bythe most direct and efficient means.

2. Per diem, travel allowances, andreimbursements stop the hour a travelerinterrupts business travel for personal reasonsand resumes the hour the traveler returns toduty or resumes route of travel required bystate business. For example, a traveler (An-chorage duty station) is traveling on statebusiness (in Seattle) and the business isconcluded at noon on Wednesday. For per-sonal reasons the traveler will not return to theduty station until the following Monday. Inthis example, the traveler’s entitlement to perdiem, mileage, and other travel expensesreimbursements end at noon on Wednesdayand would start one hour before flight timefrom Seattle to return to the duty station,subject to the limitations in 1 above.

3. Any additional time away from the

traveler’s duty station that may be required forsuch indirect travel will be charged to annualleave, personal leave, or leave without pay. Inthe example in 2 above, the employee’s leavestatus would begin at noon when they inter-rupted business travel for personal reasons.

4. Per diem is allowed when a traveler isgranted leave due to illness. However, the perdiem allowance shall not be authorized for aperiod of illness exceeding three calendardays in any one period of absence. Per diem isnot authorized if the traveler is hospitalized orotherwise has no actual and necessary busi-ness expense requiring reimbursement.

5. Copies of leave slips shall be submit-ted with the Travel Authorization (TA) uponcompletion of the trip.

2.06 COMMON CARRIER TOURIST CLASS

ACCOMMODATIONS

When traveling on state business, travelersmust obtain the lowest tourist class accommo-dations (AS 39.20.140) unless:

1. Tourist class accommodations are notavailable;

2. Waiting for tourist class accommoda-tions would cause a greater cost to thestate;

3. Tourist class accommodations are notin the best interest of the state.

Use of first class accommodations at stateexpense must be approved, in advance, by thedepartment’s commissioner or designee.Additionally, a written justification must beattached to the TA.

2.07 COMMON CARRIER SPECIAL AIR-

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FARES AND TRAVEL INCENTIVES

Travelers are directed to anticipate travelsufficiently in advance to procure discountedrates whenever possible and ensure the costbenefit required (as outlined below). How-ever, a traveler may not vary from the mostdirect route of travel unless it is in the bestinterest of the state (AAM 60.040).

When travelers are required to be in travelstatus over a regular day off in order to beeligible for a discounted airfare, they will beeligible for applicable per diem on the regularday off. However, all travel related costs forhotel, per diem, transportation, and/or wagesshall be considered in deciding if the dis-counted airfare is in the state’s best interest. Ifthe total of all travel related costs using thediscounted airfare is less than the total of alltravel costs using other available low fares,the discounted airfare may be authorized.Documentation clearly indicating the costsavings that justify the discounted airfaremust be attached to the TA.

For example, if a traveler is required to stayover a Saturday night to be eligible for aspecial airfare, any increased cost in per diemand/or wages will be offset against the airfaresavings when determining if the reduced fareshould be used.

2.09 PRIVATELY OWNED AIRCRAFT

When a traveler, who is a qualified pilot, rentsan aircraft or uses their own or another pri-vately owned aircraft for state business, thefollowing items must be filed with the Depart-ment of Administration or the agency admin-istrative officer before using the aircraft:

1. A copy of a valid pilot’s license.

2. A copy of current medical certifica-tion.

3. Proof of liability insurance policy for$1,000,000 combined single limit forbodily injury and property damage peroccurrence/annual aggregate.

It is the responsibility of each agency toensure these documents are on file beforepaying a claim for the use of a privatelyowned aircraft. The reimbursement rate forprivately owned aircraft is ninety-six and one-half (96.5) cents per mile or the commoncarrier rate to the same destination, whicheveris less. Bargaining unit agreements maysupersede this rate. See section AAM 60.120concerning private conveyances.

For travelers who do not have the required$1,000,000 liability insurance policy referredto above, the Division of Risk Managementhas an insurance policy to provide the re-quired coverage for travelers who meetcertain minimum pilot qualifications Thiscoverage is a separate legal liability policy for$1,000,000 combined single limit liability, forbodily injury and property damage includingstate employed passengers. In the event theaircraft owner has liability insurance, the statepolicy would apply as excess insurance overany other valid and collectible policies.

The Division of Risk Management has tripcoupons available for this flight insurance. Toobtain these coupons, write to:

Division of Risk ManagementDepartment of AdministrationP.O. Box 110218Juneau, AK 99811-0218

The cost is $20 per coupon for up to a two-

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seat aircraft, and $30 for aircraft with seatingcapacity for more than two. The first order forcoupons must be accompanied by a copy ofthe Pilot Qualification Certification (noteminimum flight hour requirements on thisform), a copy of the pilot’s license, andcurrent medical certification. The couponsmay be purchased by the traveler pilot orthrough a request to transfer the funds via aninterdepartmental billing (Journal Entry).

The original completed coupon shall beattached to the TA. A copy must be returned toRisk Management to comply with insurancepolicy requirements.

2.10 RENTAL VEHICLES

When necessary, the rental of an automobilemay be authorized for travelers in travelstatus. Justification for the rental vehicle mustbe documented and requires advance writtenapproval by the appropriate division directoror designee. The cost and intended use of thevehicle must be considered in determining thesize and type of vehicle to rent. Rental of alarger vehicle may be allowed when severaltravelers are traveling together or circum-stances require the use of a larger vehicle.Such situations must also be documented andapproved in advance by the appropriatedivision director or designee.

When it is necessary to rent a vehicle, everyattempt shall be made to use the contractaward vendor for the location. The contractaward listing may be obtained from theContract Award Manual or through the Divi-sion of General Services, Department ofAdministration.

When making reservations, it is necessary toreceive a confirmation number. If no vehicles

are available at the contract award rate,agencies may then rent a vehicle following theappropriate procurement method.State insurance coverage applies to state-usedrentals and additional vendor offered insur-ance coverage is to be denied by the traveler.Rental vehicles may be driven on state busi-ness only, and state insurance coverage ap-plies only where the vehicle is used on statebusiness.

If there is damage done to any rental vehicle:

1. Travelers are cautioned to neveraccept or admit liability;

2. If the lessor requests information orpayment, advise the lessor to contactthe Department of Administration,Division of Risk Management;

3. If there is personal injury or an acci-dent, telephone the Division of RiskManagement as soon as possible.

See AAM 60.350 for use of rental vehiclesconnected with an employee move.

2.11 AIRPORT SHUTTLE, COURTESY VAN,AND TAXI SERVICE

When a traveler in travel status requirestransportation either to or from an airport orferry terminal, airport shuttle or courtesy vanservice shall be used whenever possible. Taxifare is allowed only when a shuttle or courtesyvan is not available or when it is in the bestinterest of the state.

2.12 PRIVATELY OWNED CONVEYANCES

A traveler may use a privately owned vehicleor boat when it is in the best interest of thestate. The approving official shall be respon-sible for substantiating that use of a privatelyowned vehicle or boat is in the state’s best

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interest. The traveler shall receive a mileagereimbursement for the use of a personalautomobile of thirty-six and one-half (36.5)cents per mile for mileage incurred whileengaged in official state business. Reimburse-ment shall be at twenty-seven and one-half(27.5) cents per mile for boat, snowmobile,motorcycle, etc. When a traveler uses aprivately owned vehicle or boat for personalconvenience, the amount of reimbursementshall be limited to what the lowest availabletaxi, airport shuttle, courtesy van, airfare, boatcharter, or any other common carrier orcharter would have cost. Per diem, actualhotel expenses and meal allowances, or othertravel reimbursements shall not exceed thatwhich would have been incurred had thetraveler used common carrier transportation.Only mileage incurred while engaged inofficial state business is reimbursable.

Any additional time away from the dutystation required as a result of using a privatelyowned conveyance for personal conveniencewill be charged to annual leave, personalleave, or leave without pay.

When two or more officials or travelers aretraveling in the same direction, and it ispossible to share a privately owned automo-bile or airplane, the mileage permitted shall beallowed only once (AS 39.20.130).

2.14 CHARTERS AND GROUP

TRANSPORTATION

When it is necessary to hire a boat, aircraft, orother special conveyance an explanationstating the facts constituting the necessitymust accompany the Travel Authorization(TA). When two or more travelers travel as agroup or with a group, the names and business

relationship of each member of the groupshall be noted on the TA of each traveler.

Air charters must be handled in compliancewith the policies and provisions of AS 36.30,purchasing regulations 2 AAC 12, and theagency’s purchasing delegation of authority.

2.15 PROCUREMENT OF

TRANSPORTA TION

The State of Alaska uses two primary methodsto purchase transportation for individualstraveling on official state business, either theMasterCard Central Travel Account (CTA) orthe traveler’s individual State of AlaskaMasterCard Corporate Card (CARD). Em-ployees who are frequent travelers are encour-aged to apply for and use the CARD. Traveldata collected by use of the MasterCards andprovided to the state is vital to the state’sability to administer its travel program effec-tively and efficiently.

2.15.1 COMMERCIAL PASSENGER AIRFARE. Com-mercial passenger airfare shall be purchasedusing either the CTA or the CARD. The CTAmay be used at a travel agency and for obtain-ing transportation, not for hotel guarantees. Atraveler using the CARD may purchase airfarefrom a travel agency or may purchase airfaredirectly from the air carrier.

There may be occasions when neither theCTA nor the CARD can be used to purchasecommercial passenger airfare. When thisoccurs, the airfare shall be purchased usingone of the following methods:

-- An AKSAS general warrant;-- A field warrant; or,-- A State Transportation Request (STR).

17



The traveler shall document why it was notpossible to use either the CTA or the CARD.

2.15.2 ALASKA MARINE HIGHWAY. Transportationon state ferries may be authorized when in thebest interest of the state. All ferry transporta-tion will be paid by the employee using theirCARD, or by the issuing department throughuse of the CTA, a State Transportation Re-quest (STR), or an interdepartmental billing.Staterooms and meals are to be paid directlyby the traveler as these expenses may not bean obligation of the agency. The traveler maybe eligible for reimbursement of lodgingexpenses and/or M&IE in accordance withAAM 60.190 and AAM 60.220.

2.15.3 OTHER TRANSPORTATION. Other types oftransportation (rental vehicles, air charters,etc.) shall be purchased using one of thefollowing methods:

-- The CARD;-- An AKSAS general warrant;-- A field warrant;-- A State Transportation Request (STR);

or-- An employee’s personal credit card.

2.16 STATE TRANSPORTATION RE

QUEST (STR)The State Transportation Request (STR),Form 02-019, is a three-part form and isgenerally recognized in the Alaska travelindustry as an order for transportation (seeAAM 60.150 for preferred methods of procur-ing transportation). It may be used for airfare,car rental, bus, train, excess state baggage,and marine transportation (a STR may not be

used for staterooms or meals). It is to be usedonly for transportation related expenses andonly by travelers in travel status. It provides aconvenient way for a traveler to procuretransportation with the vendor billing the statedirectly.

STR stock is obtained by a written requestfrom the departmental finance officer toForms Management, the Division of GeneralServices, Department of Administration.

2.17 EXCESS BAGGAGE

Excess baggage to be paid for by the state willbe limited to personal and state baggagenecessary to carry out official state business.Such baggage shall be transported by the mosteconomical method (checked as excessbaggage, shipped via airfreight, etc.).

2.18 UNUSED TRANSPORTATION AND

ACCOMMODATIONS

When a traveler finds they will not be usingaccommodations that have been reserved, thetraveler shall release them within the timelimits specified by the carriers and hotels. Thestate will not normally reimburse travelers forcharges incurred as a result of failure torelease accommodations.

When a traveler’s journey is terminated shortof the destination specified on the ticket, thetraveler shall submit the unused portion of theticket with the Travel Authorization (TA).

2.19 PER DIEM TYPES AND RATES

Except as otherwise provided by collectivebargaining agreements, a traveler shall beallowed reimbursement for lodging expenseswhen traveling on official state business andovernight lodging is obtained. In addition, the

18



traveler shall be reimbursed for meal andincidental expenses (M&IE) in accordancewith section AAM 60.220, MEAL ANDINCIDENTAL EXPENSE ALLOWANCES.Together, the reimbursement for lodging andthe M&IE allowance are considered the perdiem allowance. A traveler is not entitled toany per diem or M&IE allowance if providedmeals or lodging by the state or a third partywith whom the state is conducting business. Atraveler is also not entitled to a lodgingallowance if staying in their own dwelling(i.e., second residence).

The circumstances and the locations whereovernight lodging is obtained determine theapplicable per diem type and rate. There aretwo types of per diem, short-term and long-term. In addition, there are provisions to coverbusiness travel related expenses for circum-stances where commercial facilities are notavailable.

2.19.1 SHORT-TERM (ACTUAL LODGING

EXPENSES). This is the most common perdiem type. It is authorized when the travelercan reasonably be expected to incur expensescomparable to those arising from the use ofgood and moderately priced commerciallodging establishments catering to the generalpublic. It is intended for trips of short durationand may not be used after the thirtieth (30th)consecutive day in one location unless acontinuation has been approved in advance bythe Division of Finance, Department ofAdministration. In applying the 30 days rule,agencies are to consider the nature and dura-tion of the assignment to the location and notjust the calendar days away from the primaryduty station (see long-term below).

Travelers who are traveling on short-term per

diem are eligible for reimbursement of actualand necessary lodging expenses (originalitemized commercial lodging receipts re-quired) plus the applicable M&IE allowance(see AAM 60.220 for M&IE allowance). Eachagency is responsible for ensuring that lodg-ing costs are reasonable and necessary (theDivision of General Services publishes alisting of hotels, etc., for many Alaska com-munities) and that government or otherdiscount rates are used.

When the requested actual lodging expenseexceeds $300 per day (including applicabletaxes, etc.), prior approval is required byeither the Director of the Division of Finance,or if delegated by the Commissioner of theDepartment of Administration, approval maybe obtained from the traveler’s departmenthead (commissioner).

All requests, whether to the agency head orthe Division of Finance, shall include justifi-cation which clearly demonstrates that lodg-ing cannot be acquired for a lesser rate andthat the rates quoted are government rates.This may require quotes from at least threecomparably located and moderately pricedhotels.

2.19.2 LONG-TERM ($45). Long-term perdiem is authorized when the traveler canreasonably be expected to incur expensescomparable to those arising from the use ofcommercial lodging establishments cateringto the long-term visitor. It may not be usedafter six consecutive months in one locationunless a continuation has been approved inadvance by the Division of Finance, Depart-ment of Administration. Long-term per diemshall apply beginning with the first day oftravel status if the traveler is expected to be in

19



travel status for more than thirty (30) days atany one location.

A request to continue long-term per diembeyond six months must be routed through therequesting department’s administrative ser-vices division for departmental approvalbefore being sent to the Division of Finance.The request should be made as soon as it isdetermined the assignment will last more thansix months. It must show the starting andending dates of travel status, as well as thestarting and ending dates of the completeproject (not just phases) and any interruptionsfor seasonal shutdowns. For long-term travelthat exceeds one year, justification must beprovided as to why it is in the state’s bestinterest to pay per diem rather than move thetraveler to the location of the project.

Temporary interruptions of travel to return tothe traveler’s duty station and/or residence donot necessarily change the per diem type(long-term vs. short-term) applicable to thetraveler’s travel. Agencies need to analyzewhether it is more cost-effective to continuereimbursing the traveler for travel costs underthe long-term per diem type when there areshort-term interruptions of a long-term assign-ment.

When a traveler is traveling on long-term perdiem within Alaska, they are allowed a flatrate for lodging of $45 per day plus the appli-cable long-term M&IE (AAM 60.220) whilestaying in a commercial lodging facility.Travelers are required to certify on the travelauthorization (TA) whether they are staying incommercial facilities (CF) or noncommercialfacilities (NCF). If the traveler is not stayingin a commercial lodging facility, the traveleris only entitled to reimbursement at the

noncommercial rate.

The long-term rate outside Alaska is 55percent of the federal maximum lodgingamount for short-term. The federal maximumlodging amount may be obtained by contact-ing the Division of Finance, Department ofAdministration, at 465-2240.

2.19.3 NONCOMMERCIAL ($30). When atraveler traveling on official state business isrequired to stay in a community or locationwhere no commercial lodging facilities areavailable and is not provided with lodging bythe state or a vendor, the traveler is entitled toa noncommercial allowance of $30 per dayfor lodging (this payment is reportable ascompensation on the traveler’s payrollrecords). The traveler is also entitled to theapplicable M&IE unless commercial eatingfacilities are not available, in which case thetraveler is entitled to the long-term/noncom-mercial M&IE. Such payments in one locationwill not be allowed for more than six consecu-tive months unless a continuation has beenapproved in advance by the Division ofFinance, Department of Administration.

NOTE: For employees covered by a collec-tive bargaining agreement, refer to theircontract to determine the appropriate per diemrate.

2.22 MEALS AND INCIDENTAL

EXPENSE ALLOWANCES

Meal and incidental expense (M&IE) allow-ances and prorated M&IE allowances are usedwhen the traveler is in travel status and thetravel is of a nature which requires overnightlodging. The M&IE is to cover the cost ofmeals and necessary incidental expensesincluding tips, laundry expenses, etc.

20



There are two types of M&IE, short-term andlong-term/noncommercial. The short-termM&IE is for circumstances where it is reason-able to expect a traveler in short-term travelstatus will incur expenses from eating atcommercial eating establishments catering tothe general public. The long-term/noncom-mercial M&IE is for travelers in 1) long-termtravel status where it is expected they will beable to prepare their own meals, or 2) forcircumstances where there are no commercialeating establishments available.

2.22.1 OVERNIGHT LODGING. The appropriateM&IE for a day is the rate prescribed for thecommunity in which the traveler is required toobtain overnight lodging. On the day of returna traveler is entitled to the M&IE applicablefor the preceding day. On the day of departureand return, the traveler receives a proratedM&IE based upon scheduled flight (or othercommon carrier) departure and actual returntimes as follows:

In circumstances where the traveler is re-quired by the carrier to report to the terminalmore than two hours prior to departure (suchas for many international flights), the traveleris to state on the TA the additional timerequired by the airline and the traveler’sactual check in time. This additional time(beyond two hours) is added to the departuretime in the above table to allow the traveler anM&IE as may be appropriate. For example, ifthe airlines required the traveler to reportthree hours before flight time, the “Before9:00 AM” departure time would be adjustedto “Before 10:00 AM.”

In situations where the traveler is driving tothe destination, and it is in the best interests of

the state to do so, on the day of departure andreturn, the traveler may be entitled to a pro-rated M&IE if the traveler is in travel status atleast three consecutive hours during a normalmeal period.

2.22.2 TRAVEL OF LESS THAN 24 HOURS BUT MORE

THAN 12 HOURS. Travelers who are in travelstatus less than 24 hours but more than 12hours and who return to their residence and/orduty station rather than obtaining overnightlodging at their travel destination may beentitled to a M&IE allowance. If the sched-uled flight (or other common carrier) depar-ture is before 9:00 AM they are entitled to thebreakfast M&IE. The travelers may be entitledto the M&IE for lunch and/or dinner if theyare in travel status for at least three consecu-tive hours during the meal period.

Travelers who normally work more than tenhours must be in travel status at least twohours more than their normal workday to beeligible for the M&IE allowance. For travelerscovered by a bargaining agreement who areallowed to and do receive a meal allowancewhen in travel status less than 12 hours, thestate is required by IRS rules to report themeal allowance as compensation.

2.22.3 M EALS PROVIDED TO TRAVELERS. Occa-sionally a traveler is provided with a mealwhile at a conference, training seminar, etc.,or as part of a lodging package such as at bedand breakfast inns (and the state is reimburs-ing for actual lodging costs). When a traveleris provided with a meal in these or similarcircumstances, the traveler is not eligible forthe related M&IE allowance.

2.22.4 MEAL PERIODS. The normal meal periodsare:

21



Breakfast - midnight to 10:00 a.m.Lunch - 10:00 a.m. to 3:00 p.m.Dinner - 3:00 p.m. to midnight

2.22.5 SHORT-TERM M&IE RATES. The short-term M&IE rate for travelers traveling withinAlaska is $42 per day. Travelers travelingoutside of Alaska, including travel to Hawaiiand foreign destinations, are allowed thefederal M&IE rate for the location. Thefederal M&IE rates are available through theInternet by logging onto the Division ofFinance Home Page and clicking on federalper diem rates. The rates may also be obtainedby contacting the Division of Finance, Depart-ment of Administration, at 465-2240. If travelinvolves crossing the International Date Line,the meal allowance shall be calculated basedon the total number of hours in flight.

The short-term M&IE rates for Alaska and thecontiguous United States (CONUS) areprorated in the following table. For M&IEoutside Alaska and CONUS, prorate using thepercent in the first column multiplied by thedaily M&IE rounded to the nearest wholedollar (ensuring that the sum of the mealperiod M&IEs does not exceed the dailyM&IE total).

2.22.6 LONG-TERM AND NONCOMMERCIAL M&IERATES. The long-term and noncommercialM&IE rate in Alaska is twenty-five dollars($25), and outside Alaska is 55 percent of the

federal M&IE rate for the location. The long-term/noncommercial M&IE rates for Alaskaand CONUS are prorated as follows:

@Table y

2.22.7 OVERLAPPING TRAVEL STATUS. Whenever atraveler is in travel status and is entitled toreimbursement for lodging under both thelong-term/noncommercial and short-term perdiem rules, the traveler is entitled to only oneM&IE allowance. If a traveler is temporarilyreturned to the traveler’s duty station while ona long-term assignment and is continuing toreceive a long-term lodging per diem, thetraveler is not entitled to any M&IE allowancewhile at the duty station.

EXCEPTION: If a traveler maintains adwelling at their destination and it is availableto them, they will be entitled to only a M&IEallowance for normal workdays. A M&IEallowance for other than the normal workdaysis not allowed.

NOTE: For travelers covered by a collectivebargaining agreement, refer to their contractto determine the appropriate meal allowance.If the bargaining agreement provides for ameal allowance which exceeds the IRSallowed rate, the excess must be reported ascompensation on the traveler’s payrollrecords.

2.23 CONTRACTING FOR SUBSISTENCE

Departure Time Before 9:00 AM Before 2:00 PM Before 11:00 PMM&IE Full day Lunch & Dinner Dinner

Return Time Before 11:00 AM Before 5:00 PM After 5:00 PMM&IE Breakfast Breakfast & Lunch Full day

FORMAT!

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Agreements may be entered into with restau-rants, hotels, and lodging houses to furnishsubsistence to a traveler or groups of employ-ees when such a method of handling is in thebest interest of the state (AS 36.30). A con-tract for subsistence must be negotiated incompliance with appropriate procurementregulations. When such agreements areentered into, the vendor will receive paymentby billing the state on a regular itemizedinvoice.

2.24 BOARDS AND COMMISSIONS

Except for those specifically covered instatute, each day that a board or commissionmember is in travel status the member isentitled to reimbursement to the same extent,in the same manner, and under the sameconditions as provided to state officials andemployees.

When the meeting or other business takesplace in the vicinity of the member’s resi-

dence (see definition at AAM 60.020), mem-bers are not in travel status and are not en-titled to reimbursement or a per diem forlodging. However, the commissioner of thedepartment with oversight authority of theboard may authorize reimbursement of suchlodging expenses when deemed necessary andin the best interests of the state. For example,it might be authorized if the travel homewould present a hardship due to the age andhealth of the board member. When suchpayments are authorized, a copy of the TA andthe justification must be sent to the Divisionof Finance.

When a board or commission member isattending a board or commission meeting inthe vicinity of their residence they are entitledto a prorated M&IE if meals are not provided.To be eligible for each meal period allowancerequires the member to be in attendance for at

SHORT-TERM M&IE

Breakfast (21%)

Lunch (26%)

Dinner(53%)

Daily Allowance

Alaska

$9.00

11.00

22.00

$42.00

$10.00 $9.00 $8.00 $7.00 $6.00

12.00 11.00 10.00 9.00 8.00

24.00 22.00 20.00 18.00 16.00

$46.00 $42.00$38.00 $34.00 $30.00

CONUS (4/1/99)

format!

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least three consecutive hours within that mealperiod as defined in AAM 60.220. Thesepayments are reportable in accordance withIRS regulations.

Board or commission members who are stateemployees or officials are not entitled to anM&IE allowance or reimbursement forlodging expenses when the board or commis-sion meeting is in the vicinity of their resi-dence and/or duty station. (AS 39.20.180,AS 39.20.185)

2.25 AIRLINE DELAYS , RESCHEDUL

ING, AND OVERHEADING

When an airline assumes the cost of atraveler’s lodging and/or meals due to airlinedelays or overheading the traveler shall bepaid up to the originally scheduled arrivaltime. When the airline does not assume thecost of a traveler’s lodging and/or meals thetraveler shall be paid in the same manner asthe rest of the trip.

2.26 TRAVEL ADVANCES

An advance of estimated per diem and othertravel costs may be made to a traveler beforethe traveler enters travel status.

Departments shall expense the advancesdirectly to the agency’s appropriation.

Every Travel Authorization (TA) must besubmitted for final payment and reconciliationof the travel advance within five businessdays of completion of the trip. If the finalamount due a traveler is less than the traveladvance previously received, a personal checkor money order must accompany the TA. Ifthe traveler is due an additional amount, finalpayment shall be made within ten businessdays of the receipt of a properly completed

TA.

Travelers shall not receive an additional traveladvance until the previous travel advance andtrip has been closed out.

2.27 COMPLETION OF THE TRAVEL AU-THORIZATION (TA) FORM

The Travel Authorization (TA), Form 02-027,summarizes all information and approvalssupporting expenditures for travel. The TA isa recap of all costs associated with a giventrip, both amounts reimbursed to the travelerand amounts paid directly to vendors. Notravel expenses shall be paid unless claimedon a TA, or upon some other form approvedby the Department of Administration. Evi-dence of prior approval of travel in accor-dance with AAM 60.030 must be includedwith the TA for expenditure processing.

Within five business days of completion ofthe trip, the TA is completed with actual costsand any advances or other amounts paiddirectly to vendors. The traveler signs as theclaimant, obtains the divisional approvalsignature, and submits the TA for review andpayment.

2.28 TRAVEL EXPENSES AND

REQUIRED RECEIPTS AND

DOCUMENTATION @The following shall be attached to the TAwhen it’s submitted for final payment:

1. A copy of the airline or other tickets;2. Original itemized commercial lodging

facility receipts (short-term per diem);3. Receipts for expenses exceeding $15;4. A copy of the rental car agreement;5. Leave slips, if the trip is interrupted

24



for leave;6. Yellow copy of STR.

Though receipts for expenses of $15 or lessare not required, total reimbursement forwhich receipts are not available shall notexceed a cumulative total of $30 per trip.

All expenses claimed for which receipts arenot provided are subject to review. Receiptsare strongly encouraged. Reimbursement ofunsupported expenses may be disallowed.Fraudulent claims may be subject to disciplin-ary and/or other action.

NOTE: If an employee covered by a collec-tive bargaining agreement receives a short-term per diem for lodging and/or meals undercontract provisions, and the per diem paidexceeds the actual lodging expenses perattached lodging receipts plus the administra-tive manual M&IE allowance for travel inAlaska, the excess (trip-by-trip basis) must bereported as employee compensation in accor-dance with IRS regulations. For travel outsideAlaska, if the short-term per diem paid ex-ceeds the actual lodging expenses per attachedlodging receipts plus the federal M&IEallowance for the location (city-by-city basis),the excess (trip-by-trip basis) must be re-ported as employee compensation in accor-dance with IRS regulations.

2.29 THIRD PARTY REIMBURSEMENTS

Occasionally a third party (outside entity) mayagree to pay all or a part of the costs of atraveler’s travel expenses. In such cases, thetravel authorization (TA) must be completedclearly indicating the third party’s involve-ment in the trip. The traveler is only entitledto reimbursement for travel expenses, perdiem or other expense allowances, etc., in

accordance with state policies and is to bepaid by the state agency for whom they aretraveling and/or employed. A traveler maynot accept honorariums as long as they aretraveling for and representing the state.

The third party should be encouraged toreimburse the state directly for the travelexpenses to reduce the potential tax conse-quences to the traveler. When this is notpossible, any third party reimbursement madedirectly to the traveler for travel expenses, perdiem, and/or meal allowances shall be turnedover to the traveler’s state agency for depositinto the state treasury.

Payments by a third party for state agencytravel expenses must be recorded appropri-ately in the state accounting system. If thetravel is material to the agency’s travel budgetand is part of the agency’s regular duties or isconnected with carrying out the purpose of theagency, then the costs must be recorded as anexpenditure with an offset recorded as arevenue. If the state incurs the expenditureand is reimbursed by the third party, thereimbursement is to be recorded as revenue.

However, if the travel is not directly related tothe state agency’s program, is not a recurringevent, or is immaterial to the agency’s travelbudget, this transaction does not need to berecorded as an expenditure and a revenue ofthe state agency. If the state incurs the expen-diture and is reimbursed by the third party, thereimbursement may be recorded as an abate-ment. If the third party pays directly for stateexpenses, such as purchasing the airline ticketfor the state traveler, none of the expensesneed to be recorded. However, any receiptsthat are retained by the traveler showing thecost of the airline ticket or lodging must be

25



attached to the traveler’s TA.Any time a third party is paying for a statetraveler’s travel expenses, the state agencymust avoid the appearance of or the fact ofany conflict of interest. The agency shouldalso ensure the transaction does not violatethe code of ethics and if there is any question,the Department of Law should be consultedon the matter.

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Surveys may be classified as to method,purpose and accuracy. This manual willdiscuss highway surveys as to purpose andaccuracy.

3.01 PURPOSE

Surveys classed as to purpose are:

• Reconnaissance• Location• Construction• Miscellaneous• Soils• Bridge• Drainage• Utilities• Aerial

This manual is concerned primarily withlocation surveys and will discuss other typesas they pertain to the location surveys.

3.02 ACCURACY

Surveys are classified as First Order, SecondOrder, and Third Order.

First Order SurveysDistance: 1 / 25,000Angular: 5” times the square root of thenumber of instrument points.Leveling: e= 0.017 times the square root ofthe length of the section or level loop in milesand “e” is in feet.

Second Order SurveysDistance: 1 / 10,000Angular: 20” times the square root of thenumber of instrument points.Leveling: e=0.035times the square root of thelength of the section or level loop in miles and“e” is in feet.

Third Order SurveysDistance: 1 / 5,000Angular: 30” times the square rootof thenumber of instrument pointsLeveling: e=0.05 times the square root of thelength of the section or level loop in miles and“e” is in feet.

All location surveys, except as noted below,will be to third order accuracy. Urbanprojects where expensive improvements areinvolved may in some instances require asurvey to second order accuracy. Controlsurveys for long bridges will usually be tosecond order accuracy also. Surveys for aerial

TYPES OFSURVEYS?

27



mapping will be to the accuracy necessary toobtain the required map accuracy.

2.03 STATE PLANE COORDINATE

SYSTEM

The 1965 Legislature adopted the AlaskaCoordinate System as permissive for use inland descriptions. The Department has thecoordinates for most of the USC&GS triangu-lation stations in Alaska. Where and whenpracticable @@(change to practical?), theproject survey shall be tied to this system.The pertinent law is presented herein for yourinformation:

I. AS 38.20.010. Adoption.The systems of rectangular plane coordinatesestablished by the National Geodetic Survey,National Ocean Service for defining andstating the positions or locations of points onthe surface of the earth in this state areadopted. The systems are to be known as the“Alaska Coordinate System of 1927” and the“Alaska Coordinate System of 1983.”

II. AS 38.20.020. Zones.For the purpose of the use of this system thestate is divided into ten zones, numbered 1-10, which are defined as follows:

Zone 1: that part of Alaska lying east ofmeridian 141 00' west of Greenwich;

Zone 2: that part of Alaska lying betweenmeridians 141 00' and 144 00' west of Green-wich;

Zone 3: that part of Alaska lying betweenmeridians 144 00' and 148 00' west of Green-wich and in addition all of Perry Island and allof Esther Island, but excluding all of LatoucheIsland, all of Evans Island, and all of the

Kenai Peninsula;

Zone 4: that part of Alaska lying betweenmeridians 148 00' and 152 00' west of Green-wich and in addition all of Latouche Island,all of Evans Island, and all of the KenaiPeninsula, but excluding Marmot Island, all ofAfognak Island, all of the Barren Islands, allof Kalgin Island, all of Perry Island, and all ofEsther Island;

Zone 5: that part of Alaska lying betweenmeridians 152 00' and 156 00' west of Green-wich and in addition Marmot Island, all ofAfognak Island, all of the Barren Islands, andall of Kalgin Island;

Zone 6: that part of Alaska lying betweenmeridians 156 00' and 160 00' west of Green-wich and in addition Andronica Island and allof Nagai Island;

Zone 7: that part of Alaska lying betweenmeridians 160 00' and 164 00' west of Green-wich and in addition all of Unimak Island, butexcluding Andronica Island and all of NagaiIsland;

Zone 8: that part of Alaska lying betweenmeridians 164 00' and 168 00' west of Green-wich and in addition King Island, LittleDiomede Island, and all of Cape Prince ofWales, but excluding all of the AleutianIslands;

Zone 9: all islands in the Bering Sea lyingwest of meridian 168 00' west of Greenwich,excluding all of the Aleutian Islands, KingIsland, and Little Diomede Island;

Zone 10: all of the Aleutian Island group lyingwest and south of Unimak Pass.

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III.AS 38.20.040. Use of CoordinateSystem.

The plane coordinates of a point on the earth’ssurface, to be used in expressing the positionor location of the point in the appropriate zoneof this system, consist of two distances.These are expressed in feet and decimals of afoot when using the Alaska Coordinate Sys-tem of 1927 and expressed in meters anddecimals of a meter when using the AlaskaCoordinate System of 1983. One of thesedistances, known as the “x-coordinate,” givesthe position in an east-and-west direction; theother known as the “y-coordinate” gives theposition in a north-and-south direction. Thesecoordinates shall be made to depend upon andconform to the coordinates of the NorthAmerican Horizontal Geodetic ControlNetwork as determined by the NationalGeodetic Survey, National Ocean Service.

IV. AS 38.20.050. Land Lying in TwoZones.

When a tract of land to be defined by a singledescription extends from one coordinate zoneinto another, the positions of all points on itsboundaries may be referred to either of thetwo zones, the zone which is used beingspecifically named in the description.

V. AS 38.20.060. Characteristics ofZones.

A. The zones of the Alaska Coordinate Sys-tem of 1927 have the following characteris-tics:

Zone 1: is an oblique Mercator projection ofthe Clarke spheroid of 1866, having an originat the intersection of parallel 57 00 minutesnorth latitude and meridian 133 40 minuteswest of Greenwich, at which the scale is setone part in 10,000 too small, and through

which the axis of symmetry is in geodeticazimuth arc tangent-3/4, reckoned clockwisefrom south. The origin is assigned values suchthat all final coordinates will be positive.

Zone 2: is a transverse Mercator projection ofthe Clarke spheroid of 1866, having a centralmeridian 142 00 minutes west of Greenwich,on which meridian the scale is set one part in10,000 too small. The origin of coordinates isat the intersection of the meridian 142 00minutes west of Greenwich and the parallel of54 00 minutes north latitude. This origin isgiven the coordinates: x = 500,000 feet and y= 0 feet.

Zone 3: is a transverse Mercator projection ofthe Clarke spheroid of 1866, having a centralmeridian 146 00 minutes west of Greenwich,on which meridian the scale is set at one partin 10,000 too small. The origin of coordinatesis at the intersection of the meridian 146 00minutes west of Greenwich and the parallel54 00 minutes north latitude. This origin isgiven the coordinates: x = 500,000 feet and y= 0 feet.


Zone 5: is a transverse Mercator projection ofthe Clarke spheroid of 1866, having a centralmeridian 154 00 minutes west of Greenwich,on which meridian the scale is set at one part

29



in 10,000 too small. The origin of coordinatesis at the intersection of the meridian 154 00minutes west of Greenwich and the parallel54 00 minutes north latitude. This origin isgiven the coordinates: x = 500,000 feet and y= 0 feet.

Zone 6: is a transverse Mercator projection ofthe Clarke spheroid of 1866, having a centralmeridian 158 00 minutes west of Greenwich,on which meridian the scale is set at one partin 10,000 too small. The origin of coordinatesis at the intersection of the meridian 15800 minutes west of Greenwich and the paral-lel 54 00 minutes north latitude. This origin isgiven the coordinates: x = 500,000 feet and y= 0 feet.


Zone 8: is a transverse Mercator projection ofthe Clarke spheroid of 1866, having a centralmeridian 166 00 minutes west of Greenwich,on which meridian the scale is set at one partin 10,000 too small. The origin of coordinatesis at the intersection of the meridian 166 westof Greenwich and the parallel 54 00 minutesnorth latitude. This origin is given the coordi-nates: x = 500,000 feet and y = 0 feet.

Zone 9: is a transverse Mercator projection ofthe Clarke spheroid of 1866, having a centralmeridian 170 00 minutes west of Greenwich,

on which meridian the scale is set at one partin 10,000 too small. The origin of coordinatesis at the intersection of the meridian 170 00minutes west of Greenwich and the parallel54 00 minutes north latitude. This origin isgiven the coordinates: x = 600,000 feet and y= 0 feet.

Zone 10: is a Lambert conformal conic pro-jection of the Clarke spheroid of 1866, havingstandard parallels at north latitude 51 degrees50 minutes and 53 degrees 50 minutes, alongwhich parallels the scale shall be exact. Theorigin of coordinates is at the intersection ofthe meridian 176 degrees 00 minutes west ofGreenwich and the parallel 51 degrees 00minutes north latitude. This origin is given thecoordinates: x = 3,000,000 feet and y = 0 feet.

B. The zones of the Alaska Coordinate Sys-tem of 1983 have the following characteris-tics:

Zone 1: is an oblique Mercator projection ofthe World Reference Ellipsoid, having anorigin at the intersection of parallel 57 00minutes north latitude and meridian 133 40minutes west of Greenwich, at which the scaleis set one part in 10,000 too small, andthrough which the axis of symmetry is ingeodetic azimuth arc tangent-3/4, reckonedclockwise from south. The origin is assignedvalues such that all final coordinates will bepositive.

Zone 2: is a transverse Mercator projection ofthe World Reference Ellipsoid, having acentral meridian 142 00 minutes west ofGreenwich, on which meridian the scale is setone part in 10,000 too small. The origin ofcoordinates is at the intersection of the merid-ian 142 00 minutes west of Greenwich and the

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parallel of 54 00 minutes north latitude. Thisorigin is given the coordinates: x = 500,000meters and y = 0 meters.

Zone 3: is a transverse Mercator projection ofthe World Reference Ellipsoid, having acentral meridian 146 00 minutes west ofGreenwich, on which meridian the scale is setat one part in 10,000 too small. The origin ofcoordinates is at the intersection of the merid-ian 146 00 minutes west of Greenwich and theparallel 54 00 minutes north latitude. Thisorigin is given the coordinates: x = 500,000meters and y = 0 meters.



Zone 6: is a transverse Mercator projection ofthe World Reference Ellipsoid, having acentral meridian 158 00 minutes west ofGreenwich, on which meridian the scale is setat one part in 10,000 too small. The origin of

coordinates is at the intersection of the merid-ian 158 00 minutes west of Greenwich and theparallel 54 00 minutes north latitude. Thisorigin is given the coordinates: x = 500,000meters and y = 0 meters.


Zone 8: is a transverse Mercator projection ofthe World Reference Ellipsoid, having acentral meridian 166 00 minutes west ofGreenwich, on which meridian the scale is setat one part in 10,000 too small. The origin ofcoordinates is at the intersection of the merid-ian 166 west of Greenwich and the parallel 5400 minutes north latitude. This origin is giventhe coordinates: x = 500,000 meters and y = 0meters.


Zone 10: is a Lambert conformal conic pro-jection of the World Reference Ellipsoid,having standard parallels at north latitude 51

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degrees 50 minutes and 53 degrees 50 min-utes, along which parallels the scale shall beexact. The origin of coordinates is at theintersection of the meridian 176 degrees 00minutes west of Greenwich and the parallel51 degrees 00 minutes north latitude. Thisorigin is given the coordinates: x = 1,000,000meters and y = 0 meters.

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4.01 DATA TO BE FURNISHED TO THE

PARTY CHIEF

The Party Chief is charged with the responsi-bility of putting on the ground the approvedlocation line as shown in the reconnaissancereport and to obtain necessary information forthe design and right-of-way acquisition for theproject. It is obvious then that the party chiefneed be furnished with all pertinent data toaccomplish this purpose. This will includebut not necessarily be limited to:

1. Copy of the reconnaissance report.2. A copy of the Engineering Standards

and typical section to be used on theproject.

3. Aerial photos of the project area.4. Quadrangle maps.5. Land maps, such as BLM township

plats, ADL surveys and subdivisionplats.

6. As-built plans and reference notes.7. Listing of horizontal and vertical

control data such as coordinates ofUSC&GS triangulation stations,bench marks and GPS control.

8. Pertinent correspondence including acopy of the line inspection report.

9. A copy of the Authority to Proceed(ATP) for the project.

10. A copy of the State Personnel Rulesmay be useful for isolated parties.

11. A memorandum from the ProjectEngineer, giving the Party Chief theauthority for the survey and containingdetailed and specific instructionsnecessary for the work.

4.02 PRELIMINARY LINE–CHECK

REDUNDANCIES

4.02.1 PRELIMINARY LINE. In some instances,the reconnaissance survey has been made byrunning a preliminary line or utilizing aprevious survey, so that this may be used ascontrol. In other instances, the line shown onthe reconnaissance report is merely a paperprojection and the located line must be estab-lished in the position shown, as nearly aspossible, in which case a “P” line may benecessary, in order to reduce trial and error“L” lines.

4.02.2 ACCURACY. To accomplish surveys ofthird order accuracy, instruments must be inadjustment and properly operated by anexperienced instrumentman.

All angles shall be turned at least 2 times, tominimize the possibility of blunders anderrors in observations. This also compensates

SURVEYREQUIREMENTS?

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for errors inherent in the instrument. Tangentlines should be projected from P.O.T.’s bydouble centering. Angles should be recordedto the given accuracy of the instrument em-ployed.

In order to determine that the survey doesmeet the third order requirements, a closedtraverse must be run or the traverse closed onanother survey of equal or higher order accu-racy.

The above requirements as to accuracy shouldbe tempered by the fact that in Alaska, muchof our angular and distance measurementsmust be performed on unstable ground whereit is difficult to maintain an instrument setupor survey points. Discretion and good judge-ment as to cost of obtaining more accuratework than justified should always be em-ployed. Consult with the Regional SurveyChief for advice if such difficulties arise.

4.02.3 CURVES

The curve data used in the State, is basedupon the formula: D=5729.578/R where D isthe degree of curve and R is the radius, thesub-tangent distance, T, is found by: T=Rtangent ½ I, where I is the central angle of thecurve.

4.02.4 STAKING THE ALIGNMENT. If the projectstarts at the end of a previously improvedsection, pick up that stationing and carry itonto the new project. Equations in bearingsand stationing with the previous project shallbe shown if they exist.

Restake approximately 500 feet of the previ-ous project so that a profile can be made tojoin the previous grade line with the new.There may be topography or drainage flow to

consider and show on the new map to becertain that a proper junction will be assured.The same will be needed at the end of thesurvey if a tie is to be made to an existingroad.

If there is no stationing on the previousproject, or it is not desirable to carry theprevious stationing ahead, then start thesubject project with Station 5 or 10 so thatminus stationing will not have to be resortedto show the grade line transition, topographyand drainage of the preceding project.

It is desirable that the stationing shall increasefrom west to east or from south to north,however, it may be necessary to disregard thisrule and follow previous stationing anddirection in order to reconcile the new right ofway descriptions with the previously acquiredright of way, such as in the case of retracingexisting alignments for reconstructionprojects.

The centerline shall be marked by stakes set at100 foot intervals, with plus stakes set atintermediate breaks, stream, road, trail fenceand utility crossings. Curves greater than 4degrees shall be staked at 50-foot intervals,and curves greater than 6 degrees shall have achord correction subtracted from the 50-footchord distance. Urban projects shall also bestaked every 50 feet.

On long curves, bisect the angle at the pointof intersection and set an external point tocontrol the line and measurement on curves.If the external distance is too great, or thepoint of intersection inaccessible, set thepoints on the curve on long chords not over500 feet. In any event, have points on a curveto check in on as the curve is run out.

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Where the location follows the existingroad, spikes may be used to mark the centerpoint and the stake shall be offset at a safedistance where it will not be disturbed bymaintenance operations. ON paved sur-faces, the center point may be identified by asmall neat circle of paint.

It will be advantageous to set points as thesurvey progresses to be used later for prop-erty ties, approach surveys, bridge surveys,etc.

The location shall be marked “L” for the lineand any revisions shall be identified as L1,L2, etc. Transit points shall be marked POT,for Point on Tangent; POST, Point on Semi-Tangents; PC, Point of Curve; POC, Pointon Curve; PT, End of Curve; and PI, Point ofIntersection of Tangents.

Frequent ties shall be made to the prelimi-nary line for closure check. ON directlocations where no preliminary line is used,checks shall be made to a previous survey ifsuch exists, or if no survey exists, by anindependent traverse closure.

4.02.5 REFERENCE. Points of curve andsufficient points on tangent to reestablish theline shall be referenced out. Instrumentreference lines, supplemented with distancesto reference points, are preferred to rightangle distance ties. There should be at leasttwo reference lines with two points on eachline and they should intersect at the linepoint at approximately 90 degrees to eachother. All the reference points must be solocated as not to be disturbed by the con-struction operations.

4.03 TOPOGRAPHY

The recording of natural and man-madefeatures along the located centerline of thehighway is probably one of the most impor-tant phases of the project survey. Thistopography must be plotted from datacollected and field notes onto maps, usuallyat a scale between 1” = 20’ to 1” = 100’,with an accuracy commensurate with thetype and location of the features or improve-ment. No other single element of the surveycauses more problems in plotting, use andinterpretation by the designer and right ofway personnel. It is not possible to over-emphasize the need to be thorough andaccurate in obtaining this data.

Topography should be taken after the “L”line has been staked and curves run. This isnot always possible since frequently thelocation engineer must position the finalcenterline in relation to topographic controlpoints. Topography that has been takenfrom a “P” line that must be accuratelylocated and dimensioned as discussed laterin section 3.03.2 from the “L” line shouldbe tied again to the “L” line.

Utility lines and facilities and drainagesurveys are covered in a later section due totheir importance. This does not mean thatthe surveys should necessarily be madeseparately for these features.

4.03.1 WHAT TO TIE IN. A good rule is to tiein everything. This means all natural andartificial features along the centerline shouldbe identified and located. A person shouldbe able, from the field notes, to plot on amap, the features along the full length of theproject.

Thus, type, size, density of timber andground cover, swamps, lakes, ponds, rockoutcrops, slides, are some of the naturalfeatures that should be identified.

Man made topography such as clearings,cultivated fields, fences, roads, trails, build-ings, wells, drain fields, and ditches must beobtained. The size, type and condition ofthese should be recorded where applicable.

Topography should be taken to a sufficientdistance on each side of the centerline toshow all features within probable limits thatwill be affected either by the construction ofthe improvement or the right of way negotia-tions. In sparsely settled areas, the generallocation of buildings or other features, eventhough far removed and not affected by thelocation, should be shown in order to assistothers in finding the line at a future time.Ordinarily topography can be obtained morecompletely if it is carried through as aseparate operation after the line, levels andcross sections have been taken.

Topography that has been taken on thepreliminary location should be recheckedand tied to the location survey centerline ifthe features will be affected by the proposedright of way.

4.03.2 HOW ACCURATE TO BE. Hard and fastrules governing accuracy of topographicmeasurements cannot be laid down. Gener-ally, the more valuable the land or improve-ments thereon, the more accurate we need bein our measurements.Buildings and improvements can be dividedinto three classes: First, those, which liedwholly or partially within the proposed rightof way and consequently, must be razed or

moved; Second, those which lie approxi-mately 100 feet or less outside the proposedright of way, for which the owner maypossibly claim damages because of theproximity to the right of way line; and Third,those beyond the 100 feet for which serviceroads or utility line or pose replacementsmay be required.

The accurate position of buildings andimprovements falling under the second classshould be carefully tied to the nearest tenthof a foot. Porches and steps on the sides andfront of a building of the second class thatface the right of way are important, and tiesto them should be made. Porches and stepsmust be denoted as such on the sketch.

Since the exact width of the right of waymay be changed during the design and rightof way acquisition phases, the Party Chiefmust use some judgment in what topographyto tie to the accuracy above. Further, someof our existing rights of way are eithernonexistent or of unknown width, so thatwhere the location follows an existing road,all topography out to 100’ beyond the pro-posed right of way centerline should be tiedaccurately.

4.03.3 HOW TO MEASURE TOPOGRAPHY. To-pography may be taken by total station, rightangle prism and tape, compass and clothtape, clinometer and chain, by sketch or by acombination of these methods. The order ofaccuracy generally follows the order oflisting of the methods above. Some precau-tions should be taken for each method used.Small angles from centerline and longdistances should be avoided for all but tiesby total station.

Regardless of method used, the notes mustbe easily understood by those who maynever have seen the project. Sketches withproper orientation are essential. Pointnumbers and labels should identify featuresin the sketch. Abbreviations and symbolsused should agree with standards, and if not,be fully explained in the front of the fieldbook. Describe features shown fully, suchas “Concrete block pump house, 6’ x 8’ with8” cased well 4’ N. & 6’ W of NW cornerthereof.”

Driveways, private roads, and other inter-secting roads should be tied in by establish-ing a base line down their center line andmeasuring width out to a point well outsidethe right of way. This base line can be usedto profile and cross section these as required.Describe where the road goes, as “Joe Jonesdwelling” or “Dead end 1 mile back.”Indicate type and condition of surfacing.

Generally, building measurements are takento the outside line of the siding with over-hangs, eaves indicated by note and/or sketch.Be clear and consistent in this respect.

Railroads must be tied showing main track,spur tracks and communication facilities andappurtenances.

Where the new centerline follows along ornear the existing highway, the existingcenterline must be tied in often enough to beable to plot the alignment of the existinghighway.

The above discussion gives much goodinformation, it is hoped, but there is nosubstitute for common sense on the part ofthe Party Chief as to what and how to take

topography. Guidance from the RegionalSurvey Chief should be requested for un-usual problems.

4.04 UTILITIES

4.04.1 ?? . The overhead and undergroundutilities constitute a major part of the im-provements adjacent to our highway system.Their relocation to clear the improvement isboth costly and time consuming. Accurateinformation as to their location, type, owner-ship, condition, size and use is thereforevital. The Regional Utility Agent canfurnish valuable assistance with the utilitycompanies involved and should be contactedas required.

4.04.1.1 OVERHEAD UTILITIE. Utility polesshall be tied at the center of the poles to thenearest tenth of a foot. Angular or distanceoffset methods may be used to obtain thecenter position of the feature. The polenumber shall be recorded if visible on thepole. Lighting, transformers and under-ground conduit on poles should be noted.Elevations of the crossing wires shall betaken at proposed alignment centerlines andat low points. Sufficient poles should betied in so that all poles affected by theimprovement are located, and any anglepoles must be shown and tied. Anchors andguys should be tied.

Extreme care must be exercised whenworking near electrical transmission lines.Never attempt to measure clearances directlywith a wooden rod as some have a metalface, which is a good conductor. Likewise,cloth tapes or steel tapes must not be thrownor handled in such a way as to come intocontact with, or near the electrical line. Thisis particularly true in steep terrain where the

overhead clearance may be reduced.

4.04.2 UNDERGROUND UTILITIES. All under-ground utilities within the area affected bythe project should be found and their loca-tion determined. Here again, contact withthe owner of the utility through the RegionalUtility Agent may yield valuable informa-tion. Many cities and utility companies donot have accurate as-built plans showinglocation and depths, thus making the job oflocating them doubly difficult. Get as muchinformation as possible.

Private utilities outside of the city limitsshould be shown. This can only be done bycontracting property owners along thesurvey. This is particularly important whereindividual water lines and sewer lines inmany instances traverse from one side of thehighway to another side of the highway.

The use of a metal detector to locate under-ground pipes should not be overlooked.Gas, oil and water lines should be located,showing size, type and connecting laterals.Source of water, oil or gas should be indi-cated as well as direction of flow if these canbe determined. Also, note if the facility issleeved, size and if gas facility, wherevented.??

Storm and sanitary sewers shall be locatedand sketched. The sketch should indicatethe inlets, outlets, laterals, size and type ofall pipes. Invert elevations should be mea-sured and direction of flow and extent ofsystem shall be shown if such can be deter-mined.

Electrical and telephone conduits and ductsshould be handled in a manner similar to

above. Remember, extreme care must betaken when digging to locate or determineelevation of these lines.

It is to be noted that direct burial cableleading into manholes may have but a fewfeet of conduit entrance duct leading into themanhole. Direct burial cable is used forboth communications and electrical circuits,and extreme care should be used in diggingand exploring for their location. Electricalcables are dangerous and repair of commu-nication cables is extremely costly.

Determination of surface pipeline facilities,which abruptly go to an underground situa-tion, shall be determined as to location depthand termini.

4.05 LEVELS

4.05.1 EQUIPMENT. Record the serial numberand make of the level in the field book.Record the names of the crew, the date andthe weather, and other pertinent remarks.Keep the level in good adjustment by dailycheck.

Prior to using any rod, it should be measuredboth in the closed and extend positions.Occasional checks should be made to insurethat no slippage has occurred.

3.05.2 ELECTRONIC LEVELING. A relativelynew and sufficiently accurate method ofdifferential leveling is electronic leveling.For this method of leveling, the instrumentuses a photographic method of data acquisi-tion to determine a level line. The rod usedhas a bar code face and care must be exer-cised to maintain the rod. The rod should bekept in protective packaging when not inuse.

4.05.3 PROCEDURE. The instrument manshall do the instrument work and may keepthe notes for the work. The rodman shallcarry a notebook and record the foresightand backsight readings and readings onbenchmarks and check with theinstrumentman each time a benchmark isset. Set the instrument firmly and selectlocations where there will be satisfactorymoving space around the instrument whiletaking the readings.

Balance the sights so that the instrument isset up midway between turning points andlimit the total distance from any position to500 feet, being approximately 250 feet eachway from the instrument. For leveling on aline, which is on a grade, watch closely thedistance balance. Normally a long rod isread on the back sight and a short one on thefore sight, on ascending grades. Since theshort reading will be the upper in elevation,try for equal distance to the back sightdistance by having the rodman give a turnoff to the side of the line, usually around thehillside. In other words, if a turn is readdirectly on the line, it will be too short forbalanced distance and repetition of thisunequal balance and sight distance willmagnify any slight variation in the instru-ment adjustment.

Rod readings on top or base of rails, con-crete or bituminous floor elevations, sur-faces, turns and benchmarks shall be to thenearest 0.01-foot. All others measurementshould be made to the nearest tenth of a foot.In the case of water surface, record time ofday, and date, since these elevations willchange with water fluctuation.

4.05.4 BENCH MARKS. Set bench marks on

each side of major water crossings ad at allother proposed structures, also at 1,000 footintervals opposite as nearly as practicable tothe even stations and turn through eachbench. Run check levels and gain turnthrough each bench. Benchmarks should beset in rock if possible, or in large trees. Donot use power poles, railroad appurtenances,fire hydrants or other objects which may bedisturbed.

USC&GS benches are available throughoutthe State, and records of these elevations areupdated and published. The publishedelevations should be used on all State systemsurveys. Advise the Regional Survey Chiefif the use of an assumed datum is planned.

4.06 CROSS SECTIONS

4.06.1 PURPOSE. Cross sections are taken inorder to record the topographic conditionson each side of the proposed roadway.Cross sections may be taken when conven-tional ties by total station are not practical.This can occur in heavy vegetation or whenthe terrain is extremely steep. Often crosssections are performed in conjunction withconventional total station data acquisition.This is done by recording the elevation anddistance from the centerline of the groundsurface along the cross section. From thesecross sections, earthwork quantities arecomputed, drainage patterns studied, drain-age structures designed, and constructionlimits are derived.

4.06.2 FREQUENCY. Cross sections shall betaken at all 100-foot stations and at allintervening breaks. Cross sections shall alsobe taken at plus 50-foot stations on horizon-tal curves from 4 to 10 degrees and at 25-

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foot intervals on horizontal curves over 10degrees. The sections should extend 50 feetbeyond the fill and cut slopes intercepts in flatcountry, and proportionately more in rollingand steep topography. Determine the slopelines approximately from the ground to gradeline, so that time won’t be wasted takingsections far beyond any possible slope line.This will result in variable widths but willsame time in the field and later in plotting.

On urban projects, if cross sections aredeemed appropriate, sections should be takenbeyond the right of way line at a distance of25 or 30 feet. Sections should be taken at 50-foot intervals and at property and buildinglines.

4.06.3 METHODS. Cross-sections may betaken by several methods:

1. With level, rod and tape.2. With hand level, rod and tape.3. With total station and prism.4. By soundings.

Each of these methods has its place in ourwork and a particular method should beselected dependent upon the terrain to besectioned. The first two methods are the mostfrequently used and thus will be covered morethoroughly.The sections should be taken at right angles tocenterline, which may be established by aright angle prism for moderately steep terrain,by a transit for extremely steep or brokenterrain or by wingding with arms for flatterrain. The amount of deviation from thetrue right angle that can be tolerated withoutaffecting the accuracy of the section willdetermine the method of obtaining the rightangle.

The sections taken with a level will normallyyield notes identified as “rod readings”. Thesections taken with a hand level will normallyyield notes identified as “level notes withturns”. Since the cross section notes are beingreduced, plotted and computed by means ofthe computer, it is necessary to take the notesin such manner as to make data entry into thecomputer systematic.

Soundings of streams and lakes with a leadline present no great problem of note keepingexcept to bear in mind that the elevation ofthe water or ice should be recorded oftenenough to detect changes therein.

The elevations of the natural ground, clearedareas and gravel surfaces, should be recordedto the nearest tenth of a foot. The elevation ofhard surfaces including pavement, curbs,sidewalks and floors should be recorded to thehundredth of a foot.

Care should be exercised in making notes forother than conventional methods of crosssectioning. Explain if necessary, by narrativewriting, what you have done to accomplishthe work, where the instrument was located,with respect to line and elevation, if severalsetups were required for one section. Reduc-tions to elevation are usually from one HI andif this height is changed, make note of thenew position.

4.06.4 CROSS SECTION NOTES. The act oftaking accurate cross sections is an art inwhich good common sense is very much indemand. Following are criteria for taking,coding and submitting cross sections. Theelevation indicator (usually a rod reading)comprises the numerator of the cross sectionnote, and the distance from centerline com-

40



prises the denominator of the notes. Whensections are submitted as rod readings, theinstrument HI should be circled to differenti-ate turning points from instrument stations.The centerline elevation is noted as 0.0 andthe distance at the centerline is 0.

4.07 DRAINAGE AND BRIDGE SITE

SURVEYS

Drainage surveys range from noting thelocation of a small stream contained in aculvert, to the mapping of a watershed toassist in the determination of bridge length ortype.

4.07.1 SMALL STREAMS . Surveys of smallstreams and ditches should be carried farenough upstream and downstream to establishthe average slope of the stream. The largerthe stream, the greater the distance necessary.Consult with the Regional Hydraulic Engineerfor specific mapping requirements whennecessary.

Map the stream and its banks being sure tocover enough ground to contain possiblechannel changes, dike section and evidence offlooding. Record high water evidence, iceand scour marks.

A narrative description of the stream areashould be written in the field book. Thenarrative should include the soil type, vegeta-tive cover, and evidence of scour or shiftingof the streambed, drift, beaver dams andanything that might assist the designer indetermining culvert size. Talk to the mainte-nance men and local residents for history offloods and high water, and record it.

4.07.2 GLACIER AND ICING SURVEYS. The loca-tion and extent of icing along the location

should be determined by inspection at theappropriate time of the year, usually latewinter. Since this work is usually done inadverse weather with snow cover, much of thesurvey must be recorded later or by sketching.

Sketch the extent of icing, with photographs,giving depth if possible. For large glaciers,determine elevations across them at sufficientpoints so they may be plotted. Locate activewater source, whether spring fed, creekoverflow or hillside seepage.

Show type, size and position of existing pipes.Note the condition of pipes indicating type,size, and condition. Where drainage inad-equacies are observed, note any pertinentconstraints, sedimentation of culverts, freez-ing problems and recommendations basedupon the study and contacts with maintenancepersonnel. Give history of past efforts toalleviate drainage problems if possible.

4.07.3 BRIDGE SITES. The procedure forbridge site surveys is set forth in the HighwayPreconstruction Manual, section 1120.04, andshould be followed. Each bridge site willrequire slightly different procedures, cover-age, and perhaps scale change. In the eventthat a particular stream may require a largeculvert or small bridge, a bridge site mapshould be made, since it is easier to do this atthe time of the survey, rather than return to theproject at a later date. Discuss the site surveywith the State Hydraulic Engineer for hydrau-lic structures greater than 20 feet in length asmeasured parallel to the roadway centerline,including single and multiple culvert installa-tions, and Regional Hydraulic Engineers forculvert installations and other drainage struc-tures such as stormwater facilities. Sitesurveys for erosion and sediment control shall

41



be as directed by the Regional HydraulicEngineer. It is critical that this coordinationbe done early in the life of the project. It maybe required that the hydraulic engineer visitsthe site prior to or with the survey crew. Sitesurvey efforts from within consultant contractdesigns shall be under the direction of theconsultant’s engineer-in-responsible-charge.

Survey data shall be obtained that will repre-sent the typical conditions at the structure siteas well as other locations when stage-dis-charge and related information will be neces-sary. The type of hydraulic analysis willgovern the density of site data required. Thefollowing requirements for hydraulic sitesurveys are meant to supplement normaltopographic survey requirements. Surveys forcomputerized terrain modeling will requireadditional site information such as definitionof slope break lines and distribution of surveypoints with regard to triangular networks.(TIN). Cross sections derived from a TIN byinterpolation are not sufficiently accurate forhydraulic modeling purposes.

Site survey requirements for the design ofbridges, culverts, and other drainage facilitiesshall include the following items commensu-rate with the significance of environmentalimpact, risk, and importance of the structure.

A. A summary of the survey shall beprovided that includes a description of thebasis of survey, monuments, local coordinatesystem with sketch, true north direction, andproject datum elevation. Project datum mustbe reconciled with the as-built information ofany existing structures within the project. Ifthe project has tidal considerations, projectdatum shall be MLLW. Project stationingshall be reconciled with any existing as-built

stationing.

B. Ordinary High Water Mark (OHWM)shall be surveyed for all stream crossingsalong both banks within the right-of-waylimits of the project. The ordinary high watermark (defined by 11AAC 53.900(23)) forms aboundary line along the bank or shore up towhich the presence and action of non-tidalwater are so common and usual, and so longcontinued in all ordinary years, as to leave anatural line impressed on the bank or shoreand indicated by erosion shelving, changes insoil characteristics, destruction of terrestrialvegetation, or other distinctive physicalcharacteristics. The OHE line forms a juris-dictional boundary and is determined by aLand Surveyor registered in the State ofAlaska. Similarly, the High Tide Line shall besurveyed in tidal areas. Water level measure-ments shall include time and date tags. Theedge of water along both banks at the time ofsurvey shall be documented. If extreme highwater marks are evident, they shall be locatedand surveyed at various points along thestream to aid in defining the hydraulic gradeline of the high water event.

C. For bridge sites, stream cross sectionsnormal to flow direction which define thefloodplain, banks, and channel bottom shallbe surveyed at intervals up and downstream ofthe hydraulic structure. Generally, these crosssections will be spaced approximately onechannel width. A minimum of four crosssections downstream of the structure and threecross sections upstream of the structure areusually required. Hydraulic modeling consid-erations require one cross section each at thedownstream and upstream edge of deck. Ifthe bridge is skewed with respect to the flow,these two cross sections should place at the

42



downstream and upstream corners respec-tively. Each cross section should be longenough to encompass the limits of the flood-plain and have surveyed points (x, y, z) ateach slope breakpoint. In addition to crosssections, both edges of water and top of banksshall be surveyed at the midpoint betweeneach cross section or every 50 feet, whicheveris less. Additional shots may be required tosupplement cross section information at sharpbends in streams. For shallow streams,wading will be required. For deeper rivers,hydrographic (boat) survey will be required.Pertinent observations shall be documentedwith photographs.

D. If the site involves an existing bridge,the structure shall be located horizontally andvertically with stations, offsets, and eleva-tions. Bearings for tangents to the bridgeshall be provided and compared to as-builtinformation. New surveys shall be reconciledwith as-built information, and elevation andstation conversion equations supplied. Exist-ing centerline profile shall be surveyed on thestructure and for a minimum of 200 feet fromeither end of the bridge. Normally requiredpoints to be surveyed on the bridge includeBegin Bridge, End Bridge, centerline ofpier(s), and the four corners of the structure.If asphalt is present, contact Bridge DesignSection for preferred alternative point loca-tions. Shots made on the bridge structureshould be specific points that are thoroughlydescribed so that they are identifiable andrepeatable. Existing embankment approachesto the bridge shall be surveyed. A sufficientnumber of survey points underneath thestructure to define embankments andstreambanks in those areas are usually re-quired.

E. For culvert sites, cross sections normalto flow direction which define the floodplain,banks, and channel bottom shall be surveyedat intervals up and downstream of the hydrau-lic structure. Cross sections at the estimatedupstream and downstream embankment catchpoints shall be surveyed. As a typical mini-mum, an additional two cross sections up-stream and downstream shall be surveyed atintervals of approximately one stream widthor 20 feet, whichever is greater. The thalwegline (the line of deepest channel) shall besurveyed at a maximum of a point every 20feet between each cross section. The invertsand station/offsets for both ends of existingculverts shall be surveyed, and a descriptionof the culvert including height and width, andcondition shall be recorded. Pertinent obser-vations shall be documented with a photo-graph (e.g. inlet, outlet, etc.).

F. Other private and public structuresthat may be affected by the project and/or thehydraulic structure’s performance shall besurveyed for horizontal and vertical location.Document these structures with photographs.

4.08 PROPERTY BOUNDARY SURVEYS

4.08.1 PROPERTY CORNER TIES. Ties to prop-erty corners shall have redundant measure-ments performed for the purpose of verifyingposition. The redundant measurementsperformed will check for gross error at least,and preferably meet survey specificationherein. Property corners measured withoutredundant measurements are not acceptable.

4.08.2 RESTORATION OF DAMAGED CORNERS.Corners found to be unstable or damagedshould be refurbished before measurementsare taken. The location of the monumentbefore and after restoration should be made.Use bearing trees or bearing objects where

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available to verify position of the reset monu-ment. If a monument is reset, a Record ofMonument should be recorded, and the yearreset should be stamped above the date on themonument.

4.08.3 SET MONUMENT PROCEDURES. Primarymonuments set by the Department shouldmeet specifications in the Department Stan-dard Drawings Manual, M-13.01 and M-16.01. Other monuments set should identifythe monument as a Department monumentand should include a unique identifying markand the year set. Secondary property cornersshould be at least a 2-inch aluminum cap on30-inch rebar. Plastic caps may be used onrebar for control points when the cap clearlyindicates the point is for control and will notbe confused with a property corner or a right-of-way monument.

4.08.4 RECORD OF MONUMENT. Record ofMonument will be recorded for propertycorners or right-of-way monuments set whennot included on a Department plat. Therecord of monument should be prepared bythe Party Chief and certified by the SurveyChief.

4.08 SERIAL SURVEYS4.08.1 GENERAL

4.08.2 GROUND CONTROL

4.08.3 PHOTO INTERPRETATION

4.09 HYDROGRAPHIC SURVEysThe project includes about 4 acres of hydro-graphic mapping to be performed. Hydro-graphic mapping is to be at 1” = 20 feet with atwo foot contour interval. Depth measure-ments are not to exceed 50 feet between

successive measurements. Sounding linesshould not exceed 50 feet (nominal) betweenlines. A bar check must be performed andrecorded in the field book each day. A mini-mum of 3 cross check sounding lines are to berun across the project area. Hydrographicmapping is to include tidelands up to at leastmean tide level (MTL). Paper plots of sound-ing data to be included in the deliverables.

4.10 GPS SURVEYS

GPS is used for all types of surveys per-formed by the SE Locations Survey Crew.

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5.01 GENERAL RULES

You must keep notes neat and legible. Thefollowing recommendations will help youachieve this:

1. Use a sharp pencil of the properhardness.

2. No erasures; line out the mistake orincorrect recording (do not transpose)

3. Use a scale or straight edge as well asa standard template for drawings.

4. Above all, do not crowd notes.5. Plan your notes so the arrangement on

the page is orderly.6. Use care in lettering and in drawings.

Field Notes must be absolutely clear andunderstandable to you, other surveyors,computers and draftsmen. If you can’t makesomething clear with a picture or drawing,write it out, even if it takes the whole book. Ifin doubt about something, write about it in thenotes.

A neat appearing well arranged and accurateset of field notes, commands confidence andbuilds prestige in the surveyor and are a mustto the operation of the Department.

RULES YOU MUST FOLLOW:

1. Notes are to be written left to right andtop to bottom down the page, exceptcross section notes are to be written upthe page.

2. Put on each book:A. Project numberB. Project nameC. Type of surveyD. Year and month of surveyE. Date should be written on each page,

in the upper right hand corner.

3. Put on the first page of each new day:A. DateB. CrewC. WeatherD. TemperatureE. Atmospheric PressureF. Instrument IDG. Instrument PPM settings

4. On points described in notes, state whetherthe point is one you set or if found.

5. Any person adding to, checking, reducingor correcting any field notes must sign hisname and date of his additions.

SAMPLEFIELD NOTES?

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Always give a complete description ofmonumentation. Describe height of depth ofpoint, condition and markings on the monu-ment.

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6.01 PROGRAM OVERVIEW

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6.02 TDS OPERATIONS

6.02.1 DAILY ROUTINE.Create new topo job each day that topo will becollected. File name will be the date (i.e. Feb2, 2001 would be 020201.rw5). ChooseSEQUENTIAL. Starting point for each jobwill be #1500, accept the default coordinates.

Please note TDS job name in the field book.

Choose your control file. Control files will becalled C_XXXXX.cr5 When making acontrol file from pacsoft, please preface thefile with a “C” for sake of simplicity. Anexample control file might be calledC_MCNUG.cr5. See below for info regardingcreation and management of a control file.

Before taking any shots please enter notes intothe raw data file. These notes are to be theequivalent of our old code 99’s. To enter anote in the raw data, press “code”. You canenter up to 16 characters per line. The follow-ing information is necessary data that needs tobe entered every day.

Line 1: Crew

(BROU,PAPOI,PATTERSON,DAVIS…)

Line 2: Wx: (clr, mcldy, pcldy, rain, snow…)and Temp: (62F) and PPM: (-12ppm)

Line 3: Project number: (PN 67672) and orproject name.

Other notes can also be entered at any timeduring data collection. A resourceful gunnercan put little notes into the raw data for suchthings as “edit rod”, “edit desc”, “is it lunchtime”, etc.

Enter your setup info. Be sure to put in HIand HR before checking your backsight.

6.02.2 U SING ATR. When ATR is active,anytime a distance is being shot, ATR willfind the center of the glass. To make ATRfind the center of the glass without shooting adistance, press “shift” and “srch”. The“shift+srch” routine can be accessed fromanywhere in the TDS program. This is ex-tremely useful when backsighting. Rightbefore you send 0.00000 to the circle, press“shift+srch”, then enter and yes.

6.02.3 CARD MANAGEMENT . All files reside onthe instrument card. Aside from raw data files(*.rw5) and coordinate files (*.cr5) there are 4

?TDSPROGRAM

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other files that must be located in the rootdirectory of the card for TDS to work. Thesefiles are Errors.tds, Screen.tds, Scrll.tds, andSk.tds. In addition, descriptor files (*.txt)also live on the card. They are limited to 200words but there is no limit to the amount ofdescriptor files. We have already created afile called CTRL&PROP.txt and TOPO.txt.

Downloads and uploads will usually takeplace on a laptop because they have PCMCIAcard slots built in. When downloading thedaily topo raw data file, please leave theextension .RW5. After the raw data file isedited, save as E*.MSC. That accomplishestwo things, first it tells me the file is edited,secondly pacsoft requires MSC for an exten-sion on all raw data files. For the most part, Iwill do the digital edits and all I want from thecrew is the *.rw5 file.

Please run a scandisk on the instrument cardsonce every couple weeks.

6.02.4 EDITING FILES . Editing files means“comment line”. These are fine to leave inthe raw data.

OC: OccupyIt is okay to leave in the raw data file.

SP: Store PointThis line has got to be taken out. Otherwise ittries to overwrite points in the project.

SS: SideshotThis will be the precursor on all topo shots,and some control shots.

TR: TraverseThe only difference between SS and TR isthat if you TR to a point, TDS will automati-

cally move your setup to this point,backsighting the point it was set from.

LS: ?Basically this is the line for HI and HR makesure this line appears at all rod changes andsetup changes.

OF: OffsetThere should be 2 OF lines followed by an SSline. The SS line should contain only thecorrected shot based on whatever offset wasapplied.

6.02.05 CONTROL FILES . Close topo job, andopen control job when collecting control &property. C_Mcnug.cr5 is the control coordi-nate file, while C_Mcnug.rw5 would be theraw data for control. Download the rawcontrol file every night after new control iscollected. Leave the raw control file on thecard, and simply add on to it over the courseof the job. Each time you download the rawcontrol file (i.e. C_Mcnug.rw5) to your harddrive, name it something different. Forinstance, day1 you download C_mcnug.rw5,when it gets to your hard drive, name itC_mcnug01.rw5. Day 2 you downloadC_mcnug.rw5 name it C_mcnug02.rw5. Thisway you can leave your raw control file aloneon the card, and just add on to it as the jobprogresses. By renaming the raw control fileafter you download it, you are essentiallybacking it up in case of file corruption. Bythe way, in the above example,C_mcnug02.rw5 contains new data collectedon day 2 of control work, and it contains allthe data from C_mcnug01.rw5. C_mcnug03downloaded on day 3 of control work wouldcontain all of c_mcnug01, and c_mcnug02…

Please enter your daily info in the control file

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each day that you write to it. At the very least,enter all info on the first day and at a mini-mum crew, ppm, and date on all days after.

Here is the trick: The very first time youdecide to open your control file to collect newcontrol and property, you will notice that the“job info” screen shows that raw data is off.That’s bad! To turn raw data on, you need toselect “create raw data” from one of themenus. After you do this, check job info andensure that raw data is on. As long as youleave your control.rw5 file on the card, youshouldn’t need to worry about raw data beingon after the first time, but you should checkthrough job info each time you open thecontrol file for write.

Please note that you will need to unselectcontrol file before you can open it for write.

The beauty of collecting your raw control datain a file with the same name as you coordcontrol file is that coords for points youcollect in the raw file will automatically bewritten to the coord file.

So you know you’re going to Sitka next week,and you need to build a control file for a job atthe airport. You have a couple of options.

Pacsoft option:

1. Find the most current pacsoft project onQ:\RW\_LOCATIONS\CMASTER\DATA andcopy the whole job folder to your workstation.

2. Open the job in pacsoft and figure outwhich control points you need. Newer jobsare easy, all control and prop is somewherebetween 1 and 1499. Older jobs aren’t as easy,you may need to consult the old field books,

and or the blue job folder. Once you have apoint list figured out, you’re ready for the nextstep.

3. In pacsoft, go to Survey|DataCollection|TDS. In the TDS window, go toCoords|Download to File. Now enter yourpoint list, and name the output file.

4. You should name your output fileC_XXX.cr5 and take note of what folder it isbeing written to. I’ve been trying to create a“TDS” folder under the “RAW DATA” folderof each pacsoft project. You must add theCR5 extension.

5. After you successfully output the coord file,copy it to the root directory of the instrumentcard.

6. The very first time you decide to open yourcontrol file on the gun to collect new controland property, you will notice that the “jobinfo” screen shows that raw data is off.That’s bad! To turn raw data on, you need toselect “create raw data” from one of themenus. After you do this, check job info andensure that raw data is on. As long as youleave your control.rw5 file on the card, youshouldn’t need to worry about raw data beingon after the first time, but you should checkthrough job info each time you open thecontrol file for write.

LDD option:1. This option requires that all of your controlpoints exist in an ascii file to begin with.2. Open LDD and open a project, the projectcan be any old project or a junk project.

3. Go to Data Collection/input | Data Collec-tion Link.

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4. Go to Conversion | Convert File Format

5. Select an input file (your ascii control file),and an output file (C_xxxx.cr5). Format ofyour input file is USER DEFINED-ascii.Format of your output file is TDS coordinates(non-sequential). Click Convert, and away itgoes…

6. After you successfully output the coord file,copy it to the root directory of the instrumentcard.

7. The very first time you decide to open yourcontrol file on the gun to collect new controland property, you will notice that the “jobinfo” screen shows that raw data is off. That’sbad! To turn raw data on, you need to select“create raw data” from one of the menus.After you do this, check job info and ensurethat raw data is on. As long as you leave yourcontrol.rw5 file on the card, you shouldn’tneed to worry about raw data being on afterthe first time, but you should check throughjob info each time you open the control filefor write.

6.03 TRAVERSE PROCEDURES

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6.04 TOPOGRAPHIC PROCEDURES

In topo mode:1. Select Job menu from main menu2. either open existing, or create new job@

6.05 DATA TRANSFER METHODS

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6.06 POINT DESCRIPTION CODES

A list of description codes to be used is

provided herein. The point codes are used toautomate the data collection and data entryprocess within the Department. Abbreviatedcodes are used in the field to reduce entrytime and minimize keyboard entry errors. Theabbreviated codes are used by the software tocreate linework, set layers and insert symbols.The use of the provided description codes isrequired, however, as features not on the listare identified, they should be added to thecode list as necessary. New codes created inthe field should be transmitted to the surveycoordinator for inclusion in the master list.@insert list here

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APPENDIX “D” - Point Numbering / Descriptions

Point Numbers:

1-199 Main closed traverse control and GPS control200-499 Temporary and side shot control500-599 Other control (NGS, NOAA, etc...)600-999 Search coordinates, stake out points1000-1499 Property ties1500-1600 Temporary field points (backsight checks, etc...)2000-3999 DOT&PF reserved4000+ All topographic data

KCODE DFORMAT DLAYER SYMBOL SLAYERBURIED* UG LINE EPUU CNIF_TR* CONIFER TREE EPTT CG_T13 ESTTDCID_TR* DECIDUOUS TREE EPTT CG_T10 ESTTINV* $* EPID-C ABND_PP ABANDONED POWER POLE EPUE E-EPP ESUEABT ABUTMENT EPIW AIRPHOT AIR PHOTO PT EPRO STA ESROALY ALLEY EPHS ANC ANCHOR EPUE AP APPROACH EPHS AP_LUM APPROACH LUMINAIRE EPUE ESUEBEACH BEACH EPTW BG BLDG EPIS BG_1 BLDG EPIS BG_2 BLDG EPIS BK_CC_SW CONC SW EPHW BK_CU BACK CURB EPHC BK_DI_1 BACK DITCH 1 EPID BK_SW BACK SIDEWALK EPHW BK_SW_FE SW/FENCE EPHW BK_SW_LT SIDEWALK EPHW BK_SW_RT SIDEWALK EPHW BLDR BOULDER EPTO BNK BANK EPTN BO/BT BO/BT EPRO BOUND ESROBP BIKEPATH EPHS BR BRICK EPIW BRIDGE BRIDGE EPIB BRK BREAK EPTN

placement@

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KCODE DFORMAT DLAYER SYMBOL SLAYERBULLRAIL BULLRAIL EPIG BX BOX EPIS C COR EPIS BC* $* EPRO ERWM-PRM ESROBM* $* EPRO ERWM-BM ESROALPROP2"* $* EPRO ERWM-SEC ESROC_BG COR BLDG EPIS C_CC_ST COR CONC STAIRS EPIS C_CC_WA COR CONCRETE WALL EPIW C_EL_VLT COR ELEC VAULT EPUE C_GARG GARAGE EPIS C_HO COR HOUSE EPIS C_J-BX COR J-BOX EPFS E-EJBOX ESFSC_POST COR POST EPIP C_PST COR POST EPIP C_PVT COR PVMT EPHS C_SD COR STORM DRAIN EPUD C_SHED COR SHED EPIS C_ST COR STAIRS EPIS C_TEL COR TELEPHONE EPUT C_TX TRANSFORMER EPUE C_WD_SW COR WOOD SW EPHW CABIN CABIN EPIS CABLE CABLE EPUE CABLE_BX CABLE BOX EPUV CB CATCH BASIN EPUD CC CONC EPIS CC_RAMP CONC RAMP EPIS CC_ST CONC STAIRS EPIS CC_SW CONC SW EPHW CCP CONC POST EPIP CF_BG BLDG EPIS CF_BG_1 BLDG EPIS CF_BG_2 BLDG EPIS CF_BK_SW BACK SW EPHW CF_BRID* BRIDGE EPIB CF_BRK BREAK EPTN CF_C_BG COR BLDG EPIS BLM* $* EPRO ERWM-GOV ESRONGS* $* EPRO ERWM-GEO ESRO0_TIM10/16/01 $* LAST UPDATE CF_C_HO COR HOUSE EPIS CF_C_PVT COR PVMT EPHS CF_C_SD COR STORM DRAIN EPUD CF_C_ST COR STAIRS EPIS CF_CC CONC EPIS CF_CC_R* CONC RAMP EPIS

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KCODE DFORMAT DLAYER SYMBOL SLAYERCF_CC_ST CONC STAIRS EPIS CF_CC_SW CONC SW EPHW CF_CP CARPORT EPIS CF_DECK DECK EPIS CF_DOCK DOCK EPID CF_DI DITCH EPTD CF_DI_1 DITCH EPTD CF_DI_2 DITCH EPTD CF_E_CC EDGE CONC EPIS CF_E_PVT EDGE PVMT EPHE CF_E_SW EDGE SW EPHW CF_EL_TX ELEC TRANSFORMER EPUE CF_EP EDGE PVMT EPHE CF_EP_1 EDGE PVMT EPHE CF_EP_2 EDGE PVMT EPHE CF_EP_RT EDGE PVMT EPHE CF_EP_LT EDGE PVMT EPHE CF_FLOAT FLOAT EPID CF_FNDN FOUNDATION EPIS CF_SH SHOULDER EPHE-S CF_SH_1 SHOULDER EPHE-S CF_SH_2 SHOULDER EPHE-S CF_SIGN* SIGN EPHG E-HSIGN ESHGCF_TO_C* TOE CURB EPHC-TOE CF_TO_DI TOE DITCH EPTD-TOE CF_TP_DI TOP DITCH EPTD-TOP CF_TP_WA TOP WALL EPIW CF_TO TOE EPTN-TOE CF_TO_1 TOE EPTN-TOE CF_TO_2 TOE EPTN-TOE CF_TO_3 TOE EPTN-TOE CF_TO_4 TOE EPTN-TOE CF_TO_5 TOE EPTN-TOE CF_TO_6 TOE EPTN-TOE CF_TO_B* TOE BANK EPTW CF_TP TOP EPTN-TOP CF_TP_1 TOP EPTN-TOP CF_TP_2 TOP EPTN-TOP CF_TP_3 TOP EPTN-TOP CF_TP_4 TOP EPTN-TOP CF_TP_5 TOP EPTN-TOP CF_TP_6 TOP EPTN-TOP CF_TP_B* TOP BANK EPTW CF_TP_C* TOP CURB EPHC-TOP CH_FE CHAIN LINK FENCE EPIF CISTERN CISTERN EPUS CL C/L EPHCL

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7.01 PROGRAM OVERVIEW

MicroSurvey Software is used to import andreduce data gathered in the field. This pro-gram reads the TDS files and processes thedata to produce point coordinates andlinework. MicroSurvey CAD2002 creates adatabase that contains connectivity informa-tion, coordinate locations, descriptions,traverses, bearings, and distances. The pro-gram tracks the entities stored in the CADdrawing by their handle numbers. Many filesare created to store this information.

In order to limit the number of files you needto work with, MicroSurvey combines the datafiles into one file when you close the job. Thedatabase is stored in a file with the extension“.MSD”. This file is stored wherever yourCAD drawing is stored. When you are run-ning MicroSurvey CAD2002, this file isrenamed to the extension “.MBK”, and itserves as an emergency backup file. The.MSD file is expanded into a directory thathas the same name as your job with theextension “.MSJ”. If you are runningMicroSurvey CAD2002 and you look in thedirectory where your job is located, you willsee this .MSJ subdirectory. When you closethe MicroSurvey CAD2002 job by exiting orclosing the drawing, then the files will beautomatically compressed into one file, and

the directory will bed removed.

MicroSurvey CAD2002 has an automaticbackup timer that will save the drawing andthe database regularly. In the event that the.MSD file cannot be opened, the system willautomatically attempt to open the .MBK file.If neither file can be opened (very unlikely),then the system can still reconstruct thecoordinate database and the connectivitydatabase directly from information stored inthe drawing.

7.02 PROCEDURES

Generally you will be starting with data froma data collector, from field notes, or fromdirect COGO data entry. You may also extractdata from existing CAD drawings.

When you first start MicroSurvey CAD2002,you must either open an existing drawing(.flx, .dwg, or .dxf file) or start a new one.Opening an existing drawing will automati-cally open and link to the associatedMicroSurvey CAD2002 coordinate database(.msd file) If you start a new drawing, a newMicroSurvey CAD2002 database file will beautomatically created.On new projects, you will be shown the MainJob Defaults. You should fill out the dialog

MICRO SURVEYPROGRAM?

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box and set up the basic job information andscale factors. Next you will need to set theSystem Toggles to choices appropriate to thejob. Where you start next depends on the datasource. Most options can now be found onthe Assistant or in the MicroSurvey pull downmenus.

For data collectors you will either downloaddirectly from the data collector using thechoices on the Data Collector Communicationmenu, or reading a file from the data collectorusing the choices on the Data Collector FileAnalysis menu. For field note entry you willuse the Enter Traverse command on theTraverse Coordinating & Balancing menu.For manually entered COGO data, you willuse the COGO command from the Points/Lines/Curves menu. You can simply typeCOGO if you wish as a short cut. For point,line and curve data in a pre-existing CADdrawing, you will use the Auto Add Points toObjects command in the Coordinate PointUtilities menu.

When you enter a traverse in MicroSurveyCAD2002, either by downloading a datacollector or by manually typing in the data,the program creates a traverse database. Eachtraverse is contained in a separate database.The databases are stored in the project direc-tory when MicroSurvey CAD2002 is loadedand running, and they are automaticallycompressed into the .MSD file whenMicroSurvey CAD2002 is unloaded.

There is a set order that you should use whenworking with raw data information inMicroSurvey CAD2002:

1. Manually enter, load from a file or down-load the data into the traverse file.

2. If you are entering the data manually, andthe Auto Coordinate toggle is ON, then pointswill be coordinated and drawn onto theMicroSurvey screen as you enter the data. Ifyou download the data from a data collector,and coordinates in the ASCII file will beentered immediately in the coordinate data-base. The raw data shots read in from the datacollector ASCII file are not processed intocoordinates until you select RecoordinateTraverse.

3. Edit the raw data to correct any knownerrors by selecting Edit Traverse File.

4. Enter any starting setup and backsightcoordinates into the coordinate databasebefore you attempt to coordinate the traverse.Use Store and Edit Coordinates on the Coor-dinate Point Utilities.

5. Select Coordinate Traverse. This is theprogram that analyzes the raw data andcomputes the coordinates for all the raw datashots taken in the field.

6. Use the Active Coordinate Editor andexamine the MicroSurvey drawing for errors.

7. Correct errors using Edit Traverse File andRecoordinate the traverse. When you runRecoordinate traverse on a traverse that hasalready been coordinated, you will trigger apoint protection alert for each point pro-cessed. To avoid this, turn off Point Protec-tion in System Toggles, then the entiretraverse will be processed without interrup-tion.

8. To see the line work for the traverse, go tothe Show Traverse Graphically command.

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9. Use the Compute Closure option to analyzethe closure of the traverse.

10. You may balance the traverse using one ofseveral options, Angle Balance, TransitBalance, Crandall’s, Least Squares, or Com-pass Balance.

11. If you detect an error after balancing, youcan revert back to the original or editedtraverse and re-coordinate again starting atstep 5.

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BATTERIES?

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