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How Do I Submit an Application for a Minor Utility or a Utility Major Permit?

Updated

This article describes how to submit an application for a Minor Utility or a Utility Major Permit via the Seattle Services Portal. For our example, we have selected a Minor Utility Permit. The application process for Utility Major Permit is the same.

Not sure what kind of SDOT permit you need? Refer to the SDOT web site for more information.

To submit an application for a Street Use Side Sewer permit, refer to How Do I Submit an Application for a Street Use Side Sewer Permit.

  1. Login to the Seattle Services Portal.

    IMPORTANT: If you do not yet have a Seattle Services Portal Account, you must register before proceeding. The contact information you provide during registration must match the contact information we have on record for your application.

  2. Click the Home tab.
    My Records Page - Home Tab Highlighted.png
  3. Under Create New, click Permits – Street Use.
    Under Create New section - click Permits - Street Use
  4. Records are grouped by type of permit. Click the triangle symbol next to each group to expand (or collapse) the list. A description is provided. For a Utility permit, expand the Utility group.
  5. Select Minor Utility Permit (or Utility Major Permit).
  6. Click Continue Application to start the Application process.
    Record_Type_Page_-_Select_Minor_Utility.png
  7. In Step 1: Location Information, enter the address for the project. For best results, only enter the Street No. and Street Name when searching for the address. When entering a Street Name for a numbered street, such as 5th Ave, only enter "5" in the Street Name field.
  8. Click Search. The remaining address fields are auto-filled if there is a match. If there are multiple matching addresses, you are prompted to select the correct address. In the rare case where you are asked to select a parcel, select any parcel in the list.
  9. Click Continue Application to proceed to Step 2.
    Step_1_-_Project_Address.png
  10. In Step 2: Contacts: Owner Contact Pre-Selection, use the drop-downs to pre-select the high-volume customer owner.
    1. Owner Organization:
      • For high-volume customers, select the organization that owns the asset or utility.
      • If the high-volume organization is not in the list or the owner is not a high-volume customer, select None of the Below.
        Owner Pre-Selection - Org Drop-down Open.png
    2. Owner Organization Contact:
      • For high-volume customers with more than one division, select the division that owns the asset or utility.
      • For high-volume customers with only one approved contact, the contact defaults.
      • If "None of the Below" was selected, None defaults.
        Owner Pre-Selection - Org Contact - Value of None Selected - Highlighted.png
  11. Click Continue Application to proceed to the Financially Responsible Party Pre-Selection page. If you see a red Attention message, that means you either have not selected an Owner Organization or an Owner Organization Contact. If either is missing, make a selection from the drop-down associated with that field. Once selections are made for both fields, click Continue Application again to progress to the Financially Responsible Party Pre-Selection page.
    Owner Organization Required Error.png
    Owner Organization Contact Required Error.png
    Owner Pre-Selection - Continue Highlighted.png
  12. In Step 2: Contacts: Financially Responsible Party (FRP) Contact Pre-Selection, use the drop-downs to pre-select the high-volume customer responsible for paying for the permit and its related charges.
    1. FRP Organization:
      • For high-volume customers, select the organization that is paying for the permit and its related charges.
      • If the high-volume organization is not in the list or the owner is not a high-volume customer, select None of the Below.
        FRP Pre-Selection - Org Drop-down Open.png
    2. FRP Organization Contact:
      • For high-volume customers with more than one division, select the division that is paying for the permit and its related charges.
      • For high-volume customers with only one approved contact, the contact defaults.
      • If "None of the Below" was selected, None defaults.
        FRP Pre-Selection - Org Contact with value of None Selected Highlighted.png
  13. Click Continue Application to proceed to Step 2: Contacts page. If you see a red Attention message, that means you either have not selected an FRP Organization or an FRP Organization Contact. If either is missing, make a selection from the drop-down associated with that field. Once selections are made for both fields, click Continue Application again to progress to the Contacts page.
    FRP Organization Required Error.png
    FRP Organization Contact Required Error.png
    FRP Pre-Selection - Continue Highlighted.png
  14. In Step 2: Contacts, your application requires four contacts:
    • The Applicant - the individual who is applying
    • The Owner - who owns the property, business, or asset
    • The Financially Responsible Party - who is paying for the permit and its related charges
    • The Onsite Contact - the individual who is available if we need to speak with somebody onsite

    If the Applicant or the Financially Responsible Party is not the same as the Owner, you may be asked to upload a Letter of Authorization later in the process.

  15. To add the Applicant contact information, click Select from Account to auto-populate the contact information from your Seattle Services Portal user account. If the Applicant is someone else, click Look Up to find an existing contact or click Add New to create a new Contact.
    Applicant Contact - Buttons Highlighted
  16. Scroll down to provide information about the remaining three required contacts. Use Select from Account, Add New, or Look Up.

    TIP: The pre-selected Owner and the Financially Responsible Party default into the Owner and Financially Responsible Party fields. If you selected the incorrect high-volume customer contact, click Step 1: Location Information tab, click Leave on the popup that displays, and then click Continue Application on the Location Information page to return to the pre-selection pages.
    Contacts Page - Location Information Highlighted.png

    Owner Selection - Buttons Highlighted.png
  17. To optionally add additional contacts, such as an Authorized Agent, scroll down to the Additional Contacts section. Use Select from Account, Add New, or Look Up to add the additional contact information. Select the contact Type when prompted and click Continue.
    Contacts Page - Additional Contacts Section.png
  18. Click Continue Application to proceed to Step 3. If you see a red Attention message, that means you either have changed an Owner or FRP contact that was pre-selected. If either was changed, click Step 1: Location Information tab, click Leave on the popup that displays, and then click Continue Application on the Location Information page to return to the pre-selection pages to select the desired contacts.
    Contacts Page - Owner and FRP Errors.png
    Contacts Page - Continue Application Highlighted.png
  19. In Step 3: Project Information, provide the Project Name. This field is for your reference. This Project Name appears on your invoice, if you are billed.
  20. For the Project and Location Description, enter a detailed description. The screen displays some guidance about the kind of information to provide. 
  21. Click Continue Application to proceed to Step 4.
    Step_3_-_Project_Information.png
  22. In Step 4: Related Information, optionally use this section to tell us about what else is related to your application, such as an SDCI permit, other SDOT permit, or enforcement action. 
    • Optionally, enter a Project Name.
    • Optionally, enter a Customer Reference. There are two fields you may use for your reference. Customer Reference appears on your invoice, if you are billed.
    • Optionally, enter Street and Utility Improvement Plan Number or Street and Utility Improvement Exception Reason.
    • Optionally, update the 24-Hour Contact and Restoration Party information.
    Step_4_-_Related_Information.png
  23. Scroll down to the Utility Information section. Select at least one utility and specify Method of Installation.
    Step_4_-_Utility_Information.png
  24. Scroll down to the Work Type Information section and select at least one work type.
    Step_4_-_Work_Type_Information.png
  25. Scroll down and click Continue Application to proceed to Step 5.
    Permit_Priority_Section_-_Continue_Application_Button_Highlighted.png
  26. In Step 5: Use Information, scroll to the bottom and click Add a Row.
    Use Details Section - Add a Row Highlighted.png
  27. A pop-up window prompts you to provide Use information. Fill in the fields. Required fields are marked with a red asterisk. Click on a blue circle with a question mark for help.
    • Use Type (required) – Select a Use from the dropdown.
    • Space (required) - Defaults to A. The Space is an informational designation for an area in the right of way. You may leave the default value. Note: If you add another use row for the same Use Type, then optionally update Space to B, and so on.
    • Rate Start Day (required) – Defaults to 1. You may leave the default value.
    • Use Start Date (required) – Select the start date for your Use.
    • Duration (Calendar Days) (read-only) – Defaults to 180 days.
    • Exp Date (read-only) – Auto populates based on Use Start Date and Duration. Note: If you tab out of the field, depending on your browser, the calculated date may not appear until the final review step before you submit your application.
    • Total Days in ROW (required) – Enter the total number of actual days that you will occupy the right of way. This value must be greater than zero and less than or equal to Duration.
    • Side of Street (required) – Select side of street where work will be performed. For road closures, pick Both Sides. If the work will be on more than one street frontage, you will be able to create another use row later in the process.
    • Work Days (required) – Defaults to Every Day. Select from dropdown if not every day. Options are Weekdays Only (Monday through Friday), Weekends Only (full weekend), Every Day (seven days a week), or Partial Week (not all weekdays or not all weekend or a combination that is not included in the above options).
    • Use Area (required) – Enter the right-of-way area for the use, in square feet.
    • Sidewalk Impact (required) - Concrete sidewalk or asphalt pathway. Defaults to None. If your work will block the sidewalk, select a value from the dropdown.
    • Bike Lane Impact (required) – 24/7 dedicated bike lane. Defaults to None. If your work will block the bike lane, select a value from the dropdown.
    • Travel Lane(s) Impact (required) – General purpose travel lanes. Defaults to None. If your work will block the travel lane(s), select a value from the dropdown.
    • Transit Lane Impact (required) – 24 hour dedicated bus or other transit lanes. Defaults to None. If your work will block the transit lane, select a value from the dropdown.
    • Parking Lane Impact (required) – Paid or unpaid parking lanes or spaces. Defaults to None. If your work will block the parking lane, select a value from the dropdown.
    • Other ROW Impact (required) – Alley, gravel shoulder, planting strip, etc. Defaults to No. If your work will block other right of way, select Yes.
  28. Click Submit.
    ROW Use Details Popup - Fields Valued - Submit Highlighted.png
  29. The pop-up form closes, and you are returned to the Use Details section. The Use information you just added is visible.
  30. To add another Use, click Add a Row. The same pop-up is displayed. Enter the required information.
  31. Once all the Uses are added, click Continue Application to proceed to Step 6.
    Use Details Page - One Row Populated - Add a Row and Continue Highlighted.png
  32. In Step 6: Attachments, a link to the list of required documents is available. Document requirements vary based on the Uses on your application. Some documents are required at application, and some are provided later during the review process. Different documents are required for Utility Major Permits, but the steps are the same.
  33. To attach a document(s), click Select.
    Documents_Page_-_Link_Highlighted_-_Click_Select.png
  34. On the File Upload pop-up, click Select.
    File_Upload_Pop-up_-_Click_Select.png
  35. Browse your computer and select the correct document, just like you browse to find a document to attach to an email. Click Open to upload your file.
    File_Open_-_Select_and_Click_Open.png
  36. To attach more documents, repeat steps 31-32. Once all documents are selected, click Done.
    File_Upload_Pop-up_-_Click_Done.png
  37. When you attach your document, select a Document Type. Make sure to select the document type that matches your required document, otherwise the system does not know you have provided the requested document. For example, select Right of Way Impact Plan as your Document Type when uploading the matching document. Then click Save to attach the document(s) to the application.
    Documents_Page_-_Select_Document_Type_-_Click_Save.png
  38. The document(s) you just saved are displayed. Click Continue Application to progress to Step 7. If you see a red Attention message, that means you either have not selected the correct Document Type and/or have missed a required document. If a document is missing, go back to step 30 and upload the missing document. If you selected the wrong Document Type on a document that you have already saved, upload the document again and pick the Document Type that matches the Condition in the Attention message. You may also add a description explaining that you are uploading the document a second time with the correct Document Type. When you see a message with a green checkmark, click Continue Application again to progress to Step 7.
    Minor Utility - Documents Page - Attention Error
    Documents_Page_-_Green_Message_-_Click_Continue_Application.png
  39. In Step 7: Review, a summary page is displayed. Review your application information. Click the Edit button to go back and make updates.
    Step_7_-_Edit_Highlighted.png
  40. Once reviewed, scroll to the very bottom, and check the box to agree to the listed terms and conditions.
  41. Click Continue Application to submit your application.
    Step_7_-_Certification_Checked.png
  42. A message displays confirming that your application is submitted for review. Make note of your Record Number. You will be contacted for any additional information and documents that are needed prior to approval of your application. An e-mail is sent to the four required contacts on the application notifying them of the application submission.
    Thank_You_Page.png
  43. You can log into the Seattle Services Portal at any time to view the status of your application.

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