Federal Transportation Administration
National Transit Database
Rural Reporting
CalACT Spring Conference & Expo
May 22, 2014
NTD
National Transit Database
Federal Transportation Administration
NTD Contact Information
Federal Transit Administration
National Transit Database
943 Glenwood Station Lane, Suite 102
Charlottesville, VA 22901
(888) 252-0936
NTDHelp@dot.gov
Monday – Friday
8:00am – 7:00pm Eastern
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Federal Transportation Administration
NTD Program @ FTA Headquarters
Keith Gates
Gary DeLorme
NTD Program Manager
NTD Senior Advisor
202-366-1794
202-366-1652
keith.gates@dot.gov
gary.delorme@dot.gov
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Federal Transportation Administration
Presenters
Andy Lofton
Joe Eldredge
Validation Project Manager
Validation Analyst
434-260-1175
434-993-8690
andy.lofton.ctr@dot.gov
joseph.eldredge.ctr@dot.gov
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Federal Transportation Administration
Agenda
• Background
– What is the National Transit Database?
– Who Reports?
• Data Submission
– How Does Data Get to NTD?
• Collection & Validation
• State 5311 program
• NTD Legacy (Current), NTD NextGen (In Development)
• Data Product
– What does FTA do with the data?
– What data resources are produced?
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Federal Transportation Administration
BACKGROUND
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Federal Transportation Administration
What is the NTD?
• Online reporting system for transit providers
• Title 49 U.S.C. 5335(a) establishes the National
Transit Database:
“The Secretary shall. . . maintain a reporting system,
using uniform categories to accumulate public
transportation financial, operating, and asset condition
information . . . using a uniform system of accounts”
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Federal Transportation Administration
Why does the NTD exist?
• Serves as a tool for public transportation service
planning
• Collects information for any level of government
to make public sector investment decisions
• Is a resource for peer agency comparisons, statewide statistics
• Supports FTA apportionment formulas
– 5307, 5311, 5329, 5337
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Federal Transportation Administration
Who Reports?
• Beneficiaries of federal funds
– State reports data for all 5311 subrecipients
– Data must be reported according to FTA’s Uniform System
of Accounts and the NTD reporting manual.
• Voluntary reporters
– FTA encourages all public transportation providers to
report, provided they can adhere to reporting
requirements
• Urban providers (5307 beneficiaries) report directly
to the NTD Urban Module, not through the State
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Federal Transportation Administration
Who Benefits from §5311?
§5311(a) – Definitions
(1) Recipient – a State or Indian tribe that receives a
transit program grant directly from the Federal
Transit Administration
(2) Subrecipient – a State or local governmental
authority, a nonprofit organization, or an operator
of public transportation or intercity bus service that
receives Federal transit program grants funds
indirectly through a recipient.
(Chapter 53 of title 49, as amended by MAP-21)
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Federal Transportation Administration
Funding Structure
FTA
Provider F
Provider E
Provider D
Provider C
Provider B
Subrecipients:
Caltrans
Provider A
Recipient:
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Federal Transportation Administration
NTD and CTSAs
• NTD collects service data for transit provided by
Coordinated Transportation Service Agencies (CTSAs)
• To report, service must meet NTD requirements
• Challenges:
– Definition of public transportation
– Identifying sources of funds
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Federal Transportation Administration
DATA REPORTING PROCESS
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Federal Transportation Administration
Data Reporting Process
Closeout
NTD Analyst
DOT
Transit Agency
Raw Data
NTD
National Transit Database
NTD Senior
Staff/Program
Managers
Data Product
Federal Transportation Administration
Finances, Assets, and Service
DATA COLLECTION
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Federal Transportation Administration
Data Collection
Caltrans sends out form known as RU-20 each year to
subrecipients of 5311. Templates available here.
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Federal Transportation Administration
Types of Data Collected
• §5311(b)(4) – Data Collection
“each recipient shall submit an annual report . . . on
capital investment, operations, and service provided
with funds received under this section, including – ”
• Total operating costs
• Vehicle revenue miles
• Fleet size
• Sources of revenue
• Ridership
• Fleet type
• Total annual capital costs
• Related facilities
(Chapter 53 of title 49, as amended by MAP-21)
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Federal Transportation Administration
www.ntdprogram.gov
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Federal Transportation Administration
Public Transit Service
• Agencies must report revenue miles, revenue hours,
and unlinked passenger trips for each mode of public
transportation operated by the agency.
• Public transportation
–
–
–
–
regular and continuing
general or special service
open to public
Includes complimentary ADA & non-emergency medical
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Federal Transportation Administration
Public Transit Service - Modes
• The most common modes for transportation in rural
areas include:
–
–
–
–
Bus (Fixed, Deviated-Fixed, Both)
Demand Response
Demand Taxi
Vanpool
• Each mode presents unique challenges in terms
of data collection
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Federal Transportation Administration
Revenue Service
• The time when a vehicle is available to the general
public and there is an expectation of carrying
passengers
• These passengers may:
– Directly pay fares
– Be subsidized by public policy
– Provide payment through some contractual
arrangement
• Vehicles operated in fare free service are considered
to be in revenue service
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Federal Transportation Administration
Revenue Service
• Layover and recovery time are included
– The hours scheduled at the end of the route before the
departure time of the next trip
• This time is scheduled for two reasons:
– To provide time for the vehicle operator to take a
break (layover)
– To provide time to get back on schedule before the
next trip departs if the trip arrives late at the end of
the route (recovery)
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Federal Transportation Administration
Revenue Service
• The following examples are excluded from revenue
service:
–
–
–
–
Deadhead
Vehicle maintenance testing
School bus service
Charter service
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Federal Transportation Administration
Deadhead
• The miles and hours that a vehicle travels when out
of revenue service
• Deadhead includes:
– Leaving or returning to the garage or yard facility
– Changing routes
– When there is no expectation of carrying revenue
passengers
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Federal Transportation Administration
Unlinked Passenger Trips
• These are the number of passengers who board
public transportation vehicles
• Passengers are counted each time they board
vehicles no matter how many vehicles they use to
travel from their origin to their destination
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Federal Transportation Administration
Sponsored Trips
• Sponsored service is paid, in whole or in part, directly to
the transit provider by a third party.
• May be offered by providers as part of the Coordinated
Human Services Transportation Plan
• Common sponsors include:
–
–
–
–
–
–
the Veterans Administration
Medicaid
sheltered workshops
The Arc
Assisted Living Centers
Head Start programs
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Federal Transportation Administration
Rural CA - Total Trips by Type
10,000,000
8,000,000
6,000,000
4,000,000
2,000,000
0
2010
2011
Sum of REGULAR TRIPS
2012
Sum of COORDINATED TRIPS
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Federal Transportation Administration
Revenue Miles & Hours
• Vehicle Revenue Miles (VRM)
– include the miles that vehicles are scheduled to, or actually
travel while in revenue service
• Vehicle Revenue Hours (VRH)
– include the hours that vehicles are scheduled to or actually
travel while in revenue service
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Federal Transportation Administration
Rural CA - Revenue Miles by Mode
25,000,000
20,000,000
VP
15,000,000
DT
DR
10,000,000
CB
MB
5,000,000
0
2010
2011
2012
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Federal Transportation Administration
Examples - Revenue Service
• Through a broker, Nursing Home schedules a
Medicaid-sponsored trip
– Bob’s Dial-a-Ride cutaway departs from garage @ 10:45
– Arrives @ 11:00, 5 passengers board vehicle @ 11:02
– Drops off passengers at destination 3 miles away @ 11:15
• Resulting Data
– 3 vehicle revenue miles
– 0.25 vehicle revenue hours
– 5 sponsored unlinked passenger trips
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Federal Transportation Administration
Volunteers
• Many coordinated systems use volunteer drivers
• The reporting agency may include volunteer trips IF:
–
–
–
–
It has control over volunteer resources
It ensures there is an attempt to share rides
It tracks service data: revenue miles, revenue hours, trips
It records cost of operating, includes fuel reimbursement
• The following examples are not reportable to NTD:
– Passengers call the volunteer driver directly for transport,
bypassing transit provider
– Passengers are transported by a family member or friend
– Passengers self-transport to the final destination
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Federal Transportation Administration
How to Record Financial Data
§ 5335 (b) – Reporting and Uniform Systems
Accrual Accounting
Expenses are recorded when incurred, regardless of
whether or not receipt of the revenue takes place in
the same reporting period
Ex. A passenger buying $10 worth of fare, but only
expending $5.
(Chapter 53 of title 49, as amended by MAP-21)
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Federal Transportation Administration
How to Record Financial Data
§ 5335 (b) – Reporting and Uniform Systems
Accrual Accounting
Expenditures are recorded as soon as they result in
liabilities for benefits received, regardless of whether or
not payment of the expenditure is made in the same
reporting period.
Ex. An employee receives a paycheck 10 days after it was
issued. The receipt date is in a new fiscal year.
(Chapter 53 of title 49, as amended by MAP-21)
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Federal Transportation Administration
Financial Information
• Report the total amount of expenses incurred by
your agency annually
• This information is separated into two functions on
rural NTD forms:
– Operating Expenses
• Includes administrative/vehicle maintenance
– Capital Expenses
• Expenses are broken out by source of funding used
to cover the expense.
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Federal Transportation Administration
Operating Expenses
• Agencies report
– The day-to-day expenses of operating and maintaining
vehicles; maintaining other equipment, buildings, and
grounds
– General administration costs including marketing and
customer support; finance and procurement; planning
and service development; legal costs
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Federal Transportation Administration
Operating Expenses
Examples:
California:
•
•
•
•
Year
2012
2011
2010
Salaries, wages, benefits
Utilities – Electric, water
Materials and Supplies
Equipment lease and
rental
• Cleaning services
• Insurance
• Taxes
Average
$71,930,292
$75,322,667
$80,381,597
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Federal Transportation Administration
Capital Expenses
• Agencies report:
– The expenses related to the purchase of equipment
where equipment means an article of non-expendable
personal property having a useful life of more than
one year
– An acquisition cost which equals the lesser of
• The capitalization level established by the government
unit for financial statement purposes
• $5,000 (Office of Management and Budget, Circular A87)
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Federal Transportation Administration
Capital Expenses
Examples:
• Vehicles
• Buildings
California:
Year
2012
2011
2010
Average
$23,029,069
$12,403,860
$17,215,114
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Federal Transportation Administration
Recording Expenses
• Subrecipients receive funding from different grants
and have access to multiple sources of revenue
• When reporting to the State, subrecipients must:
– Report the original source of funds
– Report the total amount used for reimbursement NOT
the total grant or award.
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Federal Transportation Administration
Sources of Revenue
• Four major categories
• Subrecipients must report revenues as:
–
–
–
–
Federal
State
Local
Other (Directly Generated)
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Federal Transportation Administration
Local
• Financial assistance from local entities that support
the operation of the transit system, including:
– Tax levies: A specified amount from local levies that is
dedicated to supporting public transit operation costs
– General funds: Transfers from the general fund of
local governments to cover the Local Share portion of
the transit system budget
– Specified contributions: Contributions from city,
county or other municipal government towards the
Local Share portion of the transit system budget
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Federal Transportation Administration
State Funds
• State programs that support public transportation
vary
• Caltrans Grant Programs:
–
–
–
–
–
Partnership Planning for Sustainable Transportation
Transit Planning for Sustainable Communities
Transit Planning for Rural Communities
Environmental Justice Transportation Planning Grants
Community-Based Transportation Planning Grants
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Federal Transportation Administration
Federal Funds
• Caltrans is the designated recipient of 5311
– Administers FTA grants for rural and small urban
• Other Common FTA Grants supporting CTSA
providers
– 5310 (Elderly Individuals and Individuals with
Disabilities)
– Previous: 5316 (Job Access and Reverse Commute)
– Previous: 5317 (New Freedom)
• Coordinated/Consolidated Human Service Plans
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Federal Transportation Administration
Other; Directly Generated
• Sources in this category include:
–
–
–
–
–
Fares
Contracts
Bus Advertisements
Vending Machines
Donations
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Federal Transportation Administration
Rural CA - Operating Assistance Expended
by Source
100,000,000
Other Funds
80,000,000
FTA Parks Program (§5320)
FTA New Freedom Program funds (§5317)
60,000,000
FTA Job Access and Reverse Commute Formula
(§5316)
FTA Rural Areas (§5311 & ARRA §5311)
40,000,000
FTA Elderly and Disabled (§5310)
State funds
Local Funds
20,000,000
Contract Revenues
Fare Revenues
0
2011
2012
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Federal Transportation Administration
DATA VALIDATION
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Federal Transportation Administration
Caltrans Validation
• After transit provider or reporting entity sends to
State, 5311 office validates before submitting to NTD
– Several data integrity checks
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Federal Transportation Administration
NTD Validation
 Integrity
– Revenue miles per revenue hour
 Consistency
– 2012 vs. 2013
 Timeliness
– Caltrans submits on 11/30/13
 Completeness
– Service data for volunteers
 Accuracy
– Revenue miles vs. actual miles
 Validity
– Positive numbers only for RU-20
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Federal Transportation Administration
Rural CA - Average Revenue MPH by Mode
35
30
25
20
MB
CB
15
DR
10
5
0
2010
2011
2012
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Federal Transportation Administration
Revenue Hours per Mile
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Federal Transportation Administration
NTD ONLINE REPORTING
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Federal Transportation Administration
www.ntdprogram.gov
Resources
Login
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Federal Transportation Administration
NTD NextGen
• New online reporting system
– Currently in development; currently in pilot testing
– Content very similar to NTD Legacy
– Interface mimics popular online tax software
• Subrecipients file an annual Identification Form
(B-10) that determines structure of report.
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Federal Transportation Administration
NTD NextGen (cont.)
• Structure for general rural public transit
providers:
– Reduced Reporting Form (RR-20)
• Layout varies based on reporter type selected
• Comparable to Financial, Service, Safety sections of RU-20
– Revenue Vehicle Inventory (A-30)
• Comparable to Vehicles subsection of RU-20
– Maintenance Facilities Form (A-10)
• Comparable to Facilities subsection of RU-20
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Federal Transportation Administration
New Requirements
• Beginning with Report Year 2014, subrecipients will
provide more information on revenue vehicle
inventory.
•
•
•
•
•
•
•
•
•
•
•
RVI ID
Number of Vehicles in Total Fleet
Vehicle Type
Ownership Type
Funding Source
Number of Active Vehicles in Fleet
Number of ADA Accessible Vehicles
Fuel Type
Vehicle Length
Seating Capacity
Used for another mode
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Federal Transportation Administration
New Requirements
• Beginning with Report Year 2014, subrecipients will allocate operating
expenses by Mode and Type of Service (Directly Operated or Purchased)
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Federal Transportation Administration
Cost Allocation Methods
• Determine which expenses are direct expenses and
can be easily traced to a particular mode/TOS.
• Determine which expenses are joint expenses. These
costs are incurred for the benefit of more than one
mode/TOS and cannot be easily traced to a specific
mode/TOS.
• Allocate joint expenses or shared costs to each
mode/TOS.
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Federal Transportation Administration
Cost Allocation Methods (cont.)
• Recognizing that some agencies may not
already allocate joint costs by mode/TOS, NTD
suggests common allocation variables:
–
–
–
–
Revenue Hours
Revenue Miles
Number of Employees
Ridership
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Federal Transportation Administration
Example—Allocating by VRM
• Subrecipient operates a Dial-a-Ride or Demand
Response (DR) service and a fixed-route bus (MB)
service
– Collects Annual Vehicle Revenue Miles (VRM) for each
mode separately.
• DR: 200,000 VRM
• MB: 300,000 VRM
– Does not allocate joint Operating Costs by mode.
• Total Annual Operating Expenses: $1,000,000
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Federal Transportation Administration
Example—Allocating by VRM
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DATA PRODUCT
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Federal Transportation Administration
Data Product Uses
• Public transportation service planning
• Facilitate public sector investment decisions
• Peer grouping and agency comparisons, statewide statistics
• FTA apportionment formulas
– 5307, 5311, 5329, 5337
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Federal Transportation Administration
Transportation Planning
• Serves as a base for public transportation service
planning
– Example: Toolkit for Rural Community Coordinated
Transportation Services
• Published by FTA in 2004; used Rural NTD data to study
efficient coordinated systems
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Federal Transportation Administration
Comparisons and Performance
Measurement
• Resource for peer agency comparisons, statewide statistics
– Performance measures development, as explained by
CalACT
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Federal Transportation Administration
Cost per Mile by Region
$7.00
$6.00
Cost per Mile – FY 2012
$5.00
$4.00
Average Cost per Mile-Rural
$3.00
Average Cost per Mile-Urban
$2.00
$1.00
$0
1
2
3
4
5
6
7
8
9
FTA Region
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Federal Transportation Administration
Rural CA – Number of Vehicles by Type
and Manufacture Year
30
Total
FTA-funded
State/Localfunded
Total
20
Automobiles
Bus
Cutaway
Minivan
Over-the-road bus
School Bus
10
Van
0
1992
1995
1997
1999
2001
2003
2005
2007
2009
2011
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Federal Transportation Administration
Rural CA – Number of Vehicles by Type
and Manufacture Year
30
Total
State/Localfunded
FTA-funded
FTA
20
Bus
Cutaway
Minivan
Van
10
0
1995
1997
1999
2001
2003
2005
2007
2009
2011
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Federal Transportation Administration
Rural CA – Number of Vehicles by Type
and Manufacture Year
Total
FTA-funded
State/Localfunded
State/Local
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Federal Transportation Administration
RESOURCES
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Federal Transportation Administration
www.ntdprogram.gov
Manual
Templates
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Federal Transportation Administration
Reporting Manual
The manual provides:
- An overview of NTD
- An in-depth explanation
of each form
- Line-by-line form
instructions
- Examples
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Federal Transportation Administration
Webinars & Screen Sharing
• Analysts are available to
deliver Webinars when
requested to help
review the reporting
process.
• Remote access and
screen sharing can help
agencies navigate the
online reporting system.
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Federal Transportation Administration
Thank You
Jacklyn Montgomery, CalACT
Katherine Pongratz, CalTrans
California Public Transit Operators
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Federal Transportation Administration
Questions?
• Contact
– Joe Eldredge
Joseph.Eldredge.CTR@dot.gov
– Loucas Lamkin
Loucas.Lamkin.CTR@dot.gov
– NTD Help Desk
(888) 252-0936
NTDHelp@dot.gov
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Federal Transportation Administration
Line 01
For consistency, NTD asks that the full legal name is provided.
This helps those who are unfamiliar with your agency correctly
identify you.
Acronyms can be provided on a different line.
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Federal Transportation Administration
Line 01
If your agency changes its legal name, please report the name
the agency is operated under on the last day of the reporting
period. Please be sure to notify the analyst of the change.
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Federal Transportation Administration
Line 01
NTD offers two places to report mailing addresses. The line
“mailing address line 1” must be filled out even though there is
a separate line for Post Office Boxes.
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Federal Transportation Administration
Line 01
Please report the last day of your report year to ensure data is
being reported for the correct report period and so analysts can
reconcile your data with another agency, if necessary.
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Federal Transportation Administration
Line 01
You do not have to restate the P.O. Box if it is given in
Mailing Address 1 line.
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Line 01
List up to five counties. If there are more, list only the
county where the agency is headquartered followed by
the number of additional counties. If multiple states,
include the state in parenthesis.
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Federal Transportation Administration
Line 01
If you do not have a website, please enter N/A in the
URL box.
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Federal Transportation Administration
Line 02
Please keep the contact information updated from
year to year. Notify DOT if the phone number or
contact person changes within the report year.
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Federal Transportation Administration
Line 03
“Other” is usually only selected for subrecipients who
are in the planning stage (not operating modes).
If you select, please be sure to describe the service
area in the box that appears next to the window.
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Line 04
All modes must be reported separately.
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Federal Transportation Administration
Line 04
NTD validation analysts can help you determine
whether your mode should be “other”
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Federal Transportation Administration
Line 04
A process should be in place to try to ride share. If not,
this service is not considered public transportation.
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Federal Transportation Administration
Line 06 - Revenue Sources
Report revenues expended NOT earned
The grant award amount can be larger than the amount
actually used.
Revenues expended should be reported according the
revenue’s original source.
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Federal Transportation Administration
Line 06
If you do not track fares, but instead accept donations,
report this on the “Other Funds” line.
If the program is fare-free and supported by a third
party, please report that contribution on the
appropriate line.
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Federal Transportation Administration
Line 07
Contract Revenues do not include:
- advertising
- purchase of transit passes or other fare media
- funds received pursuant to a service
agreement with a State of local social service
agency or a private social service organization
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Lines 08 - 09
Local sources used for operating assistance.
Do not report funding passed through the state from a
federal grant on Line 09. The line is intended for statelevel programs only.
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Federal Transportation Administration
Line 10a – 10b
If 5309 funds were expended on operating activities,
report those funds in Column a.
Ensure the funds are not from 5339.
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Federal Transportation Administration
Line 10a – 10b
A match for the 5310 program should be reported. This
may have been provided by another party, such as the
state and would be reported as state funds.
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Federal Transportation Administration
Line 10c – 10f
If a tribe contributes funds towards an existing service
with Tribal Transit Program dollars, those funds should
show on line 10d.
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Federal Transportation Administration
Line 10g – 10j
Enter 0s if no funds were expended from these
programs.
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Federal Transportation Administration
Line 10k – 10l
Report all other FTA program funds on line 10k.
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Federal Transportation Administration
Line 10k – 10l
Report federal Medicaid and other federal programs
not listed, on line 10l
State Medicaid on Line 09 for state funds.
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Federal Transportation Administration
Line 11
Line 11 is a summation of all sources of funding, line
06-10l.
Must equal total federal funds expended during
current report year.
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Federal Transportation Administration
Line 11a
Report any donations and contributions from sources
other than federal, state or local governments.
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Federal Transportation Administration
Line 12
Line 12 is a summation of all funding sources, lines 0611a.
NTD
RU-20
National Transit Database
Federal Transit Administration
National Transit Database
Federal Transportation Administration
Validation Tip
Line 05 and Line 12 should match.
Line 12 is a sum of all funding sources used to cover
the expense listed on Line 05.
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Federal Transportation Administration
Line 13
To add new vehicles, click add fleet group.
If the vehicles acquired are the same type and manufacture
year, they must be reported on the same line.
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Federal Transportation Administration
Line 13
Choose the vehicle type that best matches the vehicle.
NTDYear of manufacture is not model year.
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Federal Transportation Administration
Line 13
The largest source of funding for the vehicle should be
reported.
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Federal Transportation Administration
Line 13
To delete a fleet, click the delete button and then save the form.
That entire fleet group will be removed.
If only one vehicle was removed from a fleet, edit the number in
column g.
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Federal Transportation Administration
Line 14 – Validation Tip
The summation of column “a” should always be larger
than the summation of column “g” or the values
should match
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Federal Transportation Administration
Line 15
Enter 0 if the vehicles are serviced at a local station.
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Line 16 and Line 17
Report the number of volunteer drivers available to
the agency and the number of vehicles routinely used.
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Federal Transportation Administration
Line 18
Service data by mode
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Federal Transportation Administration
Line 18
Report all miles traveled in revenue service. Please
exclude deadhead, training, testing, and school bus
and charter services.
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Federal Transportation Administration
Line 18
Report all hours traveled in revenue service. Please
exclude deadhead, training, testing, and school bus
and charter services.
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Line 18 – Example
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Line 18
One bus makes 40 trips a day, is that what you are asking here?
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National Transit Database
Federal Transportation Administration
Line 18
Passenger trips are individual boardings, i.e., each time
a person gets “on-board” a vehicle. The total trips will
be the total passenger count for the year.
NTD
National Transit Database
Federal Transportation Administration
Line 20, 21, 22
- Immediate transport to a hospital
- A death within 30 days
- Property damage >$25,000
NTD
National Transit Database