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Reporting Manual U.S. Department of Transportation Federal Transit Administration Reporting Manual 1995 National Transit Database Report Year Reporting Manual 1995 National Transit Database Report Year Gordon J. Linton Administrator Federal Transit Administration January 1995 Executive Summary The Federal Transit Administration's (FTA) National Transit Database (NTD) (formerly Section 15) program helps meet information needs in plarming for public transportation services and making investment decisions at the Federal, State, and local levels. The program's goal is to provide an accurate and validated National Transit Database in a timely manner. Since the information collected in this program will affect public policy for many years, your cooperation to provide accurate data is essential. FTA continues to streamline the reporting process while maintaining historical continuity for analysis, and enhancing data accuracy. Improvements to the reporting system for 1995 include: • Further enhancements to Diskette reporting, including: • "Smart" forms for data checks; • Menu options for declarations; • Options to import data from a prior year; and • Expanded error and form status reports. • Declarations retained on file at your transit agency; • Detailed reporting for purchased transportation (optional); • Security data reporting; and • Inclusion of a Glossary of Transit Terms into the Reporting Manual. Changes to the NTD for 1995 are summarized in the introduction and incorporated throughout the Reporting Manual. The enclosed reporting forms are designed to help you report as easily as possible while establishing uniformity. The forms are used to record information in several areas. The initial series of forms, the Basic Information Forms (000 's) establish a basic transit agency profile. The Capital Funding Form (103) details the origin, amount and uses of a transit agency's capital funding. The Operating Funding Form (203) captures information on the origin and amount of operating funding, and passenger fare revenues earned during the reporting period. The Operating Expenses Forms (300 's) detail operating expenses by activity. The Non-Financial Operating Data Forms (400 's) collect various operating data such as service levels, maintenance, safety and security, vehicle inventories, and employee work hours. The Urbanized Area Formula Statistics Form (901) consists of the data used for the urbanized area formula apportionment. Two declarations are required to ensure the accuracy of the data. Sample formats are provided. These declarations are the Chief Executive Officer (CEO) Certification and the independent Auditor Statement (Financial and Urbanized Area Formula statistics data). A transit agency's NTD report submission is due to FTA as follows: • For fiscal year end dates between January 1 and June 30, your report is due October 28, 1995. • For fiscal year end dates between July 1 and September 30, your report is due January 28, 1996. • For fiscal year end dates between October 1 and December 31, your report is due April 30, 1996. If there are any questions or if FTA can do anything to assist you in reporting, please write to the address below. Federal Transit Administration National Transit Database P.O. Box 61126 Washington, DC 20039-1126 Note: Please use the U.S. Postal Service for deliveries to this P.O. Box. ii Table of Contents Section Page Introduction 2 What is the National Transit Database? 2 Changes in FY 1995 Reporting 2 Who Reports 3 What to Report 5 When to Report 5 Where to Report 7 How to Report 7 New Reporters 12 National Transit Database Framework 13 Declarations 13 Chief Executive Officer (CEO) Certification 13 Auditor Statement 20 Exemptions and Waivers 29 Nine or Fewer Vehicles Exemption 29 Declaration Waivers 31 Data Waivers 31 Passenger Mile Sampling Waivers 31 Validation Process 32 Report Forms 33 Basic Information Forms (OOO's) Transit Agency Identification Form (001) 000-2 Contracmal Relationship Identification Form (002) 000-12 Purchased Transportation Services 000-13 Cooperative Agreements 000-15 Supplemental Information Form (005) 000-30 Capital Funding Form (103) Capital Funding Form (103) 100-2 Operating Funding Form (203) Operating Funding Form (203) 200-2 Operating Expenses Forms (300's) Operating Expenses Summary Form (301) 300-2 Operating Expenses Form (301) 300-3 Allocating Joint Expenses 300-5 Operators' Wages Form (321) 300-22 Fringe Benefits Form (331) 300-32 iii Table of Contents Section Page Non-Financial Operating Data Forms (400's) Revenue Vehicle Maintenance and Energy Form (402) 400-2 Transit Way Mileage Form (403) 400-10 Transit Agency Employee Form (404) 400-22 Transit Safety and Security Form (405) 400-34 Transit Agency Service Form (406) 400-36 Collecting Passenger Mile Data 400-42 Revenue Vehicle Inventory Form (408) 400-58 Urbanized Area Formula Statistics Form (901) Urbanized Area Formula Statistics Form (901) 900-2 Appendix A: 1995 National Transit Database Glossary of Transit Terms A-1 Exhibits Page 1 Form Changes for 1995 3 2 Summary of NTD Reporting Requirements 9 3 Reference Documents 11 4 Annual Declaration Requirements 14 5 Urbanized Area Formula Data Review Suggested Procedures 22 6 Mode Codes 000-7 7 Assignment of Expense Object Classes to Allocation Variables 300-7 8 Time Classification Equivalency 300-27 9 Compressed Natural Gas Conversion Factors 400-5 10 Employee Labor Classifications 400-26 11 Passenger Mile Sampling Requirements 400-44 12 Passenger Mile Reporting Requirements 400-45 13 Vehicle Type, Ownership, and Fuel Type Codes 400-64 14 Manufacturers' Codes for Reporting Revenue Vehicle Inventories (Bus and Demand Response Vehicles) 400-65 15 Manufacturers' Codes for Reporting Revenue Vehicle Inventories (Rail and Other Vehicles) 400-67 16 Urbanized Area Formula Statistics Form (901) Corresponding Data 900-6 iv Examples Page 1 Accrual Method of Accounting 11 2 Chief Executive Officer (CEO) Definition 16 3 Chief Executive Officer (CEO) Certification Suggested Format 17 4 Auditor Statement Suggested Format 27 5 Nine or Fewer Vehicles Exemption 30 6 Purchased Transportation Services Reporting - Transit Agency X 000-18 7 Purchased Transportation Services Reporting - Transit Agency Y 000-19 8 Purchased Transportation Services Reporting - Transit Agency Z 000-20 9 Purchased Transportation Services Reporting - Transit Agency XX 000-22 10 Cooperative Agreement Reporting - Transit Agency A 000-23 - 1 1 Cooperative Agreement Reporting Transit Agency B and Transit Agency C . 000-24 12 Capital Funding Reporting 100-7 13 Operating Funding Reporting 200-8 14 Allocating Joint Expenses 300-8 15 Accounting for an Operator's Time and Cost 300-28 16 Revenue Service Interruption 400-4 17 Maintenance Facilities 400-5 18 Directional Route and Track Miles 400-14 19 Average Monthly Directional Route Miles 400-15 20 Employee Definition . 400-25 21 Computing Average Weekday Data 400-40 22 Computing Annual Total Data 400-41 Check Lists Page Transit Agency Identification Form (001) 000-10 Contractual Relationship Identification Form (002) 000-29 Supplemental Information Form (005) 000-34 Capital Funding Form (103) 100-12 Operating Funding Form (203) 200-17 Operating Expenses Form (301) 300-21 Operators' Wages Form (321) 300-31 Fringe Benefits Form (331) 300-36 Revenue Vehicle Maintenance and Energy Form (402) 400-8 Transit Way Mileage Form (403) 400-21 Transit Agency Employee Form (404) 400-33 Transit Agency Service Form (406) 400-57 Revenue Vehicle Inventory Form (408) 400-71 Urbanized Area Formula Statistics Form (901) 900-9 V I This Page Left Blank Intentionally vi I Introduction Introduction What is the National Transit Database? The following is from Title 49 U.S. C. 5335(a) (formerly Section 15): § 5335(a)(1) To help meet the needs of individual mass transportation systems, the United States Government, State and local governments, and the public for information on which to base mass transportation service planning, the Secretary of Transportation shall maintain a reporting system, by uniform categories, to accumulate mass transportation financial and operating information and a uniform system of accounts and records. The reporting and uniform systems shall contain appropriate information to help any level of government make a public sector investment decision. The Secretary may request and receive appropriate information from any source. (a)(2) The Secretary may make a grant under Section 5307 of this title only if the applicant, and any person chat will receive benefits directly from the grant, are subject to the reporting and uniform systems. The National Transit Database (NTD) reporting system evolved from the transit industry-initiated Project FARE (Uniform Financial Accounting and Reporting Elements). Over the years, a cooperative working arrangement has developed between the transit industry and the Federal government on the NTD data collection and reporting system. The private and public sectors have recognized the importance of and need for timely and accurate data on which to assess the continued progress of the nation's mass transportation systems. Changes in FY 1995 Reporting This year FTA has concentrated on enhancing diskette reporting. The enhancements will facilitate the reporting process, improve data quality and accelerate the validation cycle. There are also minor form changes and additions to clarify reporting issues and data needs. ' Diskette Reporting: Diskette reporting incorporates several new enhancements: "Smart" Forms: The software will incorporate more reminders
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