2013 Reporting Year NTD National Transit Database Small Systems Waiver Reporting Manual Office of Budget and Policy September 2013 Federal Transit Administration U.S. Department of Transportation 2013 Small Systems Waiver Reporting Manual Table of Contents Introduction ........................................................................................................................................................... 1 What is the National Transit Database? .................................................................................................................. 1 Reporting Manuals and Modules ............................................................................................................................ 1 FY 2013 Annual Reporting Changes and Clarifications .......................................................................................... 1 Who Reports, What to Report, How to Report, When to Report, and Where to Report .......................................... 1 New Reporters ........................................................................................................................................................ 1 Reference Information ............................................................................................................................................ 1 What is the National Transit Database? ..................................................................................................................... 2 Legislative Requirement ......................................................................................................................................... 2 Funding for Transit Agencies Serving Urbanized Areas ......................................................................................... 2 Reporting Manuals and Modules ................................................................................................................................ 3 FY 2013 Annual Reporting Changes and Clarifications .............................................................................................. 3 Who Reports............................................................................................................................................................... 3 Purchased Transportation Services ........................................................................................................................ 4 Voluntary Reporters ................................................................................................................................................ 4 Extensions, Waivers and Special Requests ............................................................................................................ 4 Extension Requests ............................................................................................................................................ 4 Waivers and Special Requests ............................................................................................................................ 5 Small Systems Waiver – 30 or Fewer Vehicles ............................................................................................... 5 Natural Disaster Hold Harmless Adjustment .................................................................................................... 5 Data, Report or Passenger Miles Traveled Sampling Waivers ........................................................................ 6 Special Request – Strikes ................................................................................................................................ 6 What to Report ........................................................................................................................................................... 7 Reporting Modules and Forms ................................................................................................................................ 7 Declarations ............................................................................................................................................................ 7 Fiscal Year Data ..................................................................................................................................................... 7 How to Report ............................................................................................................................................................. 7 The NTD Identification Number ............................................................................................................................... 8 Internet Reporting ................................................................................................................................................... 8 Reporting Format ................................................................................................................................................ 8 General Formatting Rules ................................................................................................................................... 8 Accounting Requirements ....................................................................................................................................... 8 Generally Accepted Accounting Principles (GAAP) ............................................................................................. 8 Accrual Accounting .............................................................................................................................................. 9 Reporting Purchased Transportation ...................................................................................................................... 9 When to Report .......................................................................................................................................................... 9 Reporting Timelines .............................................................................................................................................. 10 Reminder Notices ................................................................................................................................................. 10 Failure to Report: No Report, Late Report, or Incomplete Report ......................................................................... 10 Where to Report ....................................................................................................................................................... 11 Table of Contents — i 2013 Small Systems Waiver Reporting Manual NTD Help Desk ..................................................................................................................................................... 11 New Reporters .......................................................................................................................................................... 11 Written Request .................................................................................................................................................... 12 Reference Information .............................................................................................................................................. 12 Transit Terminology and Parameters .................................................................................................................... 12 Public Transportation ........................................................................................................................................ 13 Modes................................................................................................................................................................ 13 Type of Service (TOS) ....................................................................................................................................... 13 Transit Agency .................................................................................................................................................. 14 Area Definitions ................................................................................................................................................. 14 Maximum Service Vehicles ............................................................................................................................... 14 Reference Documents .......................................................................................................................................... 14 Internet Reporting ............................................................................................................................................ 16 Overview .................................................................................................................................................................. 16 What Has Changed from Prior Years .................................................................................................................... 16 Internet Reporting System Security ...................................................................................................................... 16 Detailed Instructions ................................................................................................................................................. 16 Accessing Internet Reporting ...............................................................................................................................