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Public Transit Division

Reporting and Forms
Introduction


The Reimbursement Request, Quarterly Report and supporting documentation forms have been improved and simplified. Please contact your Regional Transit Coordinator for questions regarding the Quarterly Report. 
 

Funds recipients that do not use OPTIS: please submit Reimbursement Requests, Quarterly Reports and all other required supporting documentation by email to ODOT Public Transit Reporting. If you prefer to mail or fax them, that is acceptable. However, please use only one method to submit all of the documents. (For example, if you email your documents, please do not send them again via mail or fax.) This will help us to quickly and accurately process your request.        
 


Overview & Help

 

Overview
The overview document explains the process for quarterly/periodic reports, special reports, and reimbursement requests. Please be sure to read the overview for a road map of where you are and where to go.

     • Overview Document

How to Download Forms & Documentation
The easiest way to download the forms or documents, especially Word or Excel, is to follow this simple step:
     • 'Right-click' on a document link lower in this page. Choose 'Save Target As' (or 'Save Link As'). When a dialog box appears, choose the location for the file to be saved to your computer.

Email Solutions
Please send all your reporting and forms to ODOTPTDreporting@odot.state.or.us. If the reimbursement request form Email Form action button gives you an error message or is not compatible with your email client (e.g. GroupWise), just create an email message and attach the whole Excel workbook to your email.

Important: Make sure to type the ODOT Agreement Numbers for which you are requesting reimbursement in the subject line of your email message. (Subject line example: New Reimbursement Request, Agmt # 25000, 25004, 25010)
 
The email size limit for sending attached documents to the above email address inbox is 10 MB (10,240 KB). If the total filesize of your email exceeds 10 MB, we will not receive your email. You should receive an error email message in return from our servers, but it is not guaranteed.

For PDF documents that are too large, please try to find a following solution that will work best for you:

Option 1 (easy):
Scan a smaller number of pages into separate PDFs creating two or more documents, each below 10 MB in size. Send each of these smaller created document in separate emails to us. 
 
Option 2 (easy – requires Adobe Acrobat software):
Use Adobe Acrobat to Optimize Scanned PDF to minimize the file size of PDFs. Check the file size of the optimized PDF to see if it is below 10 MB in size, then attach it to an email. (Another PDF editor can be used instead of Adobe Acrobat.) 
 
Option 3 (larger than 10mb files allowed - requires technical skill):
Follow *all 4* steps to upload large file(s). (1) Browse to our FTP incoming folder (FTP Site). If you see a message at the top of your browser stating "To view this FTP site in Windows Explorer, click Page, and then click Open FTP Site in Windows Explorer," please do so. (2) Drag and drop file or folder of files into the FTP folder. (4) Send us an email to let us know the file / folder name(s) that you have placed on our FTP site. 
 

Quarterly Report Forms, Supporting Documentation

 

Agency Quarterly Report
Please review the instructions for the quarterly report before proceeding.

 
Addendums (Quarterly Report)
Need additional rows in the quarterly report? Follow the links below and include with your quarterly report. (The links are also found within the quarterly report.)

 

Budget Detail Worksheet (Quarterly Report)
Please read the instructions for the budget detail worksheet accompanying your quarterly report.

     • Instructions for the Budget Detail Worksheet
     • Budget Detail Worksheet 

Disadvantaged Business Enterprise (DBE)
Reporting for DBE Semi-Annual Awards and Payments Report (9-30-11)

     • Instructions for DBE Reporting
     • DBE Report form 
     • Instructions for filling out the DBE form
 
Read more about Disadvantaged Business Enterprise.
 

Documented In-Kind Contribution

If you have problems with the automatic calculation feature in the Word document, please email us for assistance (or print the form and fill it out by hand.)

     • In-Kind Contributions 

Intercity
 
     • Intercity Service Report Form 
   

Vehicle Asset Maintenance Forms and Resources
 
Below is a list of asset maintenance forms, and resource links, which can be found on the PTD website under Reporting and Forms:
 
Sample Asset Maintenance Forms
  1. Detailed preventive maintenance checklist (SURTC)
  2. Sample preventive maintenance schedules for several vehicle types (Columbia County) – all in one Excel workbook:
  • Gas Bus PM Schedule
    • Diesel Bus PM Schedule
    • Mini-van PM Schedule
    • Gas Sedan PM Schedule
  1. Annual vehicle safety inspection chart (FTA)
  2. Sample new driver orientation form (SURTC) 
  3. Consolidated pre-trip & post-trip inspection & vehicle damage report
    (WSDOT, NCDOT, SURTC, ODOT-PTD)
  4. Sample wheelchair lift preventive maintenance policy/procedure  (Columbia County)
 
Asset Maintenance Resource Links
  1. Sample large transit agency vehicle maintenance plan (CYRIDE)
  2. Sample mid-size transit agency vehicle maintenance program (RideSource)
  3. Pre-trip Vehicle Inspection Test Study Guide (NMDOT)
  4. Bus safety equipment and on-board emergency response material (FTA)
  5. Transit Vehicle Security checklist (FTA)
  6. Sample contracted maintenance contractor review checklists (WSDOT)
  7. Sample Vehicle Cleanliness Inspection Sheet (NCDOT)

Reimbursement Request Form (RRF), Supporting Documentation

 

REIMBURSEMENT REQUEST FORM (RRF)

Each agency that is not using OPTIS should receive a custom Excel workbook called a Reimbursement Request Form (RRF) containing worksheets for each specific ODOT grant agreement for each biennium.

Download RRF
Download the latest version of your Reimbursement Request form.
 
Browse to ftp://ftp.odot.state.or.us/outgoing/RRF/.
(You may have to right-click on the link above and (a) select Open in New Tab or (b) Copy Shortcut, paste it in a new browser window's address bar, and hit Enter.)

  1. In your browser window, you should see a list of agency names. Look for the Excel file with your abbreviated agency name ([YourAgencyName].xls). Right-click on your agency's file, and choose Save Target As (or Save Link As).
  2. When a dialog box appears, choose the location for the file to be stored on your computer.

    Above, the instructions refer to '[YourAgencyName]' and that will be an abbreviation name for your agency. Examples: 'MetoliusCityOf' is for City of Metolius, 'CAMPO' is Corvallis Area MPO, etc.

If after following the above directions you do not see your agency's reimbursement request form present in the folder, please email us to resolve the issue quickly.

     • Reimbursement Request Help


SUPPORTING DOCUMENTATION
 
Vehicle Preventive Maintenance
Below is information on capital preventive maintenance and rehabilitation grants, including a form for preventive maintenance capital expenses.

     • Information and Printable Form
     • Preventive Maintenance - Capital Expense Excel Form (2-26-10)
 
Vehicle Purchase 

     • Instructions, Sample Letter, and Forms for Vehicle Reimbursement (pdf)
     • Sample Letter Template - Vehicle Reimbursement Request (doc) 
  
 

Related Links