| Reporting and Forms |
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| Introduction |
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The Reimbursement Request, Quarterly Report and supporting documentation forms have been improved and simplified. Please contact Jean Palmateer or Sharon Peerenboom for questions regarding the Quarterly Report.
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 fine, but please use one method to send all the documents. This will help us to quickly and accurately process your request. If you email your documents, please do not send them again via mail or fax.
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| Overview & Help |
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Overview
The overview document explains the process for quarterly 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.
How to Download Forms & Documentation
The easiest way to download the 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 Grant Agreement Numbers in the subject line of your email message for which you are requesting reimbursement. (Subject example: New Reimbursement Request, Grant# 25000, 25004, 25010)
The email size limit for sending attached documents to the above email address inbox is 10 MB (10,240 KB), so if your email attachments total more than 10 MB in one email, you are sure to receive an error email message in return from our servers.
For PDF and/or documents that are too large, please try to find a following solution that will work best for you:
Solution 1: 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 to an email. (Another PDF editor can be used instead of Adobe Acrobat.)
Solution 2: Use Adobe Acrobat to Extract Pages to split the PDF into two or more documents, each document being under 10 MB in size. Send each page set of the entire PDF in separate emails. (Another PDF editor can be used instead of Adobe Acrobat.)
Solution 3: Scan a smaller number of pages into separate PDFs creating two or more documents, each below 10 MB in size. Send each smaller document into separate emails.
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| Quarterly Report Forms, Supporting Documentation |
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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.
• Instruction 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
• Instruction for filling out the DBE form
Read more about Disadvantaged Business Enterprise.
Documented In-Kind Contribution
One of the forms below has automatic calculating totals and one does not. If there are any compatibilty issues with the automatic Word document, please download the manual form until further notice.
• In-Kind Contributions
Intercity
• Intercity Service Report Form
TDM Quarterly Report
Transportation Demand Management (TDM) Quarterly Report
• TDM Quarterly Report
Please send feedback to Alison Wiley, Transportation Options Program Manager, by email or telephone at (503) 986-4131.
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| Vehicle Asset Maintenance Forms and Resources |
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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
- Detailed preventive maintenance checklist (SURTC)
- 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
- Annual vehicle safety inspection chart (FTA)
- Sample new driver orientation form (SURTC)
- Consolidated pre-trip & post-trip inspection & vehicle damage report
(WSDOT, NCDOT, SURTC, ODOT-PTD)
- Sample wheelchair lift preventive maintenance policy/procedure (Columbia County)
Asset Maintenance Resource Links
- Sample large transit agency vehicle maintenance plan (CYRIDE)
- Sample mid-size transit agency vehicle maintenance program (RideSource)
- Pre-trip Vehicle Inspection Test Study Guide (NMDOT)
- Bus safety equipment and on-board emergency response material (FTA)
- Transit Vehicle Security checklist (FTA)
- Sample contracted maintenance contractor review checklists (WSDOT)
- Sample Vehicle Cleanliness Inspection Sheet (NCDOT)
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| Reimbursement Request Form (RRF), Supporting Documentation |
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REIMBURSEMENT REQUEST FORM (RRF)
Each agency that is not using OPTIS should have received a custom Excel workbook 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.)
- 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).
- 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. Some examples: 'OptionsSoOre.xls' is for Options for Southern Oregon, Inc., 'Silverton.xls' is for City of Silverton, and 'HASL.xls' is for Handicap Awareness & Support League, Inc.
If after following the above directions you do not see your agency's reimbursement request form present in the folder, please email Francine Peterson to resolve the issue quickly.
RRF Help
Need help with your grant reimbursement request form? Make sure to view the PDF help file online.
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 for Vehicle Purchase, Forms, and Sample Letter (pdf)
• Sample Letter - Vehicle Reimbursement Request (doc)
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