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Meet Reporting and Plan Requirements

Find information to help you meet reporting and plan requirements related to Oregon Department of Transportation, Rail and Public Transit grant funding.

I Want to Learn More About

Who reports?

1. Any agency with an open, active grant agreement (even if the actual service is being performed by another party).
2. Any agency with an ODOT Rail and Public Transit-funded capital item currently in use (even if the grant agreement is closed).

About the report

The report is completed in OPTIS and tracks agency revenues, expenses, performance, assets, accidents, and civil rights complaints. This information helps to demonstrate that your agency is meeting contractual obligations and delivering public benefits.

Frequency

​Quarterly

Additional Documents
Who reports?

​Any agency receiving Federal Transit Administration Intercity-5311(f) funding through ODOT Rail and Public Transit.

About the report

The report is submitted to ODOT Public Transit Division Reporting and collects intercity-specific service information that ODOT Rail and Public Transit uses to build a database of statewide intercity service.

Frequency

​Quarterly

Additional Documents
Who reports?
Any agency receiving Federal Transit Administration, or FTA, funding through ODOT Rail and Public Transit.
About the report

The FTA protects private charter operators from unfair competition by restricting federal fund recipients from providing most types of charter service. This report is used to collect and report to FTA about what, if any, charter service has been provided.

We email agencies a reminder to report each quarter. Respond "no" to the email if you did not provide charter service. Respond with a completed Charter Reporting form if you did provide charter service.

Frequency

​Quarterly

Additional Documents

Charter Reporting Form and Instructions 
(This fillable PDF form will not open in the Google Chrome internet browser. Open it in a different browser, or right-click on the link to save the file to your computer and open it with the free Adobe Reader)

Federal Transit Administration Charter Reporting website

Federal Transit Administration 5311 Charter Service Flowchart

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Who reports?

​Recipients of Federal Transit Administration planning, capital, and operating assistance that will have total contracting opportunities (excluding transit vehicle purchases) exceeding $250,000 in a federal fiscal year.

About the report

​ODOT has a goal to execute at least eight percent of transit contracts with businesses that have been certified as Disadvantaged Business Enterprises. This report tracks our progress towards that goal. Reports are due November 1 and May 1 each year. We email you a report form to complete and return.

Frequency

​Semi-annually

Additional Documents
Who reports?

​Recipients of Federal Transit Administration Urbanized Area Formula Program (5307) funds and Formula Grants for Rural Areas Program (5311) funds.

About the report

​This report is the nation's primary source of statistics about the U.S. transit system. We email you a reminder to report in the online database each year.

Frequency

​Annually

All data for the period of July 1, 2016 to June 30, 2017 must be entered by subrecipients into the online system and all issues must be resolved by November 9, 2017.

Additional Documents
The ODOT Rail and Public Transit Division is providing resources for reporters to help with this years’ National Transit Database reporting processes. The general information document with a summary of key points is a good place to start. Then, depending on your agency’s needs, use the documents and links provided by National Transit Database staff to get familiar with reporting requirements, new asset information,  templates, and more.
 
Please reach out to your ODOT Regional Transit Coordinator with your questions. The reporting process can be complicated, but we are here to help.
 
Guidance Documents
 

NTD General Information

Helpful Hints for Reporting Year 2017
NTD system navigation tips, including how to view prior report data and unlock users

Agency Checklist
Common reporting mistakes to avoid

 
Asset Inventory Module Helpful Hints
New form types for assets
 
Optional template for data collection
 
Helpful Links
 
2017 NTD Reporting Policy Manual
Introduction, report year 2017 policy changes and reporting clarifications, financial data requirements, service and safety data requirements, asset and resource data requirements, and federal funding data requirements
 
National Transit Database Glossary  
List of terms and definitions used in NTD reporting
 
2017 NTD Reporting System User Guide
Step-by-step guide for navigation and data entry within the National Transit Database reporting tool
 
Asset Inventory Module, 2017-2018 Reporting Guide 
Helpful hints to understanding new asset forms in the system 
Who reports?

Recipients of Federal Transit Administration, or FTA, Formula Grants for Rural Areas Program (5311) funds through ODOT Rail and Public Transit. (Recipients of 5311 funds who report through an FTA Urbanized Area Formula Program (5307) recipient do not report through ODOT Rail and Public Transit.)

About the report

The FTA is committed to preventing alcohol misuse and prohibited drug use in transit operations.  FTA requires employers to have a testing program and to report the results of that program annually. This report is completed electronically in the Drug and Alcohol Testing Management Information System, or DAMIS. 

Recipient agencies directly providing transportation services report drug testing data provided to them by the third party administering their drug and alcohol testing program. Recipient agencies providing purchased service or using a contractor report drug testing data for contractors providing service on their behalf.  The DAMIS login credentials may be given to the contractor or the recipient may log in and enter the data. In either case, you are responsible for reviewing and approving all data before they are submission. Agencies not directly providing transportation services and who do not have any safety sensitive employees, should log in and enter all zeros.

We will email you a reminder (typically in February) to enter your data into DAMIS.

When a contractor provides transportation services for multiple organizations,  the contractor must submit a separate DAMIS report for each organization.  When a new contractor replaces an old contractor, submit separate DAMIS reports for each contractor. Do not combine two contractors’ testing results into one DAMIS report. To add or remove a contractor, email ODOTPTDReporting@odot.state.or.us with the details.

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Frequency

​Annually

Additional Documents
Who reports?

​Direct recipients and subrecipients (including private for-profit subrecipients) of more than $750,000 in federal funding from any source in a fiscal year.

About the report

The federal government requires financial audits in accordance with 2 CFR 200.500. The results of these audits, including the auditor's letter are emailed to the ODOT Rail and Public Transit Regional Transit Coordinator.

Frequency

​Annually

Additional Documents
Who reports?
Recipients of any funding through ODOT Rail and Public Transit.
About the report

Oregon law requires grant applicants to complete a racial and ethnic impact statement noting the impact of projects on minority populations. Agencies submit a form with each signed grant agreement. If there will be an impact, either positive or negative, a separate document describing the rational is required.

Frequency

​Required at time of grant agreement creation

Additional Documents

​Racial and Ethnic Impact Statement Form

(This fillable PDF form will not open in the Google Chrome internet browser. Open it in a different browser, or right-click on the link to save the file to your computer and open it with the free Adobe Reader)

Racial and Ethnic Impact Statement Guidance

Who reports?

Transit providers, depending on funding and agency characteristics.

About the report
  • Public Transit - Human Services Coordinated Transportation Plans - These plans identify the transportation needs of seniors, individuals with disabilities, and low income individuals and provide strategies for meeting those needs.
  • Title VI Program Plans - These plans include public participation plans and language assistance plans.
  • Transit Asset Management Plans - These Plans help prioritize funding to keep transit assets in a state of good repair.
Frequency

Annually

Additional Documents

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