The Provider Handbook contains information about required Reporting and Asset Procurement, Maintenance, and Management. Asset types include vehicles, equipment, and facilities/shelters.
- The Asset Procurement tab includes information about buying, selling, and other methods for disposing of assets.
- The Asset Maintenance tab includes forms and sample documents to assist you with asset maintenance.
- The Asset Management tab includes general information about managing assets.
- The Reporting tab includes forms, instructions, and a timeline to help you meet your Reporting requirements.
ODOT Public Transit helps public transportation providers obtain funding for capital vehicle, equipment, and facility assets. The division most commonly provides funds for projects that replace transit vehicles which meet or exceed the useful life standards established by the division. The division also provides funds for capitalized preventive maintenance and for vehicle purchases to expand public transportation services in Oregon. This funding assistance allows public transportation providers to maintain vehicle fleets that are safe, in good condition, and appropriately designed for the designated routes. In addition, the division provides funds for purchase and construction of facilities and equipment to support public transportation service in Oregon.
The documents in the Buying section pertain to transit agencies that receive funds via ODOT Public Transit to purchase and maintain vehicles and other assets.
Use the links in the Selling section below to help determine fair market value for selling a vehicle. If the value is over $5,000, you must follow appropriate disposal procedures. Following the proper public process is important for disposing of any ODOT Public Transit grant-funded vehicle. Private nonprofit agencies may not be allowed to sell a vehicle without assistance from a local public agency or the statewide surplus system through Department of Administrative Services (DAS) Surplus Property. Vehicles may be sold via online services, such as e-Bay, in lieu of transporting them to the Salem lot.
Capital assets are tangible items with a purchase price of $5,000 or more and a useful life of at least one year. Capital assets include the following examples:
- Rolling Stock (all vehicles used for passenger transport)
- Vehicles that are not used for passenger transportation, such as maintenance and staff vehicles
- Shop Equipment (fixed or mobile vehicle maintenance equipment)
- Office Equipment (including office computer servers, personal computers (PCs), copiers, and other large office equipment)
- Communications Equipment (includes telephone systems and radio systems when the purchase is $5,000 or more)
- Security/Surveillance Equipment (includes security systems such as lighting, cameras and recording equipment – for installation at a facility or in vehicles)
- Passenger Shelters and Signage
- Buildings and Facilities (such as bus barns, maintenance shops, or transit centers)
Click below to enlarge timeline.
To reach a Public Transit team member for help with reporting, reimbursements/payments, and other related issues, email us at ODOTPTDReporting@odot.state.or.us.
Budget Detail Worksheet
Please read the instructions for completing the Budget Detail Worksheet that accompanies your Agency Periodic Report.
Disadvantaged Business Enterprise (DBE)
Semiannual reporting for DBE-eligible awards and payments:
FTA Certs & Assurances
As part of a Federal Transit Administration grant process, successful applicants are required to document their ability and willingness to comply with various federal regulations by signing annual Certifications and Assurances. If your project is awarded, you will be required to submit Certifications and Assurances before the contract is executed by ODOT and you will be required to resubmit updated Certifications and Assurance annually for each calendar year of your project. Certifications and Assurances submitted for capital purchases remain effective through the useful life of that equipment or the transfer of ownership from ODOT to the grantee. Failure to timely submit Certifications and Assurances may jeopardize continued or future grant funding.
Agency Periodic Report
Funding recipients are required to submit Agency Periodic Reports to ODOT Public Transit quarterly using reporting methods identified by ODOT. The division uses information from the quarterly reports to demonstrate that grantees are accountable, that they deliver public benefits, and that they meet contractual obligations. Unless otherwise specified, reports are due 45 days after the end of the fiscal quarter.
Periodic Reporting Guidelines
Charter Service Report
The charter service regulation prohibits recipients of FTA funding from providing any charter service using FTA funded equipment or facilities if there is at least one private charter operator willing and able to provide the charter service that the recipient proposes to provide. This applies to 5310, 5311, 5316 and/or 5317 providers that receive Federal financial assistance from FTA thru ODOT (5307 providers will report directly to FTA on TEAM.)
For more information and instructions, view the Charter Service Report form.
Intercity Service Report
Read more about DBE in our Civil Rights section.