NTDNational Transit Database
Federal Transportation Administration
National Transit DatabaseRural Reporting
CalACT Spring Conference & ExpoMay 22, 2014
NTDNational Transit Database
Federal Transportation Administration
NTD Contact Information
Federal Transit Administration
National Transit Database943 Glenwood Station Lane, Suite 102
Charlottesville, VA 22901
(888) [email protected] – Friday
8:00am – 7:00pm Eastern
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NTDNational Transit Database
Federal Transportation Administration
NTD Program @ FTA Headquarters
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Keith Gates Gary DeLormeNTD Program Manager NTD Senior Advisor
202-366-1794 202-366-1652
NTDNational Transit Database
Federal Transportation Administration
Presenters
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Andy Lofton Joe EldredgeValidation Project Manager Validation Analyst
434-260-1175 434-993-8690
NTDNational Transit Database
Federal Transportation Administration
Agenda
• Background– What is the National Transit Database?– Who Reports?
• Data Submission– How Does Data Get to NTD?
• Collection & Validation• State 5311 program• NTD Legacy (Current), NTD NextGen (In Development)
• Data Product– What does FTA do with the data?– What data resources are produced?
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NTDNational Transit Database
Federal Transportation Administration
BACKGROUND
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NTDNational Transit Database
Federal Transportation Administration
What is the NTD?
• Online reporting system for transit providers• Title 49 U.S.C. 5335(a) establishes the National
Transit Database:“The Secretary shall. . . maintain a reporting system,
using uniform categories to accumulate public transportation financial, operating, and asset condition information . . . using a uniform system of accounts”
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Federal Transportation Administration
Why does the NTD exist?
• Serves as a tool for public transportation service planning
• Collects information for any level of government to make public sector investment decisions
• Is a resource for peer agency comparisons, state-wide statistics
• Supports FTA apportionment formulas– 5307, 5311, 5329, 5337
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NTDNational Transit Database
Federal Transportation Administration
Who Reports?
• Beneficiaries of federal funds– State reports data for all 5311 subrecipients– Data must be reported according to FTA’s Uniform System
of Accounts and the NTD reporting manual.
• Voluntary reporters– FTA encourages all public transportation providers to
report, provided they can adhere to reporting requirements
• Urban providers (5307 beneficiaries) report directly to the NTD Urban Module, not through the State
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NTDNational Transit Database
Federal Transportation Administration
Who Benefits from §5311?
§5311(a) – Definitions
(1)Recipient – a State or Indian tribe that receives a transit program grant directly from the Federal Transit Administration
(2)Subrecipient – a State or local governmental authority, a nonprofit organization, or an operator of public transportation or intercity bus service that receives Federal transit program grants funds indirectly through a recipient.
(Chapter 53 of title 49, as amended by MAP-21)
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Funding Structure
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FTA
CaltransRecipient:
Subrecipients:
NTDNational Transit Database
Federal Transportation Administration
NTD and CTSAs
• NTD collects service data for transit provided by Coordinated Transportation Service Agencies (CTSAs)
• To report, service must meet NTD requirements• Challenges:– Definition of public transportation– Identifying sources of funds
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NTDNational Transit Database
Federal Transportation Administration
DATA REPORTING PROCESS
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NTDNational Transit Database
Federal Transportation Administration
Data Reporting Process
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NTD Senior Staff/Program
Managers Data Product
Closeout
Raw Data
NTDNational Transit Database
Federal Transportation Administration
DATA COLLECTIONFinances, Assets, and Service
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Federal Transportation Administration
Data Collection
Caltrans sends out form known as RU-20 each year to subrecipients of 5311. Templates available here.
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Federal Transportation Administration
Types of Data Collected
• §5311(b)(4) – Data Collection
“each recipient shall submit an annual report . . . on capital investment, operations, and service provided with funds received under this section, including – ”
(Chapter 53 of title 49, as amended by MAP-21)
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• Total operating costs • Vehicle revenue miles • Fleet size• Sources of revenue • Ridership • Fleet type
• Total annual capital costs • Related facilities
NTDNational Transit Database
Federal Transportation Administration
www.ntdprogram.gov
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NTDNational Transit Database
Federal Transportation Administration
Public Transit Service
• Agencies must report revenue miles, revenue hours, and unlinked passenger trips for each mode of public transportation operated by the agency.
• Public transportation– regular and continuing– general or special service– open to public– Includes complimentary ADA & non-emergency medical
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NTDNational Transit Database
Federal Transportation Administration
Public Transit Service - Modes
• The most common modes for transportation in rural areas include:– Bus (Fixed, Deviated-Fixed, Both)– Demand Response– Demand Taxi– Vanpool
• Each mode presents unique challenges in terms of data collection
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Federal Transportation Administration
Revenue Service
• The time when a vehicle is available to the general public and there is an expectation of carrying passengers
• These passengers may:– Directly pay fares– Be subsidized by public policy– Provide payment through some contractual
arrangement• Vehicles operated in fare free service are considered
to be in revenue service
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Revenue Service
• Layover and recovery time are included– The hours scheduled at the end of the route before the
departure time of the next trip
• This time is scheduled for two reasons: – To provide time for the vehicle operator to take a
break (layover)– To provide time to get back on schedule before the
next trip departs if the trip arrives late at the end of the route (recovery)
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Revenue Service
• The following examples are excluded from revenue service:– Deadhead– Vehicle maintenance testing– School bus service– Charter service
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NTDNational Transit Database
Federal Transportation Administration
Deadhead
• The miles and hours that a vehicle travels when out of revenue service
• Deadhead includes: – Leaving or returning to the garage or yard facility– Changing routes– When there is no expectation of carrying revenue
passengers
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NTDNational Transit Database
Federal Transportation Administration
Unlinked Passenger Trips
• These are the number of passengers who board public transportation vehicles
• Passengers are counted each time they board vehicles no matter how many vehicles they use to travel from their origin to their destination
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Sponsored Trips
• Sponsored service is paid, in whole or in part, directly to the transit provider by a third party.
• May be offered by providers as part of the Coordinated Human Services Transportation Plan
• Common sponsors include:– the Veterans Administration– Medicaid– sheltered workshops– The Arc– Assisted Living Centers– Head Start programs
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Rural CA - Total Trips by Type
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Federal Transportation Administration
Revenue Miles & Hours
• Vehicle Revenue Miles (VRM)– include the miles that vehicles are scheduled to, or
actually travel while in revenue service
• Vehicle Revenue Hours (VRH)– include the hours that vehicles are scheduled to or actually
travel while in revenue service
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Rural CA - Revenue Miles by Mode
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Examples - Revenue Service
• Through a broker, Nursing Home schedules a Medicaid-sponsored trip – Bob’s Dial-a-Ride cutaway departs from garage @ 10:45– Arrives @ 11:00, 5 passengers board vehicle @ 11:02– Drops off passengers at destination 3 miles away @ 11:15
• Resulting Data– 3 vehicle revenue miles– 0.25 vehicle revenue hours– 5 sponsored unlinked passenger trips
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Federal Transportation Administration
Volunteers
• Many coordinated systems use volunteer drivers• The reporting agency may include volunteer trips IF:– It has control over volunteer resources – It ensures there is an attempt to share rides– It tracks service data: revenue miles, revenue hours, trips– It records cost of operating, includes fuel reimbursement
• The following examples are not reportable to NTD:– Passengers call the volunteer driver directly for transport,
bypassing transit provider– Passengers are transported by a family member or friend– Passengers self-transport to the final destination
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Federal Transportation Administration
How to Record Financial Data
§ 5335 (b) – Reporting and Uniform Systems
Accrual Accounting
Expenses are recorded when incurred, regardless of whether or not receipt of the revenue takes place in the same reporting period
Ex. A passenger buying $10 worth of fare, but only expending $5.
(Chapter 53 of title 49, as amended by MAP-21)
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NTDNational Transit Database
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How to Record Financial Data
§ 5335 (b) – Reporting and Uniform Systems
Accrual Accounting
Expenditures are recorded as soon as they result in liabilities for benefits received, regardless of whether or not payment of the expenditure is made in the same reporting period.
Ex. An employee receives a paycheck 10 days after it was issued. The receipt date is in a new fiscal year.
(Chapter 53 of title 49, as amended by MAP-21)
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Financial Information
• Report the total amount of expenses incurred by your agency annually
• This information is separated into two functions on rural NTD forms:– Operating Expenses
• Includes administrative/vehicle maintenance
– Capital Expenses• Expenses are broken out by source of funding used
to cover the expense.
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Operating Expenses
• Agencies report– The day-to-day expenses of operating and
maintaining vehicles; maintaining other equipment, buildings, and grounds
– General administration costs including marketing and customer support; finance and procurement; planning and service development; legal costs
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Operating Expenses
Examples:
• Salaries, wages, benefits• Utilities – Electric, water• Materials and Supplies• Equipment lease and
rental• Cleaning services • Insurance• Taxes
California:
Year Average2012 $71,930,2922011 $75,322,6672010 $80,381,597
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NTDNational Transit Database
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Capital Expenses
• Agencies report: – The expenses related to the purchase of equipment
where equipment means an article of non-expendable personal property having a useful life of more than one year
– An acquisition cost which equals the lesser of• The capitalization level established by the government
unit for financial statement purposes• $5,000 (Office of Management and Budget, Circular A87)
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Capital Expenses
Examples:•Vehicles•Buildings
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California:Year Average2012 $23,029,0692011 $12,403,8602010 $17,215,114
NTDNational Transit Database
Federal Transportation Administration
Recording Expenses
• Subrecipients receive funding from different grants and have access to multiple sources of revenue
• When reporting to the State, subrecipients must:– Report the original source of funds– Report the total amount used for reimbursement
NOT the total grant or award.
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Sources of Revenue
• Four major categories• Subrecipients must report revenues as:– Federal– State– Local– Other (Directly Generated)
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NTDNational Transit Database
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Local
• Financial assistance from local entities that support the operation of the transit system, including: – Tax levies: A specified amount from local levies that is
dedicated to supporting public transit operation costs– General funds: Transfers from the general fund of
local governments to cover the Local Share portion of the transit system budget
– Specified contributions: Contributions from city, county or other municipal government towards the Local Share portion of the transit system budget
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NTDNational Transit Database
Federal Transportation Administration
State Funds
• State programs that support public transportation vary
• Caltrans Grant Programs:– Partnership Planning for Sustainable Transportation– Transit Planning for Sustainable Communities– Transit Planning for Rural Communities– Environmental Justice Transportation Planning Grants– Community-Based Transportation Planning Grants
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Federal Funds
• Caltrans is the designated recipient of 5311– Administers FTA grants for rural and small urban
• Other Common FTA Grants supporting CTSA providers– 5310 (Elderly Individuals and Individuals with
Disabilities)– Previous: 5316 (Job Access and Reverse Commute)– Previous: 5317 (New Freedom)
• Coordinated/Consolidated Human Service Plans
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Other; Directly Generated
• Sources in this category include:– Fares– Contracts– Bus Advertisements– Vending Machines– Donations
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Rural CA - Operating Assistance Expended by Source
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DATA VALIDATION
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Caltrans Validation
• After transit provider or reporting entity sends to State, 5311 office validates before submitting to NTD– Several data integrity checks
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NTD Validation
Integrity– Revenue miles per revenue hour
Consistency– 2012 vs. 2013
Timeliness– Caltrans submits on 11/30/13
Completeness– Service data for volunteers
Accuracy– Revenue miles vs. actual miles
Validity– Positive numbers only for RU-20
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Rural CA - Average Revenue MPH by Mode
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Revenue Hours per Mile
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NTD ONLINE REPORTING
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Federal Transportation Administration
www.ntdprogram.gov
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Resources
Login
NTDNational Transit Database
Federal Transportation Administration
NTD NextGen
• New online reporting system– Currently in development; currently in pilot testing– Content very similar to NTD Legacy– Interface mimics popular online tax software
• Subrecipients file an annual Identification Form (B-10) that determines structure of report.
NTDNational Transit Database
Federal Transportation Administration
NTD NextGen (cont.)
• Structure for general rural public transit providers:– Reduced Reporting Form (RR-20)
• Layout varies based on reporter type selected• Comparable to Financial, Service, Safety sections of RU-20
– Revenue Vehicle Inventory (A-30) • Comparable to Vehicles subsection of RU-20
– Maintenance Facilities Form (A-10)• Comparable to Facilities subsection of RU-20
NTDNational Transit Database
Federal Transportation Administration
New Requirements
• Beginning with Report Year 2014, subrecipients will provide more information on revenue vehicle inventory.
• RVI ID• Number of Vehicles in Total Fleet• Vehicle Type• Ownership Type• Funding Source• Number of Active Vehicles in Fleet• Number of ADA Accessible Vehicles• Fuel Type• Vehicle Length• Seating Capacity• Used for another mode
NTDNational Transit Database
Federal Transportation Administration
New Requirements
• Beginning with Report Year 2014, subrecipients will allocate operating expenses by Mode and Type of Service (Directly Operated or Purchased)
NTDNational Transit Database
Federal Transportation Administration
Cost Allocation Methods
• Determine which expenses are direct expenses and can be easily traced to a particular mode/TOS.
• Determine which expenses are joint expenses. These costs are incurred for the benefit of more than one mode/TOS and cannot be easily traced to a specific mode/TOS.
• Allocate joint expenses or shared costs to each mode/TOS.
NTDNational Transit Database
Federal Transportation Administration
Cost Allocation Methods (cont.)
• Recognizing that some agencies may not already allocate joint costs by mode/TOS, NTD suggests common allocation variables:– Revenue Hours– Revenue Miles– Number of Employees– Ridership
NTDNational Transit Database
Federal Transportation Administration
Example—Allocating by VRM
• Subrecipient operates a Dial-a-Ride or Demand Response (DR) service and a fixed-route bus (MB) service– Collects Annual Vehicle Revenue Miles (VRM) for each
mode separately. • DR: 200,000 VRM• MB: 300,000 VRM
– Does not allocate joint Operating Costs by mode. • Total Annual Operating Expenses: $1,000,000
NTDNational Transit Database
Federal Transportation Administration
Example—Allocating by VRM
NTDNational Transit Database
Federal Transportation Administration
DATA PRODUCT
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Data Product Uses
• Public transportation service planning• Facilitate public sector investment decisions • Peer grouping and agency comparisons, state-
wide statistics• FTA apportionment formulas– 5307, 5311, 5329, 5337
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Transportation Planning
• Serves as a base for public transportation service planning– Example: Toolkit for Rural Community Coordinated
Transportation Services• Published by FTA in 2004; used Rural NTD data to study
efficient coordinated systems
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Comparisons and Performance Measurement
• Resource for peer agency comparisons, state-wide statistics – Performance measures development, as explained by
CalACT
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Cost per Mile by Region
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Rural CA – Number of Vehicles by Type and Manufacture Year
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FTA-funded State/Local-funded
Total
Total
NTDNational Transit Database
Federal Transportation Administration
Rural CA – Number of Vehicles by Type and Manufacture Year
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FTA-funded State/Local-funded
Total
FTA
NTDNational Transit Database
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Rural CA – Number of Vehicles by Type and Manufacture Year
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FTA-funded State/Local-funded
Total
State/Local
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Federal Transportation Administration
RESOURCES
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www.ntdprogram.gov
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Manual
Templates
NTDNational Transit Database
Federal Transportation Administration
Reporting Manual
The manual provides:- An overview of NTD- An in-depth explanation
of each form- Line-by-line form
instructions - Examples
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Webinars & Screen Sharing
• Analysts are available to deliver Webinars when requested to help review the reporting process.
• Remote access and screen sharing can help agencies navigate the online reporting system.
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Thank You
Jacklyn Montgomery, CalACT
Katherine Pongratz, CalTrans
California Public Transit Operators
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Federal Transportation Administration
Questions?
• Contact– Joe [email protected]– Loucas [email protected]– NTD Help Desk(888) [email protected]
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Federal Transportation Administration
Line 01
For consistency, NTD asks that the full legal name is provided. This helps those who are unfamiliar with your agency correctly identify you.Acronyms can be provided on a different line.
NTDNational Transit Database
Federal Transportation Administration
Line 01
If your agency changes its legal name, please report the name the agency is operated under on the last day of the reporting period. Please be sure to notify the analyst of the change.
NTDNational Transit Database
Federal Transportation Administration
Line 01
NTD offers two places to report mailing addresses. The line “mailing address line 1” must be filled out even though there is a separate line for Post Office Boxes.
NTDNational Transit Database
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Line 01
Please report the last day of your report year to ensure data is being reported for the correct report period and so analysts can reconcile your data with another agency, if necessary.
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Line 01
You do not have to restate the P.O. Box if it is given in Mailing Address 1 line.
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Line 01
List up to five counties. If there are more, list only the county where the agency is headquartered followed by the number of additional counties. If multiple states, include the state in parenthesis.
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Line 01
If you do not have a website, please enter N/A in the URL box.
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Line 02
Please keep the contact information updated from year to year. Notify DOT if the phone number or contact person changes within the report year.
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Line 03
“Other” is usually only selected for subrecipients who are in the planning stage (not operating modes).
If you select, please be sure to describe the service area in the box that appears next to the window.
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Line 04
All modes must be reported separately.
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Line 04
NTD validation analysts can help you determine whether your mode should be “other”
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Line 04
A process should be in place to try to ride share. If not, this service is not considered public transportation.
NTDNational Transit Database
Federal Transportation Administration
Line 06 - Revenue Sources
Report revenues expended NOT earnedThe grant award amount can be larger than the amount actually used.
Revenues expended should be reported according the revenue’s original source.
NTDNational Transit Database
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Line 06
If you do not track fares, but instead accept donations, report this on the “Other Funds” line.
If the program is fare-free and supported by a third party, please report that contribution on the appropriate line.
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Line 07
Contract Revenues do not include:- advertising- purchase of transit passes or other fare media- funds received pursuant to a service
agreement with a State of local social service agency or a private social service organization
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Lines 08 - 09
Local sources used for operating assistance.
Do not report funding passed through the state from a federal grant on Line 09. The line is intended for state-level programs only.
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Line 10a – 10b
If 5309 funds were expended on operating activities, report those funds in Column a.
Ensure the funds are not from 5339.
NTDNational Transit Database
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Line 10a – 10b
A match for the 5310 program should be reported. This may have been provided by another party, such as the state and would be reported as state funds.
NTDNational Transit Database
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Line 10c – 10f
If a tribe contributes funds towards an existing service with Tribal Transit Program dollars, those funds should show on line 10d.
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Line 10g – 10j
Enter 0s if no funds were expended from these programs.
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Line 10k – 10l
Report all other FTA program funds on line 10k.
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Line 10k – 10l
Report federal Medicaid and other federal programs not listed, on line 10l
State Medicaid on Line 09 for state funds.
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Line 11
Line 11 is a summation of all sources of funding, line 06-10l.
Must equal total federal funds expended during current report year.
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Line 11a
Report any donations and contributions from sources other than federal, state or local governments.
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Line 12
Line 12 is a summation of all funding sources, lines 06-11a.
RU-20Federal Transit AdministrationNational Transit Database
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Validation Tip
Line 05 and Line 12 should match.
Line 12 is a sum of all funding sources used to cover the expense listed on Line 05.
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Line 13
To add new vehicles, click add fleet group.
If the vehicles acquired are the same type and manufacture year, they must be reported on the same line.
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Line 13
Choose the vehicle type that best matches the vehicle.Year of manufacture is not model year.
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Line 13
The largest source of funding for the vehicle should be reported.
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Line 13
To delete a fleet, click the delete button and then save the form. That entire fleet group will be removed.
If only one vehicle was removed from a fleet, edit the number in column g.
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Line 14 – Validation Tip
The summation of column “a” should always be larger than the summation of column “g” or the values should match
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Line 15
Enter 0 if the vehicles are serviced at a local station.
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Line 16 and Line 17
Report the number of volunteer drivers available to the agency and the number of vehicles routinely used.
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Line 18
Service data by mode
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Line 18
Report all miles traveled in revenue service. Please exclude deadhead, training, testing, and school bus and charter services.
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Line 18
Report all hours traveled in revenue service. Please exclude deadhead, training, testing, and school bus and charter services.
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Line 18 – Example
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Line 18
One bus makes 40 trips a day, is that what you are asking here?
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Line 18
Passenger trips are individual boardings, i.e., each time a person gets “on-board” a vehicle. The total trips will be the total passenger count for the year.
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Line 20, 21, 22
- Immediate transport to a hospital - A death within 30 days- Property damage >$25,000