Rural NTD Reporting for 2019

Rural NTD Reporting for 2019

2019 Rural NTD Reporting Helpful Tips + The Most Common Issues Presented by Jared Kennedy Institute for Applied Business Research Florida State University College of Business Rural NTD Reporting for 2019 Overview -The Forms What are they, and what do they do? - Tips for the Forms Simple strategies that can make the process easier now and in the future. -Five Common Issues that Trigger Revisions, and how to Prevent Them.

aka: Aspirin-Free Headache Relief Rural NTD Reporting for 2019 The Forms: What are they, and what do they do? NTD-Speak: Normal-People Speak: B-10 Identification Who and what are you? A-10 - Stations and Maintenance Facilities

What type, size, and ownership? A-15 Transit Asset Management Facilities Inventory Your bus/van/cutaway fleet. A-30 Revenue Vehicle Inventory A-35 - Service Vehicle Inventory RR-20 Reduced reporting General Public Transit Rural NTD Reporting for 2019 Nice place! Can you give us a tour? Support vehicles not used for passengers or revenue generation.

They call this reduced reporting?? Where did your money come from? How did you spend your funds? What is the allocation breakdown? How many busses carried how many people for how many miles over how many hours? The Forms: What are they, and what do they do? B-10 Identification Info begins on page 55 of the policy manual Who and What are you? Your organization type and fiscal year start and end dates All transit agencies must provide their organization type as of the end of the fiscal year. The following organization types are used in NTD reporting:

Rural NTD Reporting for 2019 Independent Public Agency or Authority for Transit Service Unit or Department of City, County, or Local Government

Unit or Department of State Government Area Agency on Aging Planning Agency Indian Tribe Subsidiary Unit of a Transit Agency, Reporting Separately University Area Agency on Aging Other Publicly-Owned or Publicly-Chartered Corporation Private For-Profit Corporation Private Non-Profit Corporation Private Provider Reporting on Behalf of a Public Entity The Forms: What are they, and what do they do? A-10 - Stations and Maintenance Facilities: Info begins on page 154 of the policy manual

What type, size, and ownership? One per mode, usually broken down by a percentage Rural NTD Reporting for 2019 The Forms: What are they, and what do they do? A-15 Transit Asset Management Facilities Inventory Info begins on page 157 of the policy manual Reportable if the agency has capital responsibility for the location, and more than incidental usage. Requires a condition assessment

Rural NTD Reporting for 2019 The Forms: What are they, and what do they do? A-30 Revenue Vehicle Inventory Info begins on page 180 of the policy manual Rural NTD Reporting for 2019 Your Bus, Van and/or Cutaway Fleet The FTA collects the following data from transit agencies that report revenue vehicle inventory information: Agency Fleet Identification Vehicle type Number of vehicles in total fleet Number of active vehicles in fleet

Dedicated fleet Vehicle length Seating capacity Year of manufacture Ownership Funding source Number of emergency contingency vehicles ADA-accessible vehicles Useful Life Benchmark The Forms: What are they, and what do they do? A-35 Service Vehicle Inventory Info begins on page 198 of the policy manual For all of us in this room, it breaks down to two vehicle types:

Automobiles up to station wagons in size, and Trucks and other rubbertired vehicles. Golf carts and forklifts are not considered reportable service vehicles. The NTD Collects the Following Service Vehicle data: Vehicle Type Primary Mode Secondary Mode(s) Total Vehicles Useful Life Benchmark Year of Manufacture Transit Agency Capital Responsibility Estimated Cost Year Dollars of Estimated Cost

Rural NTD Reporting for 2019 The Forms: What are they, and what do they do? RR-20 Reduced Reporting Form Info begins on page 80 of the annual reporting user guide Unfortunately, this is not as concisely covered as the other forms are in the policy manual. An overview narrative of the financial data requirements begins on page 64 of the policy manual, with 5310 and 5311 information covered on pages 83 and 84, and service data requirements beginning on page 115. None of it is a direct fit for the RR-20

form Rural NTD Reporting for 2019 The RR-20 for Rural General Public Transit collects data broken down as follows: Financial Information Non-Federal Funding Data Federal Government Funds Resource Data Service Data Safety Data Tip #1: Have the instructions bookmarked https://www.transit.dot.gov/ntd/manuals

What do the different initials mean? What do they mean by fleet name? How are brokered rides reported? How do I determine my agencys numerical value on condition assessment? (policy manual, p.168) Rural NTD Reporting for 2019 Tip #1: Have the instructions bookmarked https://www.transit.dot.gov/ntd/manuals Once opened, the manual is searchable:

-fleet name? -brokered rides? -condition assessment? Rural NTD Reporting for 2019 Tip #2: Form B10 - Identification Create a folder and save a copy of this form. Your agency name and what kind of agency you are is very unlikely to change from year-to-year. Image source: Page 55, 2019 NTD Policy Manual

Rural NTD Reporting for 2019 Tip #3: Forms A-10, A-15, A-30, and A-35 aka: the Asset Inventory forms Create a folder and save a copy of these forms. The A-10 and A-15 forms that report on Transit Agency Facilities are unlikely to change much from year-to-year. These changes will be due to allocation percentage based on vehicle quantity or revenue miles. The vehicles reported in the A-30 and A35 forms are more likely to change, but these changes in RVI and service vehicles are usually incremental rather than wholesale. Asset Inventory data explanations and examples begin

on P. 147 of the 2019 NTD Policy Manual Rural NTD Reporting for 2019 Tips on the RR20 Reduced Reporting Form - Understand your process on how you compiled last years numbers, and stick with it. Consistency is key. - Share the responsibility - Accounting Maintenance Tracking - Google is helpful in filling in some

gaps. - Understand the accounting requirements: Generally Accepted Accounting Principles (GAAP) - Accrual Accounting: Revenue recorded when earned, not collected, and expenses recorded when the liability occurs, not when the payment is made Rural NTD Reporting for 2019 Sonow that youve done all that, everything should be perfect, right? Rural NTD Reporting for 2019 Maybe not.

Rural NTD Reporting for 2019 Common Issues and How to Address Them While the Tips section will prevent many of the more common errors, it certainly cannot address all of them. Here, well look at some of the more complex ones that may trigger several issues. Usually, one error will trigger multiple issues. Since the B-10, A-10, and A-15 can be mostly resolved by looking at prior years, well focus on the A-30 (Revenue Vehicle Inventory), the A-35 (Service Vehicle Inventory), and the RR-20 (Reduced Reporting) Rural NTD Reporting for 2019 The

A-30 Regardless of whether its focused on Demand Response, Bus, or Vanpool, the forms share a common structure and common requirements. Rural NTD Reporting for 2019 The A-30 Most issues that cant be resolved from last years report stem from vehicle retirement. Rural NTD Reporting for 2019 The A-30

Note that the number of ADA accessible vehicles cannot exceed the number of active vehicles. This is a common generator for issues. Whenever all vehicles of an RVI Inventory line are retired, we request that FTA delete the line. We do not delete the line ourselves. If we do, this will generate multiple issues. Rural NTD Reporting for 2019 For all vehicles shown as LPPA, or Leased under a Lease Purchase Agreement, the ownership type should be changed to Owned Outright after all lease payments have been made. Make a comment in the notes section to that effect in order to avoid generating an Issue Report upon

submission. The A-35 Information and explanation of terms for Service Vehicles begins on page 198 of the 2019 NTD Reporting Policy Manual. The NTD collects the following data on service vehicles: Vehicle Type Primary Mode Secondary Mode(s) Total Vehicles Useful Life Benchmark Year of Manufacture Transit Agency Capital Responsibility Estimated Cost Year Dollars of Estimated Cost

Rural NTD Reporting for 2019 Most problems on this form stem from Agency Fleet ID and Fleet Name. Even if your agency doesnt have data for those two cells, they must be filled. If you dont have an ID, you can use the last few numbers of the VIN or just make something up. The RR-20 This form has the most moving parts, the most disparate information, and by the nature of what it collects, will have most data points change from year to year. * Think about the Big Picture for your agency, and review last years form: what points in your operations have changed?

New route? Route deletion/change? Prolonged disruption of services? New sources of revenue?

Expiration of old sources of revenue? *Contrary to popular belief, RR-20 does not mean Revise and Resubmit twenty times, although it may feel that way after a while. Rural NTD Reporting for 2019 The #1 RR-20 Revision Request Mismatch between Total Operating Expense by Mode and Type of Service and Total Operating Expenses by Source. Put simply, and on personal terms, the checkbook should balance. Rural NTD Reporting for 2019

RR-20 - Funds Expended Mismatch This topline number should match the sum of all revenues expended. Rural NTD Reporting for 2019 RR-20 - Funds Expended Mismatch And to make this easy the database carries the number forward for comparison. Rural NTD Reporting for 2019 The #2 RR-20 Revision Request Other Funds description required.

This applies to any text box where there is an * and you have data reported. Where did that $43,800 come from? NTD would like to know! Was it a one-off corporate donation? Provide some information that helps complete the financial or data picture. Other Directly Generated funds usually include advertising revenue, concession revenues, fundraisers, park and ride revenues, and interest on investments. Rural NTD Reporting for 2019 The #3 RR-20 Revision Request [Some factor of Service Data] out of range This error is manifested in any number of ways, and any one data point out of range. Rural NTD Reporting for 2019 The #3 RR-20 Revision

Request [Some factor of Service Data] out of range frequently generates multiple errors. Rural NTD Reporting for 2019 The #3 RR-20 Revision Request [Some factor of Service Data] out of range There is no magic button that will fix this kind of error, other than good record keeping that is consistent from year to year. Sometimes there is a valid reason for such shifts, such as a new route being added, or

disruptions due to external forces such as hurricanes. Document any deviations to your normal operations, so when this does come back, you will already have an answer in hand. NTD may respond with a request for more information, or for service data up until the point of service disruption, in order to get an accurate picture for service baselines. Rural NTD Reporting for 2019 The #3 RR-20 Revision Request [Some factor of Service Data] out of range Common data issues:

-Using last years numbers. Revenue Speed, annual total (16.95) is the same as last year. The NTD calculates Revenue Speed as vehicle revenue miles (VRM) divided by vehicle revenue hours (VRH). This should give the average speed of vehicles traveling in revenue service. Please provide an explanation for how the agency tracks their VRM and VRH. Annual Vehicle Revenue Hours {6,938} for { - } are identical to last year's report. This is unusual as service data typically fluctuates from year to year. Rural NTD Reporting for 2019 The #3 RR-20 Revision Request

[Some factor of Service Data] out of range Common data issues: -Estimating data based on the schedule, rather than actual data points Annual Vehicle Revenue Miles {193,114} for {MB - DO} are identical to last year's report. This is unusual as service data typically fluctuates from year to year. When a duplicate number is explained by using last years schedule, it also calls last years report into question. Rural NTD Reporting for 2019 very,

The #3 RR-20 Revision Request [Some factor of Service Data] out of range Other Common data issues; VOMS reported is equal to or higher than Active Vehicles on the A-30 Form for corresponding mode Reporting more Sponsored Unlinked Passenger Trips than Total Unlinked Passenger Trips

Reporting scheduled Hours or drivers availability instead of actual vehicle revenue hours Including deadhead in revenue service. Deadhead includes distance from facility to route beginning/ending, and other miles where there is no duty to carry passengers Rural NTD Reporting for 2019

What else? By no means have we covered every issue generated with NTD reporting, but this should help knock down the amount of stress, rework, and quantity of revisions. And when youre sitting there scratching your head after consulting the manual, email or call me, and well get it figured out! Rural NTD Reporting for 2019 What else? Jared Kennedy [email protected]

u (850) 644-2509 Thank you! Rural NTD Reporting for 2019

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