This section provides an overview of the National Transit Database (NTD) Monthly reporting requirements, including the following:

What is the National Transit Database?

This section provides the legislative basis for the NTD reporting system.

Changes in 2008 Reporting

This section summarizes the changes in reporting requirements implemented in Calendar Year (CY) 2008.

Who Reports, What to Report, How to Report, When to Report, and Where to Report

This section provides answers to basic reporting questions.

Data Validation Tools and Validation Checks

This section provides a description of reports and checks used to help identify data completeness and reasonableness.

Reference Information

This section presents key definitions as well as reference resources and publications for further detail on issues related to reporting.

The National Transit Database (NTD) is the Federal Transit Administration's (FTA's) primary national database for statistics on the transit industry. Recipients of FTA’s Urbanized Area Formula Program (Section 5307) and Other than Urbanized Area Formula Program (Section 5311) grants are required by statute to submit data to the NTD. Over 650 transit agencies and authorities file annual reports to FTA through the internet-based reporting system. Each year, NTD performance data are used to apportion over $4 billion of FTA funds to transit agencies in urbanized areas (UZAs). Annual NTD reports are submitted to Congress summarizing transit service and safety data.

The NTD is the system through which FTA collects uniform data needed by the Secretary of Transportation to administer department programs. The data consist of selected financial and operating data that describe public transportation characteristics. The legislative requirement for the NTD is found in Title 49 U.S.C. 5335(a):

The NTD reporting system evolved from the transit industry initiated Project FARE (Uniform Financial Accounting and Reporting Elements). Both the private and public sectors have recognized the importance of timely and accurate data in assessing the continued progress of the nation's public transportation systems.

Funding for Agencies Serving Urbanized Areas under 200,000 Population

The NTD data are also used in the formula allocations of Federal transit funds. Prior to the Safe, Accountable, Flexible, and Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), only NTD data for urbanized areas with populations of 200,000 or more were used. With the passage of SAFETEA-LU, NTD data for urbanized areas with fewer than 200,000 population are also used in the allocation of Federal transit funding.

SAFETEA–LU directed that there be a one percent takedown from the funds made available under Section 5307. This takedown amount will be for apportionment under the new Small Transit Intensive Cities (STIC) formula. Under the formula for STIC, funds are apportioned to UZAs with a population less than 200,000 that meet or exceed the average level of service for all UZAs with populations between 200,000 and 1,000,000.

SAFETEA–LU also establishes new Growing States and High Density States formula factors (Section 5340) to distribute funds to the section 5307 and section 5311 programs. One-half of the funds are made available under the Growing States factors and are apportioned by a formula based on State population forecasts for 15 years beyond the most recent Census. Amounts apportioned for each State are then distributed between UZAs and other than urbanized areas based on the ratio of urbanized / other than urbanized population within each State. The High Density States factors distribute the other half of the funds to States with population densities in excess of 370 persons per square mile. These funds are apportioned only to UZAs within those States.

For more information on SAFETEA-LU, contact your regional administrator or go to www.fta.dot.gov.

In its ongoing efforts to improve upon the NTD Internet Reporting system and to be responsive to the needs of the transit agencies reporting to NTD and the transit community, FTA continues to refine and clarify reporting requirements and Internet Reporting.

Reporting changes for the 2008 NTD are highlighted below. Specific changes are discussed in detail in the applicable sections of this manual.

Reporting Form Changes

The following exhibit describes changes by reporting form.

 

Exhibit 1 — CY 2008 Reporting Changes and Highlights

Reporting Requirements — Five Changes Clarification of the requirements for reporting monthly unlinked passenger trips. FTA requires 100% counts if available and reliable. If not available or not reliable, the application of a methodology developed for estimating monthly trips is allowed and does not need to be the same as the one used in Annual reporting. However, the two methodologies cannot be biased in relation to each other. Validation Report is available to identify potential issues with the data. Agencies are encouraged to run this report prior to submission. It lists all potential problems with the data. Agencies should address all issues by either changing the data or explaining why the data is correct as reported. Added incoming and outgoing correspondence capability for both the agency and validation analyst. This capability is used for documentation of validation issues. The system will not allow the creation of monthly forms if the agency has an approved 9 or fewer vehicles reporting waiver. The system will not allow submission of incomplete reports. All data items, unlinked trips, vehicle revenue miles, vehicle revenue hours, vehicles operated in maximum service, and typical days operated are required and cannot be blank upon submission. Mode Service Operated form (MR-10) — One Change Reporter is allowed to add/delete mode/type of service. Deletion of a mode requires the completion of a form note explaining why the mode is being deleted, and the analyst must either approve or deny. Ridership Activity form (MR-20) — Five Changes Column a is now labeled Unlinked Passenger Trips (UPT) The system will not allow entering data for a new month until the prior months have been submitted. The system will allow zeros to be entered, but the agency will have to explain through the e-File tab with an incoming correspondence entry. Added clarification for the Edit Date button functionality. Once the data has been entered in the MR-20, the reporter must click the Edit Date button and then click the Save button to ensure the information is submitted properly. Added form scripts to notify the reporter of missing data prior to submission.

Transit agencies that receive or benefit from Urbanized Area Formula Program (UAF) funds and report to the NTD must submit or coordinate the submittal of the NTD Monthly report. These transit agencies or organizations are generally referred to as recipients or beneficiaries.

Recipients and Beneficiaries of Urbanized Area Formula Program Grants

Transit agencies that are recipients or beneficiaries of FTA Urbanized Area Formula Program (UAF) funds and that manage transit activities must submit the NTD report, regardless of whether they directly operate (DO) or purchase (PT) their transit services. These recipients or beneficiaries can be public entities directly operating services or contracting for all or part of the total transit service provided. The transit agency must report all of the service they provide or purchase, excluding services provided under demonstration grants or test projects funded through the Congestion Mitigation and Air Quality (CMAQ) program or other funds transferred into the Urbanized Area Formula Program (UAF). The following are typical NTD reporters and requirements for recipients and beneficiaries of Urbanized Area Formula Program (UAF) funds.

Public Transit Agencies

Public transit agencies must submit or coordinate a NTD report through the life of the grant and / or the life of the capital equipment obtained through the grant (continuing requirements). If a transit agency does not spend funds from the grant for either capital expenses or operating assistance for the year, the transit agency must still file a NTD report if the grant is still active or capital equipment still has remaining useful life.

 

Example 1 — Continuing Requirements

A transit agency purchases a vehicle with Urbanized Area Formula Program (UAF) funds. The vehicle, a 40-foot bus (MB), has a useful life of 12 years or 500,000 miles. The transit agency must report under the NTD program throughout the useful life of the vehicle regardless of whether or not the transit agency receives Urbanized Area Formula Program (UAF) funds during a particular year.

Operators of Purchased Transportation Services

Private carriers operating purchased transportation (PT) services that provide public transportation services under contract to recipients or beneficiaries of Urbanized Area Formula Program (UAF) funds must report data to the public transit agency for inclusion in the public transit agency's NTD Annual report. These private providers must supply the purchased transportation data to the buyer for inclusion in the buyer’s report and will no longer submit a separate NTD Annual report for that data. The data pertain only to the services under contract. This applies to almost all private providers.

Contractual agreements between public NTD reporting agencies for purchased transportation (PT) services can either be reported by the seller or buyer of service as directly operated (DO) service. Therefore, when a public agency is the buyer of service and is reporting purchased transportation (PT) service on behalf of the pubic agency which is selling service, the seller must supply the data to the buyer so that it is reported in the buyer’s report as directly operated (DO) service. Additionally, when the seller is reporting the service in their report, the purchased transportation (PT) services are reported as directly operated (DO) service.

Consolidated NTD Reporters

Consolidated NTD reporters are a collection of transit agencies filing one report. One reporter may file a consolidated report on behalf of other reporters if it is easier to collect and control the quality of the data. This often occurs when one transit agency coordinates the development and funding of public transportation services in an area. Transit agencies filing a consolidated report must operate within the same urbanized area (UZA).

Transit agencies that wish to file a consolidated report must submit a request to FTA in writing. Such requests for consolidations are subject to FTA approval and must include the following:

·          Name of the transit agencies to be included

·          Fiscal year end dates for each transit agency

·          Previous NTD identification numbers (NTD ID) of the transit agencies

·          Date for the first consolidated report.

Nine or Fewer Vehicles Waiver

Transit agencies with nine or fewer vehicles in annual maximum service (VOMS) that operate only non-fixed guideway (NFG) systems are not required to file a NTD Monthly report. The system will not generate MR forms for agencies with an approved 9 or fewer vehicles waiver.

Voluntary Reporters

Voluntary NTD reporters are those transit agencies, public or private, which are not recipients or beneficiaries of Urbanized Area Formula Program (UAF) grants.

Public Carriers

Public carriers that do not use or do not have continuing requirements of Urbanized Area Formula Program (UAF) or Other than Urbanized Area Formula Program funds may voluntarily submit a complete NTD report.

Private Carriers

Private carriers that are not under contract to an Urbanized Area Formula Program (UAF) or Other than Urbanized Area Formula Program funds recipient or beneficiary may voluntarily submit a complete NTD report.

FTA encourages all voluntary public and private providers of public transportation services to report their services to the NTD program. Through the submission of complete and accurate reports, the NTD will be more reflective of the entire transit industry. Voluntary reporters that chose to report a complete NTD report are required to complete Safety and Security (if applicable) and NTD Monthly reports.

The NTD Monthly report consists of a series of forms that collect data providing FTA with monthly trends in ridership and service supplied throughout the year. It must contain all the public transportation service, including complementary paratransit services required by the Americans with Disabilities Act of 1990 (ADA), which the transit agency provides or purchases.

For purchased transportation (PT) service, the report must contain data only for those services under contract.

Reporting Modules and Forms

All agencies are required to submit data on a monthly basis. The following exhibit presents a summary of NTD Monthly reporting requirements.

 

Exhibit 2 — Summary of NTD Reporting Requirements
NTD Monthly Report Mode Service Operated form (MR-10)                                                             All reporters Ridership Activity form (MR-20)                                                                       All reporters

Calendar Year Data

Unlike the NTD Annual report, which covers the 12-month fiscal year period, the data in the NTD Monthly report covers a 12-month period corresponding to the calendar year.

This section describes the following:

·          NTD identification number (NTD ID)

·          Internet reporting

·          Reporting format

·          Purchased transportation (PT).

The NTD Identification Number

Each transit agency is assigned a unique FTA NTD identification number (NTD ID) to be used in the NTD report and all correspondence. Each transit agency must have a NTD identification number before filing a report. If you are a new reporter and do not have a NTD identification number, please refer to the New Reporters discussion in the Annual Reporting Manual.

Internet Reporting

All required forms are completed using Internet Reporting which is accessible from the NTD website at www.ntdprogram.gov. Completing the Mode Service Operated form (MR-10) automatically generates the required Ridership Activity forms (MR-20) for the transit agency.

This manual contains all information necessary to complete the NTD Monthly report using Internet Reporting. See the Internet Reporting section of this manual for specifics. FTA provides Internet Reporting user names and passwords to transit agencies.

Reporting Format

Transit agencies must submit their reports via the Internet Reporting system. A transit agency must file a complete report by the report due date. See the When to Report section below to determine your due date.

General Formatting Rules

Data reported must adhere to the following rules:

·           Follow rounding directions for each form

·           Unless otherwise indicated, report data as whole numbers

·           Use four digits for year entries.

Internet Reporting incorporates these rules, formatting data automatically when you complete a cell entry.

Reporting Purchased Transportation

Purchased transportation (PT) service is service provided to a public transit agency or governmental unit from a public or private transportation provider based on a written contract. A contractual relationship exists only if all the following criteria are met:

·           The seller is obligated in advance of the time the service is furnished to provide the operations for which the operating statistics are being reported for a specific monetary consideration.

·           A written agreement exists that specifies the contractual relationship for the time period and the specific service generating the operating statistics included in the NTD report.

·           The written agreement is signed by authorized representatives of both the buyer and the seller, and should detail the services to be provided, and the nature and amount of the monetary consideration.

Granting a transportation provider permission to operate certain services through a franchise or license does not, in itself, constitute purchased transportation (PT). Also, management services contracts, in which all or some personnel or services are provided to manage or operate the transit agency, are not purchased transportation (PT). Generally, the service is part of the public transit agency’s directly operated (DO) service.

 

Exhibit 3 — NTD Monthly Requirements and Timelines
Form Name	Form Name	Form Name	Form Name
Mode Service Operated form (MR-10)	Gives NTD the information needed to generate the ridership activity forms the transit agency will need to complete for the reporting year.	Annually (January) and when a mode or type of service is added or deleted	One per transit agency
Ridership Activity form (MR-20)	Provides NTD with monthly information on service provided by the transit agency.	Monthly	One per mode / type of service (TOS) combination
Monthly Reporting Due Dates
Month January February March April May June July August September October November December		Due Date February 28 March 31 April 30 May 31 June 30 July 31 August 31 September 30 October 31 November 30 December 31 January 31 of following year

Failure to Report or Late Report

NTD requires transit agencies to submit complete reports according to the due date schedule. Delinquent reports results from not submitting a report, submitting a late report, or not responding to validation inquires. Incomplete reports can no longer be submitted. As a result, your transit agency's data may not be included in the NTD. Furthermore, FTA may declare your transit agency ineligible to receive any Urbanized Area Formula Program (UAF) grants during an entire Federal fiscal year. This ineligibility applies to all transit agencies, regardless of the size of the urbanized area (UZA) served.

A report is considered late if it is not submitted by the due date. Refer to Exhibit 3 — NTD Monthly Requirements and Timelines for due dates.

The system will auto-generate a series of three e-mails sent per reporting due date:

1.       A reminder will be sent to the NTD Contact 10 days prior to the due date.

2.       A second reminder will be sent to the NTD Contact and CEO one day following the due date if no report has been received.

3.       A late notice will be sent to the NTD Contact and CEO three days following the due date if no report has been received.

4.       A Delinquency Notice will be sent to the NTD Contact and CEO fifteen days following the due date if no report has been received.

Please do not respond to these e-mails. These notices are auto-generated by the system the morning it is sent out, and should be disregarded if you submitted your report within the last few hours.

Transit agencies are required to respond to validation inquiries. Failure to respond within the prescribed timeframe may result in delinquent status, which may affect your Urbanized Area Formula Program (UAF) funding eligibility and the amount of funding the UZA receives. If your transit agency serves a UZA with a population of 200,000 or more, data will not be entered into the formula for selected formula statistics.

Transit agencies submit all NTD reports via Internet Reporting at the project's website, www.ntdprogram.gov.

FTA assigns an NTD analyst to each reporting transit agency to assist reporters throughout the year. Please feel free to contact your NTD analyst if there are any questions, or if FTA can do anything to assist you in reporting.

 

Exhibit 4 — NTD Contact Information
Mailing Address You can write to the FTA NTD Project Office at the following address: Federal Transit Administration National Transit Database P.O. Box 457 Merrifield, VA 22116-0457 Please use the U.S. Postal Service for deliveries to this P.O. Box.	Telephone Your NTD analyst and other NTD staff can be contacted by telephone on weekdays. For telephone information and assistance, call the FTA NTD Project Office at: 703.462.5220 The FTA NTD Project Office is open from 7:30 am to 5:30 pm (Eastern Time). If your NTD analyst is unavailable, you may use the voice-mail system and your call will be returned, or you may forward your call to another NTD analyst.
Express Delivery Address Express deliveries can be made to the following address: Federal Transit Administration National Transit Database 3040 Williams Drive, Suite 100 Fairfax, VA 22031	E-mail You can contact your NTD analyst by using the e-mail address located on the Transit Agency Home tab at: www.ntdprogram.gov Or contact your NTD analyst for individual e-mail addresses.
Fax The FTA NTD Project Office also maintains a 24-hour FAX service. You may FAX correspondence to the FTA NTD Project Office at: 703.462.5219 An original of all faxed documents must also be mailed to the FTA NTD Project Office.	Internet Finally, the FTA NTD Project Office manages a website at the following address: www.ntdprogram.gov NTD publications and reference documents are available on the FTA NTD website.

Data validation tools include reports in the Reports tab that show potential problems with the data. These problems may include:

·          Monthly variations in the data outside the ranges derived from the historic data reported by the agency (data outliers).

·          Identical data for successive months.

Agencies are encourged to change or explain the reason(s) for outliers using the form notes feature.

For CY 2009, data validation will become an automated process.

A form script is triggered if there is missing data when the Submit button is clicked. The agency is required to provide all missing data in order to submit the NTD Monthly report.

This section contains two items necessary to understanding NTD reporting:

1.       Transit terminology and parameters

2.       Reference documents.

Transit Terminology and Parameters

Reporting data for the NTD requires an understanding of the following transit concepts and terms:

·          Public transportation

·          Mode

·          Type of service (TOS)

·          Maximum service vehicles.

Each of these terms is described in further detail in the sections that follow.

Public Transportation

The definition of public transportation is important because the purpose of the NTD is to collect information on public transportation. As defined in the Federal Transit Act, public transportation means transportation by bus (MB) or rail, or other conveyance, either publicly or privately owned, providing to the public general or special service (but not including school buses or charter or sightseeing service) on a regular and continuing basis. Public transportation is also synonymous with the terms mass transportation and transit.

Public availability is a key part of the definition. Services defined as public transportation are available to any person who pays a prescribed fare and meets other availability requirements, such as the Americans with Disabilities Act of 1990 (ADA). Charter and school bus services are not considered public transportation because they serve specific groups of people and cannot be used by people not belonging to these groups. Service must be open to the general public, not only to specific categorical groups, such as school children.

NTD reporting is a requirement for recipients and beneficiaries of Section 5307 Urbanized Area Formula Program (UAF) and Section 5311 Other Than Urbanized Area Formula Program of the Federal Transit Act (see the NTD Rural Reporting Manual for Section 5311 requirements). Under the Urbanized Area Formula Program (UAF), the term public transportation usually applies to area-wide services primarily within an urbanized area (UZA). Since Congress uses NTD performance data in statutory formulae to apportion FTA funding to UZAs, the NTD can only contain public transportation or transit data. Transportation service that is not public transportation service should not be reported to the NTD. Public transportation is predominantly commuter service. For the purposes of the NTD, a commuter is a transit rider that travels back and forth during the same day primarily within a UZA. Intercity bus services are excluded under the Urbanized Area Formula Program (UAF). However, some commuter rail and ferryboat intercity services are permitted, if a person travels and returns on the same day.

For NTD reporting, FTA reserves the right to evaluate transit services as public transportation by requiring a written description of the transit services including availability and public notification of the availability of service, compliance with Americans with Disabilities Act of 1990 (ADA) requirements, service area maps, schedules and public timetables, and other materials as necessary. In the case of new modes or significant expansion of transit services, FTA reserves the right to request passenger surveys.

Mode

A variety of transit modes are operated in the United States. The NTD reporting system groups transit modes into two broad categories — rail modes and non-rail modes — as follows:

Rail	Non-Rail
Alaska railroad (AR) Automated guideway (AG) Cable car (CC) Commuter rail (CR) Heavy rail (HR) Inclined plane (IP) Light rail (LR) Monorail (MO)	Aerial tramway (TR) Bus (MB) Demand response (DR) Ferryboat (FB) Jitney (JT) Publico (PB) Trolleybus (TB) Vanpool (VP) Other (OR)

Type of Service

Public transportation can be provided in two ways:

1.       Directly operated (DO) service, in which the NTD reporting agency, usually the public transit agency, uses its own employees to operate the transit vehicles and provide the transit service.

2.       Purchased transportation (PT) in which the NTD reporting agency, usually the public transit agency, contracts with a public or private provider to operate the transit vehicles, employs the operators, and provide the transit service.

Type of service (TOS) is an important element of NTD reporting. On most reporting forms, transit agencies are required to report data by type of service (TOS).

Maximum Service Vehicles

The maximum service operated during the year is an important determinant of a transit system's size and resulting performance. Transit agencies are required to report vehicles operated in annual maximum service (VOMS).

Vehicles operated in annual maximum service (VOMS) is a count of the revenue vehicles scheduled for the peak day and operating period of the peak service season or schedule of the year. The revenue count is the typical number of vehicles operated and does not consider the number of vehicles operated on atypical days such as holiday celebrations (e.g., Fourth of July), or one-time special events (e.g., World Series celebrations, political conventions).

Reference Documents

The FTA Uniform System of Accounts (USOA), Annual Reporting Manual, Glossary of Transit Terms, and Final Rule (CFR Part 630) are helpful documents to understand the forms and instructions presented in this manual. You can obtain these documents by visiting the NTD Project website at www.ntdprogram.gov or calling the NTD Project Office at (703) 462-5220.

Internet Reporting

Transit agencies must use the National Transit Database (NTD) Internet Reporting system to provide their data via reports to the Federal Transit Administration (FTA). NTD Internet Reporting is the online means for transit agencies to enter, save, review and revise data, and submit reports. It provides for timely and accurate reporting as all tasks and requirements for the NTD can be fulfilled via this system.

This section provides Internet Reporting information for the NTD Monthly report.

What Has Changed from Prior Year

Column a is now labeled unlinked passenger trips (UPT).

The system will not allow the creation of monthly forms if the agency has an approved 9 or fewer vehicles reporting waiver.

Upon submission, the data is subjected to analysis and review with the help of validation checks designed to identify potential problems. These validation checks are included in a report that lists all current issues. Since agencies are allowed to make adjustments to data previously submitted during the calendar year, these checks cover all months, from January of the current calendar year to the month data is due. Agencies are encouraged to address the issues included in this report by either correcting the data or explaining why the reported data is correct. This requirement is based on the fact that FTA has a mandate from Congress to administer the National Transit Database which includes developing programs and processes to guarantee data completeness and data quality.

The validation report itself is an editable Word document, and the explanations can be documented in the report itself.

Form script will flag missing data prior to report submission. Reports can be submitted only if all required data has been entered into the MR-20 forms.

Internet Reporting System Security

Numerous measures have been taken to ensure that all data entered into the Internet Reporting system are safe and available only to those with proper access. The NTD servers and network are secured behind a firewall. The website operates the secured web protocol, https, and the entire site is password protected. Additionally, multiple server and database protection layers protect the database files.

Accessing Internet Reporting

Internet Reporting is accessed from the NTD Homepage.

To access Internet Reporting:

·          Connect to the Internet via your Internet service provider (ISP)

·          Verify your Internet browser settings

·          Access the Internet Reporting website at www.ntdprogram.gov

·          Access your transit agency’s NTD report via the Internet Reporting Login link.

Connecting to the Internet

Use your Internet service provider to connect to the Internet. Internet Reporting requires a web browser that is at least a 6.x version (Internet Explorer 6.0).

If you don’t have the latest version of the browser, go to Microsoft.com (or any other ISP that you may use, for example: Netscape.com) to download the latest version free of charge.

Verifying Your Internet Browser Settings

Verify that your browser is set to check for newer versions of stored pages with each visit to the page.

In Internet Explorer, this is done by accessing Tools > Internet Options > General > Temporary Internet Files Settings > Every Visit to Page.

In Netscape, this is done via Edit > Preferences > Advanced > Cache > Every Time.

The National Transit Database Website

The NTD Home Page offers the following information and data for reporters and others interested in the NTD:

·          Internet Reporting Login link.

·          What is the NTD?: An overview of the NTD program, milestones in transit history, how to obtain an NTD ID number and an overview of the NTD reporting forms.

Reporting Manuals

·          Annual Reporting: Access to .html and .PDF versions of the current Annual Reporting Manual, an overview of reporting changes and highlights, reporting manual archives, etc.

·          Monthly Reporting: Access to .html and .PDF versions of the current Monthly Reporting Manual, an overview of the reporting changes and highlights, reporting manual archives, etc.

·          Safety and Security Reporting: Access to .html and .PDF versions of the current Safety and Security Reporting Manual, Newsletters, Safety and Security FAQs, an overview of reporting changes and highlights, reporting manual archives, etc.

·          Rural Reporting: Access to the Rural Reporting Manual, an overview of reporting changes and highlights, reporting manual archives, etc.

Data, Publications and Reference Materials

·          NTD Glossary: HTML version of the NTD Glossary of transit terms.

·          NTD Reference Materials: NTD reference materials such as the Uniform System of Accounts, FTA Circulars and Federal Register Notices.

·          Access to NTD Data: HTML and downloadable .PDF publications, including the Data Tables, Profiles, National Transit Summaries and Trends, as well as NTD databases and historical data.

NTD Resources

·          FTA / NTD Presentations, Announcements and Updates: FTA / NTD presentations, new and useful information, interim updates to reporting requirements, etc.

·          NTD Feedback: The mailing address, telephone number and fax number for the NTD Project site as well as an opportunity to provide comments or suggestions regarding the NTD Program.

·          Seminars and Training: NTD Reporting Seminars and In-house Training information and registration

·          Transit Agency Listing by Region and External Links: Contact information for transit agencies reporting to the National Transit Database (NTD). Links to:

·          Federal Transit Administration (FTA)

·          FTA Safety and Security Office

·          U. S. Department of Transportation (USDOT)

·          National Transit Library

·          American Public Transportation Association (APTA)

·          Bureau of Transportation Statistics

·          Accessibility.

Accessing the Monthly Report

Click the Internet Reporting Login link to open the Internet Reporting Login page. Enter your user name and password to gain access to Monthly Reporting.

Levels of Access

Internet Reporting provides four levels of access to the NTD Report:

1.       CEO access: Edit forms (data entry), approve Chief Executive Officer (CEO) Certification and submit report

2.       Contact Person access: Edit forms (data entry) and submit report (administrator)

3.       Editor access: Edit forms (data entry), cannot submit report

4.       Viewer access: View only including forms, issues, notes and correspondence.

User Names and Password

The system access level is determined by the user name. The first three characters of the user name define the access level and the last four digits represent the transit agency’s NTD ID. There are four types of user names corresponding to the four access levels available within the NTD Report:

1.       CEO — CEOxxxx

2.       Contact person — NTDxxxx

3.       Editor — EDTxxxx

4.       Viewer — VWRxxxx.

Each transit agency is e-mailed this set of user names with a password for each. Transit agencies determine access within their organizations and distribute user names and passwords accordingly.

A user can change his / her password at any time. Refer to Sys Admin: Changing Your Password for additional information on this topic. Users should be aware that passwords expire every ninety days.

The CEO and Contact Person (if the NTD Contact Person is the same individual that is responsible for the Safety and Security report), if they wish, may use the same password for both the Annual Module and the Safety and Security Module.

NTD Report Structure

Monthly Reporting includes the following tabs:

·          Home: The starting point when entering the NTD report. It displays the transit agency’s NTD analyst information and any project related announcements.

·          e-File: The e-File screen provides for processing and tracking any special correspondence and auto generated emails.

·          Annual: Access to the Annual reporting modules and forms.

·          Monthly: The NTD contact person is responsible for completing and submitting these two forms. The information is used by the NTD to collect monthly information regarding transit service provided by the transit agency.

·          Safety and Security: Access to the Safety and Security forms.

·          Notes: Internet Reporting allows the transit agency to create Form Notes to provide additional information applicable to the overall form. Displays all the Form Notes added to the transit agency’s report.

·          Issues: Currently displays only those Issues generated for the transit agency’s NTD Annual report.

·          Reports: Print and export reports. All reports have been developed to allow the transit agency to print each form or report without altering print settings to fit a form on the page. The reports listed will vary depending on access level.

·          Communications: The Communications screen lists a record of the report submissions the agency has made to NTD, including any comments from the agency and the review status of the report.

·          Sys Admin: Change NTD passwords—CEO, NTD Contact Person, Editor and Viewer. You may only change your password. Should you need assistance, contact your NTD analyst.

·          Help: Online version of the Monthly Reporting Manual.

Home: The Monthly Report Homepage

After completing the logon process you will be taken to the Monthly Report Homepage. Click the Home tab near the top of any screen to return to the Home tab from another area.

Monthly: Providing Ridership Data to NTD

Click on the Monthly tab to open the Monthly screen. This screen provides links to the Monthly forms that your agency is required to complete.

Initially, the Monthly screen only provides access to one form:

1.       Mode Service Operated form (MR-10)

Review, complete and save the Mode Service Operated form (MR-10) to automatically generate the Ridership Activity form(s) (MR-20) for each mode / type of service operated by the agency.

Notes: Providing Additional Information

Creating a Form Note

To create a form note click on the Add Form Note link at the top right of the form you are editing or viewing. Internet Reporting will take you to the Form Notes screen for the specific form. Internet Reporting will pre-fill the mode and type of service (if applicable) for which the note is created. The transit agency completes the note comment.

To save a form note, click on the Save button at the bottom of the screen. To return to the form being edited without saving the note, click on the Cancel button.

Reviewing Form Notes

Click on the Notes tab to view the Notes Summary screen. You can review the form notes associated with a specific form or all form notes for the report. While working in a form click on the Notes tab to display the Form Notes screen for the form. The form name and mode / type of service will be displayed just beneath the tabs.

Editing Notes

While you are entering and saving Monthly data for any given month, you can edit a note for that month after it has been created. Click on the Edit Note link in the far right column on the Notes screen. Once the Monthly data for any given month is date stamped, the notes are frozen and cannot be edited. However, if needed, additional form notes can be added.

Notes are frozen each time the Edit Date button is clicked. If the report is edited and redated, the previously submitted notes will not be affected.

Printing Form Notes

All form notes can be printed from the Reports tab by clicking the All Form Notes link.

Communications Summary: Viewing a History of Correspondence with NTD

The Communications tab gives transit agencies a centralized area in which to view past correspondence with the Federal Transit Administration’s (FTA) National Transit Database (NTD) program. In addition, the correspondence view can be filtered to show only certain processes or communication types.

Sys Admin: Changing Your Password

The Sys Admin screen provides the ability to change your NTD password.

All passwords expire every ninety days. You can change your password at anytime on the Sys Admin screen by specifying your current and new password. To be valid, a password must be at least eight characters long and contain at least one letter and one number. It cannot contain spaces. Passwords are case-sensitive. If you do not update your password within the ninety-day term, you will be forced to update your password when you first access the system once the ninety-day period has expired. The screen is similar to the one available on the Sys Admin screen and the same password rules apply.

Help: Obtaining More Information

Click on the Help tab to display the Help screen. The Help screen provides access to the 2008 Monthly Reporting Manual for additional help in completing the NTD report forms. The Help screen displays the table of contents for the Monthly Reporting Manual with links to each section of the manual.

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Tips for Using Internet Reporting

Navigating Between Screens

Do not use the browser Back and Forward buttons to navigate between screens. Instead, use the Internet Reporting system buttons, tabs and links.

Saving a Form

A Save button is provided at the bottom of each Internet Reporting form. When entering information into a form it is strongly recommended that you save the form frequently. This will prevent the loss of data if your Internet connection is unexpectedly lost. Also, Internet Reporting has an automatic time-out feature which will log you off of the system after a period of inactivity. It is strongly recommended that you save your work every 15 minutes. Otherwise, there is a risk that the next action you take on the system will result in the closure of the screen displayed in your browser and the loss of any data that you had not saved.

Printing a Form Report from a Form Screen

Click on the Print button at the bottom of the form screen to display the report in the Adobe Acrobat Viewer. Click the Print button in the upper left corner of the viewer. Then click the Okay button on the resulting Print window.

Note: Only forms for 2006 or later will print using the Adobe Acrobat Viewer. Previous years’ forms will print using the Crystal Reports Viewer and function the same as forms printed from the Reports

Printing a Form from the Reports Tab

Forms can be printed using the Crystal Reports Viewer. For troubleshooting information refer to the Announcement section of the Monthly Report Homepage.

Downloading the Crystal Reports Viewer

In order to facilitate viewing, printing and exporting of reports Internet Reporting utilizes the Crystal Reports downloadable viewer and writer. You will be prompted to download the Crystal Smart Viewer for Active X free of charge the first time the print functionality is accessed, (a report link is clicked on the Reports tab or the Print button is clicked on a form page.). This download occurs only once and is absolutely necessary to view or print a report.

Monthly Reporting

This module contains two forms:

1.       Mode Service Operated form (MR-10)

2.       Ridership Activity form (MR-20).

The system will not allow the creation of Monthly forms if the agency has an approved Nine or Fewer Vehicles Waiver.

Mode Service Operated form (MR-10)

The Mode Service Operated form (MR-10) is completed once at the beginning of the calendar year and revised only if there is a new mode and type of service (TOS) added or discontinued during the reporting period. This form is used to identify the modes and types of service (TOS) operated by the transit agency. Internet Reporting uses this information to generate the appropriate ridership activity forms for the transit agency.

This form is required for all transit agencies, except those agencies with a Nine or Fewer Vehicles Waiver.

Ridership Activity form (MR-20)

The Ridership Activity form (MR-20) collects monthly information regarding transit service provided by the agency. These data provide FTA with monthly trends in passenger usage and service levels.

This form is required for all transit agencies, except those agencies with a Nine or Fewer Vehicles Waiver.

 

 

Mode Service Operated form (MR-10)

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Overview

The Mode Service Operated form (MR-10) is used to identify the modes and types of service (TOS) operated by the transit agency. Internet Reporting uses this information to generate the appropriate ridership activity forms for the transit agency. This form is completed once at the beginning of the calendar year and revised only if there is a mode added or discontinued during the reporting period.

Reporting Requirements and Thresholds

All agencies must complete the Mode Service Operated form (MR-10) annually. The exception is transit agencies with a Nine or Fewer Vehicles Waiver, who need not complete this form. Forms will not be generated for agencies that have an approved Nine or Fewer Vehicles Waiver.

What Has Changed from Prior Year

The reporter is allowed to add or delete a mode/type of service. Deletion of a mode requires completion of a form note explaining why the mode is being deleted, and the Validation analyst must either approve or deny the deletion.

Approach

The Mode Service Operated form (MR-10) is used to identify the modes and types of service (TOS) operated by the transit agency. The data reported on this form is used by Internet Reporting to generate the appropriate Ridership Activity forms (MR-20) for the transit agency for the calendar year.

Internet Reporting prepares one set of monthly forms for each mode / type of service (TOS) operated by the transit agency.

Detailed Instructions

When the Mode Service Operated form (MR-10) is accessed, use the check-boxes to indicate which modes/types of service (TOS) are operated by your agency. Once the form has been saved and submitted, the check boxes are no longer active.

If you need to add or delete a mode or type of service (TOS) during the report year, use the Add / Delete Mode / Type of Service button at the bottom of the screen. Common reasons for a mode / type of service being added or deleted:

·          A mode / type of service (TOS) was discontinued,

·          A mode / type of service (TOS) was inadvertently reported / omitted on the Mode Service Operated form (MR-10), or

·          A new mode / type of service (TOS) began operation during the year.

Mode

Transit agencies operate one or more modes of transit service. A mode is a system for carrying transit passengers described by specific right-of-way (ROW), technology and operational features.

 

The NTD recognizes the following modes of public transit service:

Aerial Tramway (TR) Non-Rail – Fixed Guideway	Automated Guideway (AG) Rail – Fixed Guideway	Bus (MB) Non-Rail – Fixed Guideway or Non-Fixed Guideway
A system of aerial cables with suspended vehicles.	An electric railway of guided vehicles that is operated with a computer and without vehicle operators.	The most prevalent mode in the country, and is powered by a motor and fuel contained within the vehicle.
Cable Car (CC) Rail – Fixed Guideway	Commuter Rail (CR) Rail – Fixed Guideway	Demand Response (DR) Non-Rail – Non-Fixed Guideway
A railway propelled by moving cables located beneath the street. While popular at the turn of the last century, the only surviving system is operated in San Francisco.	Typically operated over old freight railroad lines and is diesel or electric propelled. Usually, the service operates between a central city and adjacent suburbs.	Scheduled in response to calls from passengers. Passengers with similar origins and destinations are often scheduled to ride the same vehicle. Many transit systems operate demand response (DR) service to meet the Federal ADA requirements, and expenses and passenger trips are reportable for DR.
Ferryboat (FB) Non-Rail – Fixed Guideway	Heavy Rail (HR) Rail – Fixed Guideway	Inclined Plane (IP) Rail – Fixed Guideway
A mode that carries passengers over a body of water using diesel or steam powered vessels.	An electric railway with exclusive or separate right-of-way (ROW) from other vehicles or foot traffic. It has high passenger carrying capacity and high platform loading. Most of the nation’s subway services are classified as heavy rail.	A railway operating on steep slopes and grades with vehicles powered by moving cables.
Jitney (JT) Non-Rail – Non-Fixed Guideway	Light Rail (LR) Rail – Fixed Guideway	Monorail (MO) Rail – Fixed Guideway
Operated on fixed routes using passenger cars or vans as demand warrants without fixed schedules or fixed stops.	An electric railway that operates in mixed traffic with automobiles or has grade crossings with automobiles. Typically, light rail (LR) trains are short and consist of one to two cars.	An electric railway that is suspended from or straddles a guideway formed by single beam, rail or tube.
Publico (PB) Non-Rail – Non-Fixed Guideway	Trolleybus (TB) Non-Rail – Fixed Guideway	Vanpool (VP) Non-Rail – Non-Fixed Guideway
Operated over fixed routes, but not on fixed schedules. The service is privately owned and operated, but is regulated by local or state governments.	A bus service operated using an electric bus that is powered by a motor drawing current from overhead wires using trolley poles.	A commuting service operating under pre-arranged schedules for previously formed groups of riders in vans.
Alaska Railroad (AR) Rail – Fixed Guideway
		Other – If none of the choices fits your agency, select the category: Other. Internet Reporting will display a box for you to describe the other mode.
A special railroad that Congress recognized for certain FTA funding that operates in Alaska.

Multi-Modal Vehicles

If a vehicle is used for more than one mode, report it under each mode for which it is used and describe the use of the vehicle using the Add Form Notes link.

When all data have been entered into the form and verified for accuracy, click on the Submit Report button to generate the required forms.

Form Notes

A Form Note can be attached to any form to explain unusual circumstances or data discrepancies that impact the data being submitted to NTD. Use the Add Form Note link for relevant information to the form. Click on the Add Form Note link at the top of the screen and enter your note on the Notes screen. You can review and / or edit a Form Note from the Notes tab.

Add / Delete Mode / Type of Service

If the agency adds or discontinues a new mode / type of service (TOS) (directly operated (DO) or purchased transportation (PT)), click on the Add / Delete Mode / Type of Service button at the bottom of the form. A new screen will appear. Click on either the Add or Delete Mode / Type of Service button depending on whether a mode / type of service (TOS) is being added or discontinued. Select the mode and type of service from the Drop-Down boxes for the correct line and enter either the new service start date or the out of service date. Save the form by clicking on the Save button. A form note must be created to explain why the mode/type of service needs to be added or deleted. The Validation analyst will either approve or deny the change.

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Line by Line Instructions

Completing the Mode Service Operated form (MR-10)

From the Monthly tab, click on the Mode Service Operated form (MR-10) link.

Form Level Help: Click on the Help tab at the top of the screen for form level help. A form note can be attached to any form. Use the Add Form Note link for relevant information to a specific field, to the entire form or to multiple forms. Click on the Add Form Note link at the top of the screen and enter your note on the Notes screen. You can review and / or edit a form note from the Notes tab. Form notes can be edited or revised until the form is Saved after which new form notes can be added.

Saving or Closing the Form

Click on the Submit button to save and submit the form. Click on the Close button to close the form without saving.

Completing the Form

Lines 1 - 17, column a: Directly Operated (DO) - Vehicles Operated in Maximum Service (VOMS): Select the Check-Box(es) to indicate which modes are directly operated by the transit system. Select Other if none of the above apply and describe the Other mode in the Describe Other field that appears on the form.

Lines 1 - 17, column b: Purchased Transportation (PT) - Vehicles Operated in Maximum Service (VOMS): Select the Check-Box(es) to indicate which modes are directly operated by the transit system. Select Other if none of the above apply and describe the Other mode in the Describe Other field that appears on the form.

Adding a Mode / Type of Service

·          From the Monthly tab, click on the Mode Service Operated form (MR-10) link.

·          Click on the Add / Delete Mode / Type of Service button to enter new service.

·          In the new window, click on the Add Mode / Type of Service button.

·          Column a: Mode. Select the mode that your agency has begun operating from the Drop-Down menu.

·          Column b: Type of Service. Select the type of service (TOS) that your agency has begun operating from the Drop-Down menu.

·          Column c: New Service Start Date. Enter the date that the new mode / type of service (TOS) began operating.

Deleting a Mode / Type of Service

·          From the Monthly tab, click on the Mode Service Operated form (MR-10) link.

·          Click on the Add / Delete Mode / Type of Service button to delete an existing service.

·          In the new window, click on the Delete Mode / Type of Service button.

·          Column a: Mode. Select the mode that your agency has stopped operating from the Drop-Down menu.

·          Column b: Type of Service. Select the type of service (TOS) that your agency has stopped operating from the Drop-Down menu.

·          Column c: Out of Service Date. Enter the date that the mode / type of service (TOS) was taken out of service.