Nonurbanized Area (Rural) Introduction

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 Nonurbanized Area Formula Program (Section 5311) 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):

SECTION 5335. NATIONALTRANSIT DATABASE.

(a) NATIONAL TRANSIT DATABASE — To help meet the needs of individual public transportation systems, the United States Government, State and local governments, and the public for information on which to base public transportation service planning, the Secretary of Transportation shall maintain a reporting system, using uniform categories to accumulate public transportation financial and operating information and using a uniform system of accounts. The reporting and uniform systems shall contain appropriate information to help any level of government make a public sector investment decision. The Secretary may request and receive appropriate information from any source.

(b) REPORTING AND UNIFORM SYSTEMS —The Secretary may award a grant under section 5307 or 5311 only if the applicant and any person that will receive benefits directly from the grant, are subject to the reporting and uniform systems.

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.

New 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 directs 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 nonurbanzied areas based on the ratio of urbanized/nonurbanzied 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.

FTA conducted a comprehensive evaluation of the NTD in 2000 involving extensive outreach to the transit industry, assessment of the usefulness of NTD data to various constituencies and balancing the usefulness of the data with the reporting burden to transit agencies. FTA redesigned the NTD for fiscal year 2002 to better meet the needs of data reporters and users.

One of the major recommendations of the evaluation was to include rural transit data within the NTD to provide a more complete picture of our nation's public transit system. FTA is implemented this recommendation through initiation of a voluntary program for states to report key financial and operating data for rural transit providers of public transportation.

Recognizing the unique characteristics of rural transit, FTA sought assistance from the states in developing a pilot NTD Nonurbanized Area (Rural) Reporting System that would be beneficial and feasible. The American Association of State Highway and Transportation Officials’ (AASHTO's) Standing Committee on Public Transportation (SCOPT) formed a working group to assist FTA with the development of the data items and definitions for inclusion in the NTD Nonurbanized Area (Rural) Reporting System.

The NTD Nonurbanized Area (Rural) Reporting System is being implemented for the 2006 report year. This manual provides the information necessary for states to report data for their rural transit providers using the NTD Nonurbanized Area (Rural) Reporting System.

State departments of transportation must report NTD rural data. Typically, the state agency administering the FTA Formula Program for Non-Urbanized Areas (§ 5311) will be responsible for the data collection and compilation from each § 5311 subrecipient in the state serving the general public.

SAFETEA-LU added a requirement to provide rural transit data to the NTD. Each recipient under the § 5311 program shall submit an annual report to the Secretary, containing information on capital investments, operations, and service provided with funds received under the § 5311 program. SAFETEA-LU specifies that the report should include information on total annual revenue, sources of revenue, total annual operating costs, total annual capital costs, fleet size and type, and related facilities, revenue vehicle miles, and ridership. In consultation with State Departments of Transportation, FTA previously developed a voluntary state-based rural data module for the NTD. The existing NTD Nonurbanized Area (Rural) Reporting Module manual and reporting instructions can be reviewed on the NTD Web site, http://www.ntdprogram.gov For each § 5311 subrecipient, the State Department of Transportation will complete a one-page form of basic data. The existing module will serve as a basis for reporting requirements for the new, mandatory Rural Reporting Module of the NTD. Pursuant to SAFETEA-LU, mandatory reporting will begin with the FY 2006 NTD Report Year. The first reports will be due on October 28, 2006, for those States with fiscal years ending between January 1 and June 30, 2006; on January 28, 2007, for those States with fiscal years ending between July 1 and September 30, 2006; and April 30, 2007, for those States with fiscal years ending between October 1 and December 31, 2006. To enter data and receive additional instructions, State Departments of Transportation can go to the NTD website.

At this time there will be no reporting for the intercity bus providers who are recipients under § 5311. However, this will be a requirement in the future.

Data should be reported for providers of general public transportation service in non-urbanized areas of the state. Typically, these providers are the state’s subrecipients under the FTA Formula Program for Non-Urbanized Areas (§ 5311).

The NTD Nonurbanized Area (Rural) Reporting Manual consists of three forms that provide state agency identification information, financial and non-financial operating statistics for individual rural general public transit providers, and a statewide summary. The three forms include:

The state should complete the State Agency Identification form (RU-10) and complete a Rural General Public Transit Service form (RU-20) for each provider of general public transportation service in the non-urbanized areas of the state. The Statewide Summary form (RU-30) data is automatically generated from the data reported for individual providers.

Ideally, the state should report data for each provider of general public transportation service in non-urbanized areas of the state. However, if the state does not have complete data from all providers, it should report the data that is available.

The NTD Nonurbanized Area (Rural) Report should generally be submitted within 120 days of the close of the state’s fiscal year according to the schedule in the following exhibit.

States may collect the data from the rural providers according to their own schedules and reporting periods. Data should cover a full year.

Reporting Period Extension

If the State needs additional time to collect, enter and submit data from all subrecipients they may request an extension. The extension request must be justified in writing from the chief executive officer (CEO) to FTA. The written request must describe the situation and provide a timeframe by which the State will submit their report.

These requests are approved on a case-by-case basis and are subject to review and approval by FTA. FTA will notify you, in writing, via the e-File tab, if your request is granted.

The NTD Identification Number

FTA will assign each state a unique rural identification number (ID) to be used in the NTD Nonurbanized Area (Rural) Report and all correspondence. Each state agency must have a rural identification number before filing a report.

Internet Reporting

The NTD Nonurbanized Area (Rural) Report forms are completed using the NTD Nonurbanized Area (Rural) Reporting System. FTA will provide each state participant with a User Name and Password.

Accrual Accounting

All financial data in the NTD Nonurbanized Area (Rural) Report must follow accrual accounting principles. Under accrual accounting:

If a cash basis or encumbrance basis accounting system is used, worksheet adjustments should be made to record the data on an accrual basis.

The example below demonstrates the use of accrual accounting with respect to a capital asset.

General Formatting Rules

The following rules should be followed when reporting data:

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, technology and operational features.

The glossary at the end of this module contains the detailed NTD modal definitions.

The NTD recognizes the following modes of public transit service:

States submit NTD Nonurbanized Area (Rural) Reports via the Internet at the project’s website, http://www.NTDProgram.com by clicking on the Internet Reporting Login link.

FTA assigns each state an NTD analyst to assist reporters throughout the year. At the beginning of the reporting cycle, your analyst will call you to introduce her / him self. Please feel free to contact your analyst if there are any questions, or if FTA can do anything to assist you in reporting.

NTD Nonurbanized Area (Rural) Internet Reporting

The NTD Nonurbanized Area (Rural) Internet Reporting System is accessed through the NTD Home Page.

To access Internet Reporting:

Connecting to the Internet

Use your Internet service provider to connect to the Internet. NTD Internet Reporting requires a web browser that is at least a 6.x version; e.g., Netscape Communicator 6.2 or Internet Explorer 6.0.

If you don’t have the latest version of the browser, go to Netscape.com or Microsoft.com to download the latest version free of charge.

The National Transit Database Website

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

Accessing the NTD Report

Clicking the Internet Reporting Login link will open the Internet Reporting Logon page.

Entering Username and Password

Enter your user name (Rural identification number) and password to gain access to the NTD Nonurbanized Area (Rural) Reporting software. The Nonurbanized Area (Rural) Reporting System provides one access level, permitting the user to view, edit and submit NTD Rural Data.

NTD Nonurbanized Area (Rural) Reporting includes the following tabs:

Home: Starting the NTD Nonurbanized Area (Rural) Report

Access to the NTD Nonurbanized Area (Rural) Reporting System is provided via the Home tab. To return to the Home tab view from any other area click the Home tab near the top of any screen.

e-File: Communicating with FTA

The e-File screen displays the status of your report and any correspondence between your agency and the NTD. Click on the e-File tab to open the e-File screen.

Report Stage

The NTD Nonurbanized Area (Rural) Reporting System incorporates several stages of report status:

Annual: Providing Data to the NTD

Click on the Annual tab to open the Annual tab view.

The Annual tab view provides links to the forms your agency will complete for NTD Nonurbanized Area (Rural) Report ing.

Initially, the Annual tab view provides access to the State Agency Identification form (RU-10) and the State Summary form (RU-30). The Annual tab view also allows the state agency to add a Rural General Public Transit Service form (RU-20). Click on the Add Form button at the bottom of the screen and select the form you want to add using the Drop-Down menu. Currently, the NTD Nonurbanized Area (Rural) Reporting System allows the state agency to add a Rural General Public Transit Service form (RU-20). Once an RU-20 form is added, data is entered, and the form is saved, the NTD Nonurbanized Area (Rural) Reporting System generates the form which can then be accessed from the Annual tab view.

All form-by-form instructions and reporting details are incorporated into the form specific sections of this manual. The Annual tab view provides access to the forms that your transit agency is required to complete. For each form, the Annual tab view identifies the update user and update date.

Notes: Providing Additional Information

Click on the Notes tab to open the Notes screen. The NTD Nonurbanized Area (Rural) Reporting System allows the state agency reporter to create Form Notes. A Form Note allows the user to provide NTD with additional information applicable to the overall form.

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. The Notes screen will open allowing the reporter to enter and save the comment.

Click on the Save button at the bottom of the screen to save the note, or click on the Cancel button to return to the form without saving the note.

Reviewing Notes

Click on the Notes tab to view the Notes Summary screen. You can review the notes associated with a specific form or all notes for the report. While working in a form, click on the Notes tab to access the Notes screen for the form. The form name will be displayed just beneath the tabs.

Editing Notes

While you are in Working Data, you may edit a note after it has been created. Click on the Edit Note link in the far right column on the Notes screen. Once the NTD Nonurbanized Area (Rural) Report is submitted, the notes are frozen and cannot be edited. Notes can only be edited while in the Working Data stage.

Printing Form Notes

Form Notes are printed as part of each form’s report that is generated using the Print button at the bottom of each form. All Form Notes can be printed from the Reports tab by clicking the All Form Notes link. (Form Notes are not included in the All Portrait and All Landscape Forms reports listed on the Reports tab.)

Reports: Viewing, Printing, and Exporting Reports to Assist in Preparing the NTD Report

Click on the Reports tab to display the Reports screen. This screen provides access to several reports available to assist you in preparing your NTD report.

Before a report can be successfully opened the Crystal Reports Viewer must be downloaded to your personal computer (PC). Please refer to the section on Printing for instructions on downloading this viewer and also for viewing, printing and exporting a report.

To open a report click the corresponding link on the Reports screen.

All Portrait Form Reports

Click on the All Portrait Forms link to open all of the Rural report forms. You will not need to alter your printer orientation settings, as these will be set automatically.

The individual form reports included in the All Portrait Form reports include:

The Form Notes associated with each form are not included in these reports. (They are, however, included on the individual form reports generated as a result of clicking the Print button on each form screen.)

All Form Notes Report

Click on the All Form Notes Report link to print all of theForm Notes associated with the NTD Nonurbanized Area (Rural) report viewed on the Form Notes screen.

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 NTD program. In addition, the correspondence view can be filtered to show only certain processes or communication types.

Sys Admin Tab: Changing Passwords

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

Each NTD User has been assigned a unique temporary password. With the launch of the 2006 Internet reporting software, you will be allowed to log into Internet reporting one time using this assigned password. Each user will be prompted to change his / her password at that time. Users can change passwords at any time by clicking on the Sys Admin tab. Users should follow the instructions for creating new passwords:

Help: Obtaining More Information

Click on the Help tab to open the Help screen. The Help screen provides access to the Nonurbanized Area (Rural) Reporting Manual for additional help in completing the appropriate forms.

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 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.

Viewing, Printing and Exporting Reports

Reports can be generated within the Internet Reporting system from either the Reports tab or from the individual form screens.

For trouble-shooting information refer to the Announcement section of the Home tab.

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.

Viewing a Report Online

Click on the Report link on the Reports tab to display the report within the Crystal Reports Viewer. Use the scrollbar or the following navigation buttons to scroll through the report:

 The left arrow with a line to the left scrolls to first page

 The left arrow scrolls to previous page

 The right arrow scrolls to next page

 The right arrow with a line to the right scrolls to last page.

You can also search for text within a report by clicking on the binoculars icon  to display the Search dialogue box and then entering the text for which you wish to search in the Find What field. If the text you entered is found within the report, it will be outlined in red.

To Print a Report from the Report Tab

Click on the Report link to display the report within the Crystal Reports Viewer. Click the Print Report button  (printer icon) in the upper left corner of the viewer. Then click the Print button on the resulting Print screen.

State Agency Identification form (RU-10)

The State Agency Identification form (RU-10) collects contact information for the reporting state agency. The form includes agency identification information, transit unit director information, and NTD contact person information. In the 2006 report year, the state agency will need to enter all information. In subsequent reporting years, most of the information will be pre-filled and the state agency will need only to update any information that is no longer current.

Opening the State Agency Identification form (RU-10)

Upon entering your reporting area for the first time, you will be taken to the Home screen. Your rural identification number and the state will appear at the top of the screen. In the upper right corner, the Report field will indicate that you are accessing the 2006 Working Data.

To begin the 2006 report, click on the Annual tab to access the Annual tab view. Click on the State Agency Identification (RU-10) link to open the form.

Review and complete the State Agency Identification form (RU-10) following the instructions in this section.

To save this form, click on the Save button at the bottom of the screen. Click on the Close link at the top or the Close button at the bottom of the screen to close the form without saving and return to the Annual tab view.

Detailed Instructions

This section discusses the key issues involved in completing this form.

Rural NTD Identification Number

The rural NTD identification number(ID) is the four-digit alphanumeric FTA assigned to your state (e.g., #R##). It is pre-filled and cannot be altered.

Agency Identification Information

Report the agency name, mailing address, city, county state, and zip code for the state agency submitting the report. Also report the state agency acronym, URL (if applicable) and the FTA designated recipient ID number.

The agency name is the full legal name of the agency submitting the NTD Nonurbanized Area (Rural) Report. The agency acronym is the trademark or familiar name. This acronym may be used in selected FTA publications.

The FTA recipient identification number is the four-digit number assigned to your state agency for the FTA electronic grant making system — TEAM (Transportation Electronic Award and Management). If you have a question regarding this number, please contact your agency’s grant manager.

A universal resource locator (URL) is the address of the state’s website; e.g., www.ak.state.gov. Please do not include http://.

State Fiscal Year End

Once submitted to the NTD, this data will be locked and can only be edited by contacting your analyst.

Director of Transit Unit

Report the name, title, mailing address, city, state, zip code, phone, fax, and e-mail address for the director of the state transit unit.

NTD Contact Person

Report the name, title, mailing address, city, state, zip code, phone, fax, and e-mail address for the state agency designated rural contact person. The contact person is the individual responsible for coordinating the NTD Nonurbanized Area (Rural) Report. The contact person receives all NTD correspondence and any questions that the Federal Transit Administration (FTA) may have concerning the report.

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 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.