NTD Reporting - Frequently Asked Questions
Quick Links by Section
- NTD Reporting System Access and Common Actions
- Basic Information Reporting
- Service Data Reporting
- Asset Inventory Data Reporting
- Federal Funding Allocation Data Reporting
- Financial Data Reporting
- Safety and Security Data Reporting
- How do I login to the NTD?
- How do I reset my password?
- How will I receive announcements about NTD reporting?
- How can I view/print a prior year's reports?
- I'm a User Manager (UM) for my agency. What resources are available for me to learn User Management?
- Do I have to complete all forms and respond to issues right away in order to save my work?
- How can I view issues with my report?
- How can I Address the Data validation issues?
- What do data issue statuses mean?
- How do I export data/templates from an NTD report?
- How do I import data into the report?
- How do I know the Annual Report is ready to submit?
- How can I request a Waiver from Annual NTD Reporting?
- How do I change my role and/or someone else's role in the system?
- How does my agency add new users to the system?
- How do I apply for an extension for my Annual Report?
- I am able to log in but I can't access anything. What should I do?
Beginning in 2021, there is a new login process that uses login.gov for all FTA TriAD applications, which include the NTD. To login, please consult the guidance on this page. If this is your first time setting up an account with login.gov, please consult the same presentation. There is also a quick setup guide on this page.
The NTD Operations Team will send out an email when there is an important announcement. It is important that your username is a valid address that you can access for emails. You can also view the announcement message by navigating to the “Announcement” section on the right-hand side of the Home page. Finally, the message will be stored in the E-File Library within your Agency's NTD Profile.
Only the users with CEO or CEO Delegate roles can submit the Original Submission of the Annual Report. The NTD Contact can submit all subsequent revisions. If you are unsure of your user role, please contact your transit agency's assigned user manager.
To submit the report, log in and select:
- Records tab
- NTD Report Packages
- The current Report Year package
- Related Actions (under the heading).
- Submit Annual Report Package
- Proceed and Continue through the process until you see a notification, "Action Completed Successfully".
Note: Saving the D-10 CEO Certification form is not how you submit the report.
No. If you want to enter a part of a report form and come back to it later, click the “Save” button. When the form is complete and ready for review, the “Save and Validate” button (at the bottom of the report) applies the rules of validation to all data entered in the form. Select this option every time you revise data after completing the forms to avoid encountering any issues upon submitting your report.
After clicking the “Save and Validate” button, click “View Issues” at the bottom of the form. This page displays all validation issues and allows you to respond accordingly, either by revising the data or providing explanations. After addressing all validation items, you will be able to submit the report for review based, on your user role. Additionally, you have the option to filter issues (as depicted). To review an issue, click on the row with the issue and it will highlight in blue. The validation issues details will appear below.
If there is an obvious error, the issue will be identified as "Critical", meaning it must be resolved by the time the report is submitted. When this happens, navigate back to the appropriate form and revise the incorrect values. After making your change(s), select the “Save and Validate” button again. If the error is correctly addressed, the item will be newly listed as “Closed with Data Revision” on the “View Issues” page. (This status is automatically updated and does not require analyst approval.)
However, an issue raised on your report does not always indicate an error in the data itself. Data Validation issues that are marked "Important" only require explanation. If you have reviewed and have confirmed that there is no data error, please add this explanation in the comments section. FTA will review these comments with each report submission and close issues accordingly. When you do this, the issue is considered “Open with Explanation” until the issue is closed.
Data Validation is considered “Open” until addressed. Once an Open issue is addressed with a comment, it will be marked either “Open with Explanation,” or “Open and Escalated”. If you make a revision to the report or if the issue is reviewed by FTA and closed, it will appear as “Closed with Data Revision" or "Closed", respectively.
All open validation items must be addressed for FTA to issue a Closeout Letter without Issues for your annual report. Issues that are not addressed may result in marking data as Questionable in the report and will appear as an issue in the Closeout Letter.
If there are issues that are open and do not close with data revision, please make sure to add a note in the comment section explaining what changes you made to the data to address the issue.
The NTD Online Reporting System allows you to import or export data for most forms in the Annual Report (more templates are in development. At present, this must be done form-by-form. You can also respond to data issues by importing your responses. These buttons are located near the “Save" and "Close” buttons at the bottom of each form.
To export data from a form, navigate to an annual report form, scroll to bottom and click “Export Data.” A downloadable excel version of the form will populate. Click on the file to open it and begin entering data into the export template.
Once the sheet has downloaded, you can enter or edit existing data in the form. The sheet is protected and will not allow tabs to be hidden, deleted, or altered. When the form is complete, save the file. Then, navigate back to the form and click “Import Data.”
To import data, click the “Upload” button and select the Excel document you want to upload, then click “Submit.” Then click the “Refresh” button until the system accepts the file. If there were any problems uploading the file, the system will display an error message. Simply resolve any errors in the document and re-upload the file, as applicable. Once the file is accepted, click the “Back” button and verify that all changes were updated. Then click “Save and Validate.”
The import and export functions can be used to respond to validation. To respond to validation in excel format, navigate to the validation issues dashboard either on the individual form or from the package summary page and follow the same steps as above to export the excel sheet.
Respond to validation issues directly in the excel sheet, save the file, and then use the import data button to add your responses in the reporting system. Be sure to review the validation issues in the system after import to ensure that all are addressed.
Upon following the steps to submit, outstanding issues will appear if they were not addressed during initial data entry.
Three potential problems to resolve before submitting are:
- Forms not Validated – All forms must be Saved and Validated prior to submission.
- Open Issues – Remaining validation items that are not accompanied by either data revision or an official agency explanation.
- Incomplete Required Field Forms – Forms containing blank fields that require a value. If an agency has no data to report in a required field, such as Reportable Events, you must save the field with zeros—make sure the fields are not empty.
To review issues that could delay your report submission, click on the “View Critical Issues” report under the Related Actions page of the agency’s package. Note: For non-State reporters, saving the CEO Certification (D-10) Form does not submit your report package. Please make sure the Data from Other Forms and Annual Total columns on the FFA-10 Form(s) match before you submit your report.
- After logging into the website, you land on the Home page. This provides you with access to your transit agency’s information, such as its NTD Reporter Profile or NTD Report Packages.
- Click on your NTD ID next to the current fiscal year (e.g., 2021) to open up your package.After opening the package, click on Related Actions.
- From the list of options, select Create Reporter Request. From the Request Type drop-down menu, select Waiver Request: Reporting.
- After making that selection, the page layout will update. Type in your explanation, and upload your written Reporting Waiver request which should be signed and on agency letterhead. Once those steps are completed, select Submit.
Note: Submitting a Reporting Waiver request should follow guidelines in the Annual Reporting Manual.
There are two ways to change roles:
1) Select Records > Users > Search User > Select User Profile > Related Actions > Manage User Roles, and make the necessary changes.
2) Select Records > NTD Reporter Profiles > Select User Profile > Related Actions > Manage Reporter Users (P-30). Then select the last name of the person you want to edit and navigate to Manage User Roles.
You must remove any previous roles before adding a new role, and you cannot change your own role.
Your agency's User Manager(s) can add new users to the system. To do this, the User Manager (UM) navigates to the "Actions" tab, then selects Create New User.
If your User Managers(s) are no longer with your agency, your agency's CEO can fill out the User Manager (UM) Designation Template to identify new users to fill that role. Your Validation Analyst can provide the template and will make the changes in the system after receiving the completed form.
Per the NTD Policy Manual, FTA may approve 30-day extensions for circumstances such as medical leave, natural disasters, and pending audits.
To submit an extension, the CEO must log in and select:
- Records tab
- NTD Report Packages
- The current Report Year package
- Related Actions
- Create Reporter Request
Once on the "Reporter Request" screen, select "Extension Request" from the "Request Type" drop-down menu, then explain why you are unable to meet the deadline in the explanation field.
Your account is locked. This will occur after 60 days of inactivity. After logging in, you can unlock your account by clicking "Actions" and then selecting "Unlock Account." From that page, either answer your security questions or submit a request to be unlocked. The request will be sent to your User Manager (UM) for approval. See steps below.
To unlock your account, answer your account security questions or request your agency User Manager to unlock the account. Pages 61-66 of the FTA FACES User Guide found here depicts how an account becomes locked, the steps for a user can self-unlock, as well as the steps for how a locked may submit a request for unlock.
There are two ways to view or print your reports: (1) by individual form, or (2) by the entire report all at once.
(1) To view or print each form individually:
- Navigate to the Records tab.
- Select My NTD Reporter Profile(s).
- Select your agency's profile.
- Click on Form Library (under the heading).
- Select the closeout version from the "Report Package" drop-down menu.
- From there you can click on each form individually to view or print.
(2) To view or print the entire report all at once:
- Navigate to the "Records" tab.
- Click on link: My NTD Reporter Profile(s).
- Select your agency's profile.
- Click on Related Actions (under the heading).
- Select Print Annual Package.
- Select a report submission from the "Report Package" drop-down menu.
- Click the Print button.
It will take a few minutes to generate the HTML link that will allow you to view and print the report. After 20-30 seconds, click the "Refresh" button to return to the previous page (you may have to click on it more than once). When the site returns you to the previous page, you will see an HTML link right below the "Print Annual Forms" heading. This link will allow you to view or print the report in its entirety.
This process works for any version (revision) of the report.
- Are services provided by agencies participating in local public transit-human services transportation plans eligible to report to the NTD?
- My agency has a contract with a Transit Network Company (TNC). Can I report this to the NTD?
- How do I determine my demographic information?
- What is the purpose of the B-30 Contractual Relationship Form?
- Do I add all of my modes to the B-30 Contractual Relationship form?
- What if I switched contractors during my report year?
- How do I report a mode filing separately?
- Do I need separate B-30 Contractual Relationship forms for one contractor providing multiple modes of service?
- What is a DUNS number?
- What is the Federal Transit Administration (FTA) Recipient ID?
- What if my agency website is a page within the county/city website?
- What if my agency does not have a website?
- How do I add a subrecipient?
You may report mobility service operated under contract to a transit agency if the following apply:
- Your agency pays the full cost of the contracted service (less fares).
- The service is available to the general public or segment of the public defined by age, disability, or income.
- The service is regular and continuous and is not a pilot program.
- The operator attempts to group rides to create shared-ride service.
- Drivers and passengers cannot refuse additional passengers if there is available seating capacity.
- The operator must allow two or more dependents to travel with guardians if there is available seating capacity, even if this would limit the ability to successfully share the ride.
Service area is the square miles and population to which your service is available. This is not the same as the Urbanized Area(s) (UZAs) you operate in.
ADA legislation requires that your service area include at least 3/4 of a mile on each side of your fixed route service. Service area also includes a blanket map of where all demand response/deviated route service is available. Most demographic information is readily available from the metropolitan planning organization in the region.
The B-30 Contractual Relationship form shows contractual relationships between agencies and contractors and details the financial aspects and the nature of the agreement.
You only add the modes that the contractor operates on your behalf.
You complete B-30 Contractual Relationship forms for both contractors that provided your service during the year, and you indicate the number of months each contractor operated.
You add modes filing separate reports at the bottom of the B-10 Identification form, in the section titled "Modes Filing a Separate NTD Report." Do not add these modes to your agency's profile on the P-20 Reporter Modes form.
No, one B-30 Contractual Relationship form can show more than one mode of service provided by a single contractor. For these hybrid contracts, in the "Primary Feature" section of the B-30 form, you should select the item that describes the part of the contract that provides the majority of funding.
An FTA Recipient ID Number is a four-digit number assigned to your transit agency for the Transit Award Management System (TrAMS). If you are not a direct recipient, you should report the FTA Recipient ID of the agency from which you receive Federal funding.
A Data Universal Numbering System (DUNS) number is a nine-digit number assigned by Dun and Bradstreet. It is required for all businesses that register with the Federal government.
If your agency does not have a website, leave the field blank.
You should provide the direct link to the transit webpage and not the main page for the county/city.
>Click on the "Records" tab.
>Select "NTD Report Packages."
>Select the appropriate report package (in most cases this is the State reporting package for the fiscal year — for example, FY 20XX State Reporting – State ID – State Agency Name).
>Click on the "Related Actions" tab (under the heading).
>Select "Add/Manage Subrecipients."
The projects selected for funding under the Enhanced Mobility for Individuals and Individuals with Disabilities (Section 5310) Program must be included in a locally developed, coordinated public transit-human services transportation plan, and that the plan be developed and approved through a process that included participation by seniors, individuals with disabilities, representatives of public, private, and nonprofit transportation and human services providers and other members of the public utilizing transportation services. These coordinated plans identify the transportation needs of individuals with disabilities, older adults, and people with low incomes, provide strategies for meeting these needs, and prioritize transportation services for funding and implementation.
Some agencies that participate in a local human services transportation plan provide client-based transportation services — services that can be used only by its clients. These are not public transportation services because they are only open to a segment of the general public that is defined by being clients of the agencies and not, as required by the public transportation definition, a segment of the general public defined by age, disability, or low income.
Therefore, only agencies that provide public transportation are eligible to report financial and operating information to the NTD. Participation in a local human services coordination plan by itself is not a sufficient condition for reporting to the NTD.
- What are Vehicles Operated in Maximum Service (VOMS)?
- My agency uses Automatic Passenger Counters (APCs). Do we need to do anything in order to use that data to report to the NTD?
- Do I report charter service?
- How do I report deviated fixed route service?
- Do I include the attendant who rides with and assists my passengers with disabilities in my Unlinked Passenger Trip (UPT) total?
This is the largest number of vehicles you operated in this mode at any point during the year — in other words, the number operating at peak service during the busiest average day of the year. Days of special service aren't factored into the VOMS count. It also does not include spares and will typically be smaller than your total fleet size.
Before an agency can use any APC data to report to the National Transit Database (NTD), the FTA must approve the APCs. The NTD Policy Manual explains the APC certification process in the service section. To submit an APC certification request, the agency should send the request to their Validation Analyst.
Although charter service is not considered public transportation, you must report charter hours if you performed charter service and submit a Full Reporter. Report charter hours on a separate line on the S-10 Service form and do not include charter service in the other totals.
Agencies must report all deviated fixed route services as Motorbus (MB).
For demand response (DR) and demand response-taxi (DT) modes, transit agencies must include personal care attendants and companions in UPT counts as long as they are not employees of the transit agency. This includes attendants and companions that ride fare-free.
- My agency is participating in my State DOT's group Transit Asset Management (TAM) plan. How do I indicate this on my NTD report?
- What are the requirements for Voluntary Reporters for the new expanded asset inventory module (AIM)?
- My agency has buses that have exceeded their Useful Life Benchmark (ULB) and are inactive, but we have not disposed of them yet. Do we still include the old buses in the Performance Measure targets for the vehicle type?
- What are the requirements for agencies that provide purchased transportation (PT)? Are we required to complete the new asset forms?
- How should I report bus parking lots or storage lots for revenue vehicles?
- Should I report a structure with 4 walls but no closing doors, ticket counters or dispensers, information counter, etc., as a passenger station?
- My agency receives §5310 funds, but we only provide client- and center-based transit services. Do we report to the NTD as a Reduced Asset Reporter?
- We have capital responsibility for a bus barn: how do I report it on the A-15 Transit Asset Management Facilities Inventoryform?
- Should I report radio towers with small buildings attached or in the surrounding area as facilities on the A-15 Transit Asset Management Facilities Inventory form?
- How do I report a service fleet as retired on the A-35 Service Vehicle Inventory form?
- How do I report supervisor vehicles?
- My agency has many entries for the new asset forms. Is there a faster way to enter this data other than entering each facility or fleet individually?
- How should I report administrative or maintenance facilities that are shared with other departments within a larger entity?
- What does prorating facilities mean?
- We do not do any in-house maintenance. The vehicles are taken to a private company for servicing. Should I report anything?
- My agency is a subsidiary of a larger agency, and the larger agency owns the facility where our vehicles are maintained. Should I report this facility, even though my agency does not own it?
- When should a vehicle fleet be deleted?
- A vehicle considered inactive still ran service for part of the year. Is that service still counted on this form?
- What are Total Miles on Active Vehicles During the Period?
- What are Average Lifetime Miles (ALM)?
- When is a vehicle considered inactive? Is it still reported?
- How do I report a body-on-chassis or cutaway vehicle?
- What do I report under Separate Assets on the B-10 form?
During the Report Year Kickoff (RYKO), you will be able to select your agency's TAM sponsor. If you have already completed the Report Year Kickoff but did not select a sponsor and need to, please contact your Validation analyst, and they will help you.
Voluntary Reporters must complete the National Transit Database (NTD) report in its entirety. With the expanded asset inventory, Voluntary Reporters should provide inventory data for the A-15 Transit Asset Management Facilities Inventory, A-35 Service Vehicle Inventory, A-20 Transit Way Mileage, etc., as applicable. If a Voluntary Reporter has capital responsibility for a fleet, they must report the Useful Life Benchmark (ULB) of that fleet on the A-30 Revenue Vehicle Inventory and A-35 Service Vehicle Inventory. They are not required to report A-90 targets, condition assessments for facilities, or performance restrictions for track.
My agency has buses that have exceeded their Useful Life Benchmark (ULB) and are inactive, but we have not disposed of them yet. Do we still include the old buses in the Performance Measure targets for the vehicle type?
No, you should only include active vehicles in your Performance Measures targets.
Asset inventory requirements apply to both directly operated (DO) and purchased transportation (PT) modes. You must report inventory as in previous years. With the new A-15 Transit Asset Management Facilities Inventory and A-35 Service Vehicle Inventory forms, you will report based on current requirements. If your agency has capital responsibility for service vehicles and administrative and maintenance facilities, you must report them. You must also report all passenger facilities, regardless of capital responsibility.
These lots are not reportable to the National Transit Database (NTD) asset inventory. You only report passenger facilities, including parking lots and structures.
Yes, significant structures are reportable as stations to the NTD. Simple shelters should not be reported. Please see station criteria in the NTD Policy Manual for further guidance.
No, client- and center-based transit services are not considered public transit services. You are not required to report to the National Transit Database (NTD).
You would report this facility as a General Purpose Maintenance Facility/Depot.
No, you do not need to inventory structures such as towers or breaker houses.
If Total Vehicles for a service fleet is "0," the A-35 Service Vehicle Inventory form will give you the option to mark a fleet as retired. This functionality is like the existing retiring protocol on the A-30 Revenue Vehicle Inventory form.
If your agency has capital responsibility for these supervisor vehicles, you report them on the A-35 Service Vehicle Inventory form.
Yes, all asset forms have an import/export function. This function allows you to bulk upload facility and fleet data.
If your use of the facility is 50% or less, it is considered incidental use and you should not report this facility. For example, if your agency administration offices are a part of a city hall building and your offices make up less than 50% of the entire city hall building, the transit use is incidental and this facility does not need to be inventoried.
You must prorate a facility if your agency uses the facility for multiple modes or types of service. On your report, you will allocate the facility across the A-10 Stations and Maintenance Facilities forms for the modes or types of service that use the facility. This does not apply to the A-15 Transit Asset Management Inventory form.
When an agency does not own or lease a maintenance facility, the agency reports "0" for maintenance facilities.
Yes, you should report this facility as "Owned." In this case, the "Owned" indicates that a public agency owns the facility—not a specific National Transit Database (NTD) reporter.
A vehicle fleet should only be deleted if your agency added it in error.
No. The A-30 Revenue Vehicle Inventory form does not collect mileage data for inactive vehicles. However, you should report that vehicle's Total Actual Miles and Total Revenue Miles in the service data.
This is the total number of miles (including revenue miles, deadhead miles, etc.) that all vehicles within that fleet (RVI ID) traveled within the report period. To calculate Total Miles on Active Vehicles During the Period, for each vehicle in the fleet subtract the prior year's ending odometer reading from this year's ending odometer reading. For RVI IDs with more than one vehicle, add these calculations together to determine the Total Miles on Active Vehicles During the Period for that fleet.
Average Lifetime Miles (ALM) are the average cumulative miles on a fleet of vehicles. To calculate this, average this fiscal year's ending odometer readings for the vehicles in that specific RVI ID (fleet).
A vehicle is inactive if it is not used for revenue service on the last day of the fiscal year. Even if the vehicle is inactive, you will still report it on the A-30 Revenue Vehicle Inventory form; however, you will reduce the number of Total Active Vehicles for that fleet.
Agencies do not report Miles This Year or Average Lifetime Miles (ALM) for vehicles marked inactive. Agencies do still report the energy consumption for those vehicles as this data point is compared to the service data reported on the S-10 or RR-20 form.
For cutaway vehicles, you report the manufacturer and model of the body added to the chassis. You should not report the manufacturer and model of the chassis.
Agencies that have capital responsibility for assets that are not used to support their own transit service, but are used to support another agency's transit service, should complete the Separate Asset section of the B-10 form. This allows agencies to report the assets and related performance of those assets that they have capital responsibility for, but are not captured in their own NTD report.
- I heard that the NTD requires auditor statements: what does this entail?
- We undergo an annual financial audit. Does this satisfy the audit requirement for Financial Data?
There are two National Transit Database (NTD) auditor's statements - more information on the requirements/applicability of each can be found in the most recent NTD Annual Reporting Policy Manual. Suggested procedures for the Independent Auditor's Statement for Federal Funding Allocation Data (IAS-FFA) can be found in an appendix to the manual.
No, it does not. National Transit Database (NTD) auditor's statement procedure is not the same as annual financial audits. However, the CEO will need to review the Independent Auditor's Statement for Financial Data (IAS-FD) your agency has the ability to collect and report financial data in accordance with NTD requirements and the Uniform System of Accounts (USOA). You can find more information on the audit in the NTD Policy Manual.
- Where does the Data from Other Forms column get its data?
- How do I update data on the FFA-10 Federal Funding Allocation form when the UZA Reporting Method is Actual Vehicle Revenue Miles?
- What is the purpose of the FFA-10 Federal Funding Allocation?
- What fixed guideway (FG) data am I responsible for updating annually?
Vehicle Revenue Miles (VRM), Vehicle Revenue Hours (VRH), Passenger Miles Traveled (PMT), and Unlinked Passenger Trips (UPT) are pulled directly from the service form (S-10 or RR-20). Operating Expenses (OE) are pulled directly from the financial form (F-30 or RR-20).
To update data points under an agency's Urbanized Area(s) (UZAs) so that the Data from Other Forms column matches the Annual Total Column, you should report zeros on the Vehicle Revenue miles (VRM) row, click on any white space in the form so that the other values also turn to zero, then re-enter the VRM values and click "Save and Validate."
This form compiles all data required for Federal funding allocation into one location. The form reports service totals and operating expenses for each of the individual areas the agency serves — urban or rural. The data on this form are used in the appropriation of formula program funding.
If any of your agency's fixed guideway (FG) segment details change during the year, you must update the segment information on the P-40 Reportable Segments form in the Agency Profile.
- There is a column for Funds Earned and Funds Expended: do these have to match?
- What if my agency operated on a deficit?
- Is there a threshold for what is considered capital?
- I received insurance recoveries/reimbursements during the year. How do I report these?
- An issue was raised about "matching dollars." What are these and where should they be shown?
- Where do I report Congestion Mitigation and Air Quality (CMAQ) funds?
- My agency uses Transportation Development Credits (TDCs) or Toll Credits as matching dollars. How are these reported?
- What makes a capital purchase an Expansion of Service?
- I have a capital purchase that is used for more than one mode. How do I report that?
- What does my F-20 Uses of Capital form need to tie to?
- Where do I report schedulers and dispatchers on the F-30 Operating Expenses form?
- What are fully allocated costs?
- What is the difference between "Operators' Salaries and Wages" and "Other Salaries and Wages"?
- What does my F-40 Operating Expenses Summary form need to tie to?
- What is the Uniform System of Accounts (USOA)?
- What is the difference between Funds Applied and Funds Not Applied?
- Is the "Other Assets" on my F-60 Statement of Finances form meant to be the remainder of my assets?
- I received Tribal Transit discretionary funds to purchase a vehicle. What funding type should I select?
- Where do I report Title III-B Funds?
- How are losses on sales, impairments, and book write-offs reported?
- How do I allocate indirect costs among the modes we operate?
Funds Earned are only required to match Funds Expended for Federal Government Sources of Funds in the Funding Sources section.
If operating on a deficit, you will report more expenses than revenues. If you made up the difference using funds earned in a previous year, report funds expended greater than funds earned on the line corresponding to the original source of funds. If you borrowed against future revenues using a bond or loan, report the expenses on the line corresponding to the source you expect to use to repay the debt. More information on reported bonds/loans can be found in the NTD Policy Manual.
For National Transit Database (NTD) reporting, any purchase of $5,000 or greater with a useful life of > 1 year is considered capital. Agencies can use a capitalization threshold of less than $5,000 but not greater than $5,000.
As of Report Year 2018, your financial form includes a line to identify the amount of insurance proceeds your agency received.
When awarding a grant, Federal grant programs almost always require a local or State match. You report these matching dollars under the appropriate category of funds (Local Funds and/or State Funds).
If the CMAQ funds were "flexed" through the 5307 program, you report them as 5307 funds. If they were not, you report the funds as Other USDOT Funds.
Beginning in Report Year 2018, your financial form includes a line to identify the amount of Transportation Development Credits or Toll Credits applied as matching funds.
If the capital expense supports new service (for example, a new bus route or extended hours), it is an Expansion of Service. If you are replacing worn-out assets that support existing service or buying new assets to enhance existing service, this is not an Expansion of Service.
If a capital purchase supports more than one mode or type of service, you report it by predominant use. Choose which mode the capital serves most and report the purchase under that mode.
Total All Uses of Capital on the F-20 (bottom right) must equal Total Funds Expended on Capital During Period on the F-10 Sources of Funds.
You report salaries and fringe benefits for schedulers and dispatchers under Vehicle Operations.
Fully allocated costs are the costs of providing the service itself and the indirect costs incurred by the agency for the oversight of the contract.
It is inaccurate to report that the agency only bears the cost of service. The agency must report the cost of salaries and fringe benefits for transit agency employees who oversee the contract or work with the contractor. Providing an office with electricity, phone, internet, etc., for these employees is also an indirect cost of service. Note that if only a portion of an employee's time covers oversight of a contract, then you only apply that portion of the employee's salary and benefits. The same is true for office costs.
Operators' Salaries and Wages include the salaries for employees who drive revenue vehicles. Other Salaries and Wages includes all other employees (such as dispatchers, janitors, accountants, and maintenance employees).
"Total Expenses from Published Reports for Transit Operations–Funds Applied" on the F-40 Operating Expenses Summary form must equal "Total Funds–Funds Expended on Operations" on the F-10 Sources of Funds form.
The Uniform System of Accounts (USOA) is the accounting system agencies must use to report to the National Transit Database (NTD). It assigns categories to all costs commonly incurred by transit agencies. A link to the USOA is available from the Manuals page.
Funds Applied refers to funds that your agency transferred to some other entity. For example, interest payments made to a bank are Funds Applied.
Funds Not Applied refers to any expenditure that does not involve a transfer of money between the transit agency and another party and that is typically valued using accounting principles. For example, you would report depreciation as Funds Not Applied.
No, "Other Assets" refers only to the asset category defined by the Uniform System of Accounts (USOA), which is prepayments or assets not otherwise defined. This category should not include capital assets.
You would select Rural Area Formula Program (RAFP) – 5311 funds.
You report these funds under "Other Federal Funds."
Losses on sales, impairments, and book write-offs are not reportable to the NTD as entries. You can only report impairments due to a natural disaster (on the F-40 Operating Expenses Summary form, as "Extraordinary and Special Items"). Please note: although the entries themselves are not reportable, impairments and book write-offs are taken into account in the calculation of capital assets reported on the F-60 Statement of Finances form.
The National Transit Database (NTD) does not specify how an agency must allocate indirect costs. Each agency is responsible for determining a methodology for cost allocation that is both reasonable and consistent.
- Does NTD reporting satisfy the 2-hour notification requirement?
- Can I view Safety & Security reports for our agency that were submitted to National Transit Database (NTD) in previous years?
- I completed a Major Event Report (S&S-40) for the month. Do I have to complete a Non-Major Summary Report (S&S-50) for that month also?
- A passenger on one of our transit vehicles had a medically related injury (i.e., heart attack, seizure) and was removed from the scene by an ambulance. Should I report this incident to the NTD?
- We discovered we failed to report a major event that occurred three months ago. The Policy Manual states a reportable event should be filed no later than 30 days after the date of the event. Should we still report this event?
- Am I supposed to report minor collisions on the Non-Major Summary Report (S&S-50) form?
- The local police force in our area responds to security events that occur in our transit system and on our vehicles, but I do not know the number of policemen who work on the police force. Do I have to estimate a number for local police force (non-contracted) on the Security Configuration (S&S-30) form?
- A pedestrian was struck and injured by one of our trains that was running on a test line and not in revenue service. Should I report this event to the NTD?
- One of our transit vehicles was backing up and hit a car with its rear-end. How do I report the collision type for the transit vehicle? (assumes a reporting threshold was met)
- On the Non-Major Summary Report form (S&S-50), what does "Other in vehicle: Securement issue" mean?
- If a bus is deadheading and is involved in an accident that meets a threshold, is it reportable?
- What is a non-revenue facility?
- We use a taxicab company to provide contracted demand response service for our agency (DT/PT). While providing service for our agency, one of the cabs was in a collision that meets a reportable threshold. Do I report this taxi as a transit vehicle?
- I need to add another involved vehicle in a collision report I submitted. How do I add other vehicles to this report?
- When should I start reporting accidents or injuries for a new mode we are constructing?
Major events must be reported within 30 days of the event on the S&S-40 form. Non-Major events (counts only) must be reported by the end of the next calendar month on the S&S-50 form.
No, the 2-hour notification requirement is a State Safety Oversight (SSO) requirement independent of NTD reporting.
Yes, you can view reports from past years. Click on the "Reports" menu selection. From the list of reports, click on "Historical S&S Form Lookup" and complete the four query boxes to select the data you choose to view.
A passenger on one of our transit vehicles had a medically related injury (i.e., heart attack, seizure) and was removed from the scene by an ambulance. Should I report this incident to National Transit Database (NTD)?
No, you do not report illnesses or medical conditions, or injuries resulting from illnesses or medical conditions, that occur in transit vehicles or facilities.
The local police force in our area responds to security events that occur in our transit system and on our vehicles, but I do not know the number of policemen who work on the police force. Do I have to estimate a number for local police force (non-contracted) on the S&S-30 Security Configuration form?
No, this is the only category of security personnel on the S&S-30 Security Configuration form for which you do not estimate the number of personnel. Please enter a 0 (zero) in the "Number of Primary Security Personnel" and/or "Total Number of Security Personnel" boxes.
Yes, report this accident as a "Collision" on a S&S-40 Major Event Report form. Events meeting a reportable threshold are reportable to NTD once the project has entered the engineering and construction phase. Any event where a train makes contact with a person is automatically reportable regardless of whether the person was injured.
In the "Other Vehicle Involved Information" section, under the "Collision Type" category, select “Other Rear Impact."
Yes. The S&S-50 Non-Major Summary Report captures monthly summary information (not details) on fires and other less severe safety events that are NOT reportable on the S&S-40 Major Event Report. You must complete one S&S-50 Non-Major Summary Report form every month for each mode/type of service (TOS) whether or not you have data to report and even if you submitted an S&S-40 Major Event Report for that month.
"Securement issue" refers to the securement (tying down) of mobility devices on a transit vehicle. If a mobility device breaks loose from its securement, and the occupant of the device and/or other passengers are injured, you would report this occurrence and these injuries as "Other in vehicle: Securement issue." However, if the occupant of a mobility device is injured due to a fall from their device that is not related to the securement of the mobility device, you would report this as an occurrence of "Other in vehicle: NOT a Securement issue."
Yes, this is a reportable event on the S&S-40 Major Event Report form.
A non-revenue facility is a transit facility that is primarily staffed by transit employees and is NOT used to enable individuals to board or alight transit vehicles. Typically these are administration or maintenance facilities.
We discovered we failed to report a major event that occurred three months ago. The Policy Manual states a reportable event should be filed no later than 30 days after the date of the event. Should we still report this event?
Yes, please report the event as soon as possible. You must submit a complete set of major event reports for the report year by the S&S-20 Safety and Security CEO Certification form submission deadline. Agencies may not edit S&S-40 Major Event Report forms or S&S-50 Non-Major Summary Report forms in NTD after the following calendar year has ended.
We use a taxicab company to provide contracted demand response service for our agency (DT/PT). While providing service for our agency, one of the cabs was in a collision that meets a reportable threshold. Do I report this taxi as a transit vehicle?
Yes, since the taxi was providing transit services for your agency, you report it as a transit vehicle.
No, please report collisions that meet a reporting threshold on S&S-40 Major Event Report form only. Do not report collisions to National Transit Database (NTD) that do not meet a reporting threshold. For example, a bus strikes a utility pole and the mirror is broken off. There are no fatalities, injuries, evacuation, tow-away, or property damage of $25,000 or greater, and therefore the collision is not reportable.
Open the report and click on the “Jump to Other Involved” button, then click on the “Add vehicle” button. This will generate a section for you to report the type of vehicle, the vehicle action, and collision type. The blank form will be after the last existing vehicle. Click on “Next” until you see the blank form.
You should add the new mode and Commitment Date to the P-20 Reporter Modes form in the Profile when the Engineering and Construction phase begins, if not before. The National Transit Database (NTD) online reporting tool will automatically generate the S&S-30 Security Configuration form and S&S-50 Non-Major Summary forms for the appropriate months in the Safety Reporting Package. To begin reporting, complete and submit the S&S-30 Security Configuration form for the new mode. This will enable S&S-50 Non-Major Summary Report completion and S&S-40 Major Event Report creation.
The contents of this document do not have the force and effect of law and are not meant to bind the public in any way. This document is intended only to provide clarity to the public regarding existing requirements under the law or agency policies.