Reporting and Plan Requirements

Find information to help you meet reporting and plan requirements related to Oregon Department of Transportation, Public Transportation Division grant funding.

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Who reports?: 1. Any agency with an open, active grant agreement (even if the actual service is being performed by another party).
2. Any agency with an ODOT Public Transportation Division-funded capital item currently in use (even if the grant agreement is closed).
About the report: The report is completed in OPTIS and tracks agency revenues, expenses, performance, assets, accidents, and civil rights complaints. This information helps to demonstrate that your agency is meeting contractual obligations and delivering public benefits.
Recipients of STIF Discretionary/Statewide Transit Network funds report on their projects quarterly through the APR. For reporting guidance and other resources, please go to the Discretionary Fund Resources section of the STIF webpage.
Frequency: Quarterly
Additional Documents: OPTIS user guide

Who reports?: Any Qualified Entity receiving STIF Formula funding through ODOT Public Transportation Division. QEs are responsible for gathering all applicable information from their Public Transportation Service Providers (PTSPs) and complete the SPR.
About the report: This report is completed in OPTIS and tracks project progress, outcomes achieved, and expenditures of STIF Formula Program funds by the QE and its Sub-Recipients.
Frequency: STIF Periodic Reports are submitted quarterly.
Additional Documents: For all STIF Formula reporting requirements, please go to the Formula Fund Resources section of the STIF webpage.

Who reports?: Any agency receiving Federal Transit Administration, or FTA, funding through ODOT Public Transportation Division.
About the report: The FTA protects private charter operators from unfair competition by restricting federal fund recipients from providing most types of charter service. This report is used to collect and report to FTA about what, if any, charter service has been provided.

We email agencies a reminder to report each quarter. Follow the link included in the email and respond "no" if you did not provide charter service. Respond with a completed Charter Reporting form if you did provide charter service.
Frequency: Quarterly
Additional Documents: Charter Reporting Form and Instructions

Federal Transit Administration Charter Reporting website

Federal Transit Administration 5311 Charter Service Flowchart

Who reports?

Recipients of Federal Transit Administration planning, capital, and operating assistance that will have total contracting opportunities (excluding transit vehicle purchases) exceeding $250,000 in a federal fiscal year.

About the report

ODOT has a goal to execute at least eight percent of transit contracts with businesses that have been certified as Disadvantaged Business Enterprises. This report tracks our progress towards that goal. Reports are due November 1 and May 1 each year. We email you a report form to complete and return.

Frequency

Semi-annually

Additional Documents

Who reports?: Recipients of Federal Transit Administration (FTA) Urbanized Area Formula Program (5307) funds report directly to FTA. Formula Grants for Rural Areas Program (5311) funds, Bus and Bus Facilities Formula Program (5339), and some recipients of Enhanced Mobility of Seniors and Individuals with Disabilities Program (5310) funds report through PTD.
About the report: This report is the nation’s primary source of statistics about the U.S transit system. Government agencies, including Congress, and researchers use these data.
Frequency: Annually

The report covers the most recent fiscal year. For example, the 2021 NTD report includes data from July 1, 2020, to June 30, 2021.

Direct reporters must submit their report to FTA by October 31 each year. Subrecipients, funded through PTD, must submit reports to PTD by mid-October so PTD can submit its report by October 31.
Additional Documents: Subrecipients submitting an NTD report through PTD work with their Regional Transit Coordinator (RTC) to prepare their report. The reporting process can be complicated, but we are here to help. Each year, RTCs reach out to subrecipients to provide reporting information and links to current resources.

More information is available on the NTD website.

Who reports?: Recipients of Federal Transit Administration, or FTA, Formula Grants for Rural Areas Program (5311) funds through ODOT Public Transportation Division. (Recipients of 5311 funds who report through an FTA Urbanized Area Formula Program (5307) recipient do not report through ODOT Public Transportation Division.)
About the report: The FTA is committed to preventing alcohol misuse and prohibited drug use in transit operations. FTA requires employers to have a testing program and to report the results of that program annually. This report is completed electronically in the Drug and Alcohol Testing Management Information System, or DAMIS.

Recipient agencies directly providing transportation services report drug testing data provided to them by the third party administering their drug and alcohol testing program. Recipient agencies providing purchased service or using a contractor report drug testing data for contractors providing service on their behalf. The DAMIS login credentials may be given to the contractor or the recipient may log in and enter the data. In either case, you are responsible for reviewing and approving all data before they are submission. Agencies not directly providing transportation services and who do not have any safety sensitive employees, should log in and enter all zeros.

We will email you a reminder (typically in February) to enter your data into DAMIS.

When a contractor provides transportation services for multiple organizations, the contractor must submit a separate DAMIS report for each organization. When a new contractor replaces an old contractor, submit separate DAMIS reports for each contractor. Do not combine two contractors’ testing results into one DAMIS report. To add or remove a contractor, email ODOTPTDReporting@odot.state.or.us with the details.
Frequency: Annually
Additional Documents: Federal Transit Administration’s Drug and Alcohol Website

Who reports?: Direct recipients and subrecipients (including private for-profit subrecipients) of more than $750,000 in federal funding from any source in a fiscal year.
About the report: The federal government requires financial audits in accordance with 2 CFR 200.500. The results of these audits, including the auditor's letter are emailed to the ODOT Public Transportation Division's Regional Transit Coordinators.
Frequency: Annually
Additional Documents: 2 CFR 200.500 - Audit Requirements

Who reports?

Transit providers, depending on funding and agency characteristics.

About the report

Public Transit - Human Services Coordinated Transportation Plans - These plans identify the transportation needs of seniors, individuals with disabilities, and low income individuals and provide strategies for meeting those needs.
Title VI Program Plans - These plans include public participation plans and language assistance plans.
Transit Asset Management Plans - These Plans help prioritize funding to keep transit assets in a state of good repair.

Frequency

Annually

Additional Documents

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