Transit Monthly report training session March 2013

1. Transit Monthly report training session March 2013

2. RU20 Form

3. RU20 Form – SECTION 01 • Common Items Missing or Incorrect • Section 01 – Missing date for the Report • Use the month end (1/31/13)

4. RU20 FORM Continued • Common Items Missing or Incorrect • Section 04 – Modes of Service • Bus – should only be selected if you have a scheduled route or Deviated Route • Deviated Route – allows flexibility to leave the route and get back on the route as needed.

5. RU20 FORM Continued • Common Items Missing or Incorrect • Section 04 – Modes of Service • Demand Response – Passengers call in to schedule the rides (the majority of your service is Demand Response) • Vanpool – coordinated group sharing a vehicle(s) and going to similar destinations • Other – none of the current service in Wyoming are in the other category

6. RU20 FORM Continued • Other Resources • Volunteers – list volunteers that are providing transit trips for your agency • Personal Vehicles – only report here if the vehicle was used for a transit trip • Nothing in this section should be reported for meal delivery unless the trip involved included a transit trip

7. RU20 FORM Continued • Service Data • Miles – these are the miles that are driven in your public transportation program • Hours – the hours driven from the time a vehicle goes into service until it is parked for the evening • Trips- when a person boards and de-boards your vehicle, a trip is taken • All trips should be reported as unlinked • All of the above information should be separated by mode

8. RU20 FORM Continued • Vehicles • Total Vehicles – all the vehicles available to you for public transportation purposes • ADA Vehicles - vehicles that have a ramp or lift that would meet the requirements of the ADA

9. RU20 FORM Continued • Financial Information • Data will auto populate from the BE 20 Billing Entry Tab

10. MR20 Form

11. MR20 Form • Data for these 3 blocks will auto populate from the RU 20 Form

12. MR20 FORM CONTINUED • Vehicles Operated in Maximum Service (VOMS) • # of vehicles required to run your typical service in a given day • Number of Service Days • # of days that you operated your transit program in a month

13. Type of Trip • Home Delivered Meals • Are counted as 2 meals for 1 trip • Should only be billed if part of a public transportation trip • Counted as Other in the Type of Rider Section MR20 FORM CONTINUED

14. MR20 FORM Continued • Type of Rider • Other should be reported for Dead Head and Home Delivered Meals

15. MR20 Form Continued • Type of Trip and Type of Rider Totals should always be equal • Home Delivery meals and dead head equal the OTHER

16. BE20 Form • Any expense reported must be related to your Transit Program • Expense must be reasonable, necessary and allowable • Reasonable – the costs should not exceed what a prudent person would pay for a similar service or item. A determination should be made as to whether the cost is within the going market rate. • Necessary – the expenditure is required to complete your transit project. • Allowable – see the relevant OMB Circular for guidance • 2 CFR Part 225 – State, Local and Indian Tribe Governments • 2 CFR Part 230 – Non Profit Organizations • 2 CFR Part 215 – Universities, Hospitals and Other Non-profits • Insurance Deductibles to be paid due to an accident have been determined to be unallowable due to our participation in the payment of your insurance premium. Deductibles should be paid out of your local funds.

17. Be 20 form

18. BE20 Form

19. BE20 Form

20. BE20 (Operating report)

21. Billing/Invoice # • 7 digit alphanumeric identifier for your payments • Starts with FTA • Suggest two digit month followed by two digit year • January 2013 would be FTA 01/13 BE20 (Operating report)

22. BE20 (Operating report)

23. BE20 (Operating report)

24. BE20 Form CONTINUED

25. BE20(Operating report) • Must report Farebox Revenue on this form • Farebox revenues include fares paid by riders who are later reimbursed by a human service agency or other user-side subsidy arrangement. Purchase of transit passes or other fare media for clients would also be considered farebox revenue. • Farebox revenues do not include payments made directly to the transportation provider by human service agencies to purchase service. In addition a voluntary or mandatory fee that a college, university, or similar institution imposes on all its students for free or discounted transit service is not farebox revenue. • WYDOT may ask for supporting documentation for any and all expenditures at any time

26. BE20 - ADMINISTRATION

27. BE20 (ADMINISTRATION)

28. BE20 (ADMINISTRATION)

29. BE20 (ADMINISTRATION)

30. BE20 (ADMINISTRATION)

31. BE20 (ADMINISTRATION) • Text fields – the cells within the worksheet are set up with expanded fields. Even though you don’t see all the typed information in the actual cell you can click on it and refer to the top of the worksheet which will show everything contained within that individual cell.

32. BE20 - MAINTENANCE

33. BE20 (MAINTENANCE)

34. BE20 (MAINTENANCE)

35. BE20 (MAINTENANCE)

36. BE20 (MAINTENANCE)

37. BE20 (MAINTENANCE)

38. BE20 (capital)

39. Program Income

40. Program Income • Program income may be used for Local Match • Contract for service

41. Program Income • Program income may be used for Local Match • Advertising revenue • Sale of assets

42. Program Income Income generated in your transit program must remain in your transit program Can use this to start capital reserve accounts WYDOT is required to report this to the Federal Transit Administration

43. BILLING TOTALS

44. Contact information • Monthly report should be sent to the following individuals: • Robert Rodriguez @ robert.rodriguez1@wyo.gov – 307-777-4181 • Joni Kithas Harlan @ jkh@rtconnect.net – 307–738-2445 • Talbot Hauffe @ talbot.hauffe@wyo.gov – 307- 777-4384 • Taylor Rossetti @ taylor.rossetti@wyo.gov – 307-777-4438