ST IF F or mula F und R e por ting R e quir e me nts We - PowerPoint PPT Presentation

ST IF F or mula F und R e por ting R e quir e me nts We binar May 21, 2018 L ynda Vira y, F o rmula F und Pro g ra m Co o rdina to r Da vid Gra f, ST I F F und Co o rdina to r K a ryn Criswe ll, ST I F I mple me nta tio n Pro je c t Ma na g e r Ja ne l Hull, We b ina r Suppo rt

How to Ask Que stions • Yo u will b e mute d during the we b ina r • I f yo u ha ve a q ue stio n, use the c ha t b o x 2

T opic s • Re po rting Ove rvie w • Ro le s a nd Re spo nsib ilitie s • Qua rte rly Re po rting • Annua l Re po rting • ST I F Pla n E xpe nditure s: Co mplia nc e a nd Co nsiste nc y • Re so urc e s a nd Co nta c ts 3

4 vie w ting Ove r e por R

F or mula F und R e por ting Ove r vie w • ting: QE s pre pa re q ua rte rly re po rt to Quar te r ly R e por ODOT o n pro je c t pro g re ss, o utc o me s, a nd e xpe nditure s • ting: 1) lo w inc o me mitig a tio n a c tio ns, 2) Annual R e por a nnua l QE b udg e t, a nd 3) a nnua l fina nc ia l a udit • Note : ST I F Disc re tio na ry/ I nte rc o mmunity re po rting : Se pa ra te re po rting re q uire me nts a re fo rthc o ming . 5

6 e sponsibilitie s ole s and R R

R ole s and R e sponsibilitie s QE R e sponsibilitie s • I nitia te a nd sub mit the q ua rte rly re po rt, ST I F Pe rio dic Re po rt (SPR) • De le g a te re le va nt pro je c ts in the SPR to pro vide rs so tha t the y c a n e nte r upda te s • Re po rt o n ST I F c a pita l a sse t inve nto ry in the Ag e nc y Pe rio dic Re po rt (APR) 7

R ole s and R e sponsibilitie s QE R e sponsibilitie s (Continue d) • Bundle a nd sub mit a ll lo w-inc o me re po rts fro m PT SPs (inc luding no n-fo rmula PT SPs) • Pro vide a c o py o f a do pte d a nnua l b udg e t to ODOT • Pro vide c o pie s o f fina nc ia l a udits to ODOT , inc luding ST I F pro c e dure s 8

R ole s and R e sponsibilitie s PT SPs R e sponsibilitie s • Re c e ive SPR pro mpt fro m the QE a nd e nte r pro je c t upda te s • Sub mit a n a nnua l lo w-inc o me mitig a tio n re po rt to the QE • Pro vide s c o pie s o f fina nc ia l a udits to ODOT , inc luding ST I F pro c e dure s • Re po rt o n ST I F c a pita l a sse t inve nto ry in APR 9

10 ting e por ly R te r Quar

Quar te r ly R e por ting Type of Reporting Quarterly Basis  Outcomes revenue miles  revenue hours  rides  number of new stops shared with other providers  number of students in grades 9‐12 served by demand response  number of students in grades 9‐12 with free or reduced fares Capital Assets Acquired, purchased or leased Capital Assets by QEs and PTSPs using STIF Formula and/or Discretionary and Intercommunity funds 11

Quar te r ly R e por ting • SPR te mpla te will b e in OPT I S b y July 2019 • ODOT will e nte r yo ur ST I F Pla n into OPT I S • ODOT sta ff will tra c k c o mple tio n a nd c o nsiste nc y with ST I F Pla n to de te rmine : – Co mplia nc e with a ppro ve d ST I F Pla n – F a ilure to c o mply 12

Quar te r ly R e por ting and Disbur se me nt Sc he dule (Standar d) STIF Formula Fund Disbursement and Reporting Schedule Disbursement to QEs Jan 15 Apr 15 Jul 15 Oct 15 QE STIF Plan reporting period Jan‐Mar Apr‐Jun Jul‐Sep Oct‐Dec QE STIF Plan reports due to ODOT May 15 Aug 14 Nov 14 Feb 14 13

Quar te r ly R e por ting and Disbur se me nt Sc he dule (Initial Submittals) STIF Cycle 1 (November 2018 Submissions) Disbursement to QEs May 15, 2019 Jul 15, 2019 Oct 15, 2019 QE STIF Plan reporting period Jul 2018‐Jun 2019 Jul‐Sep 2019 Oct‐Dec 2019 QE STIF Plan reports due to ODOT Aug 14, 2019 Nov 14, 2019 Feb 14, 2020 STIF Cycle 2 (May 2019 Submissions) Oct 15, 2019* contingent upon STIF Plan approval Disbursement to QEs QE STIF Plan reporting period Jul 2018‐Dec 2019 QE STIF Plan reports due to ODOT Feb 14, 2020 14

ST IF Pe r iodic R e por t vs. Age nc y Pe r iodic R e por t APR SPR – ST IF ite ms • • Vo lunte e r a nd no n-c a sh F o rmula fund pro je c t re so urc e s sta tus • • Asse t ma na g e me nt T a sk le ve l e xpe nditure s • • Ac c ide nts Me a sura b le b e ne fits • • Civil rig hts Outc o me s • Re po rt a t a g e nc y le ve l Pro g ra m c rite ria 15

Quar te r ly R e por ting - OPT IS 16

Quar te r ly R e por ting – T ask R e por t 17

Quar te r ly R e por ting – Outc ome s and R e por ting Me thods 18

Quar te r ly R e por ting – ST IF Capital Asse ts • Re po rting in APR q ua rte rly • Ca pita l a sse ts inc lude : – a c q uire d, purc ha se d, o r le a se d c a pita l a sse ts b y QE s 19

20 ting e por Annual R

Annual R e por ting Type of Reporting Annual Basis • number of people within a half mile of transit stop Outcomes (4 th quarter SPR) • number of Low‐Income Households within a half mile of transit stop • number of students in grades 9‐12 attending a school served by transit • number of rides provided to students in grades 9‐12 • increases frequency to areas with high‐percentage of low income households Program Criteria (4 th quarter SPR) • expands routes or services to areas with high‐percentage of low‐income households • reduces fares in communities with high percentage of low‐income households • procures low‐or no‐emission buses for use in areas with population of 200,000 or more • improves frequency and reliability of service between communities in and out of QE’s service area • improves coordination among PTSPs to reduce fragmentation of service • provides student transit for students in grades 9‐12 Low‐Income Report on mitigating the impact of the tax on low‐income passengers Mitigation QE Budget Copy of QE’s adopted annual budget Financial Audits Copies of financial audits, including STIF procedures 21

Annual R e por ting Outside of SPR • T hre e a dditio na l do c ume nts sub mitte d a nnua lly: – Re po rt o n mitig a ting the impa c t o f the ta x o n lo w-inc o me pa sse ng e rs – QE b udg e t – Annua l fina nc ia l a udits • I nstruc tio ns o n ho w to sub mit the se thre e do c ume nts in July 2019 we b ina r 22

Annual ST IF L ow-Inc ome Mitigation R e por ts • Must c o nsist o f a c tio ns ta ke n b y a ny PT SP to mitig a te the impa c t o f the ST I F ta x o n pa sse ng e rs who re side in lo w ‐ inc o me c o mmunitie s • PT SPs will sub mit re po rts to the ir re le va nt QE a nd the QE will b undle the lo w-inc o me re po rts fo r sub mitta l to ODOT • Re po rt will pro vide info rma tio n o n do lla rs spe nt to impro ve a nd e xpa nd tra nspo rta tio n se rvic e s to L o w-I nc o me Ho use ho ld a re a s 23

Annual QE Budge t • A c o py o f QE ’ s a do pte d a nnua l b udg e t fo r the upc o ming fisc a l ye a r must b e sub mitte d to ODOT • De a dline fo r ODOT re c e ipt o f e a c h QE s’ b udg e ts is no la te r tha n 30 da ys a fte r a do ptio n. 24

Annual F inanc ial Audits • A QE o r a ny PT SP lo c a te d within the QE ’ s a re a o f re spo nsib ility must sub mit the re sults o f a ny re le va nt fina nc ia l a udit • T his inc lude s a ny re q uire d lo c a l, sta te , fe de ra l, o r a ny vo lunta rily sub mitte d a udits. E xa mple s: – T he sta te fina nc ia l re po rt re q uire d unde r ORS 291.040 – T he re sults o f a ny re vie w c o mple te d b y the F T A – I nfo rma tio n sub mitte d a s pa rt o f the re q uire me nts o f a sta te wide a udit • A QE is no t e xpe c te d to a udit the ir sub re c ipie nts – T he QE ’ s ro le is limite d to c o mplia nc e o ve rsig ht 25

ST IF Disc r e tionar y/ Inte r c ommunity R e por ting Sta y tune d: Re q uire me nts unde r de ve lo pme nt 26

ST IF Plan E xpe nditur e s: Complianc e and Consiste nc y

Intr oduc tion • Unde r OAR 732-042-0025(5)(e ) the Ore g o n T ra nspo rta tio n Co mmissio n ma y re je c t a ST I F Pla n fo r F o rmula F unding if the “…Qualifie d E ntity faile d to e xpe nd ST IF F or mula funds in a manne r that substantially c omplie d with a pr ior appr ove d ST IF Plan.” • T he purpo se is to pro vide g uida nc e o n: – E xpe nditure s c o nside re d c o nsiste nt with ST I F pla n – E xpe nditure s c o nside re d inc o nsiste nt with ST I F pla n – De te rmine sub sta ntia l c o mplia nc e with ST I F Pla n 28

Consiste nt Spe nding • Shifting budge t on same type s of ac tivitie s ac r oss pr oje c ts – e .g . unuse d ve hic le purc ha se funds fro m Pro je c t 1 to Pro je c t 2 fo r ve hic le purc ha se s – T o ta l e xpe nditure s c a n’ t e xc e e d b udg e t o f b o th pro je c ts c o mb ine d – ODOT pre -a ppro va l re q uire d whe n e xpe nditure is g re a te r tha n 10% o f pro je c t c o st o r $250,000, whic he ve r is le ss 29