Regional Service Planning (RSP)

Produced by the Texas Department of Transportation's Public Transportation Division

(PDF version )

New PTN Address and Telephone Numbers

The Texas Department of Transportation's Public Transportation Division (PTN) offices have been relocated. PTN is now located on the 5th floor of Building 6 at Camp Hubbard Campus in Austin. PTN's mailing address and all employee email addresses are the same, but the physical address and all telephone numbers have changed. Click here for more information.

Quarterly Progress Reports

The next quarterly progress report on regional transportation coordination activities is due December 15. There is no template per se for the quarterly progress reports, however each report should include the following information:

• Lead Agency name
• Reporting period
• Regional Coordination Steering Committee (indicate membership changes and dates of last and next scheduled meeting)
• Activity Report (provide a brief progress report on activities in the FY 2009 workplan (Sept. 2008 - Aug. 2009)
• Issues / needs for assistance (identify issues and needs for assistance)

2009 Quarterly Progress Report Schedule

Following is the schedule for submitting quarterly progress reports for the current funding period. Reports must be delivered to the Texas Department of Transportation, Public Transportation Division, attention Steve Wright on or before:

• December 15, 2008
• March 15, 2009
• June 15, 2009
• September 15, 2009

Lead agencies may send reports via e-mail to Steve Wright at swright@dot.state.tx.us or mail to 125 E. 11th Street, Austin, Texas 78701.

2008 Friend of Texas Transit Award

The Friend of Texas Transit Award (FOTTA) recognizes any officer or official of a Texas transit system, any transit policy maker, elected or appointed official, public or private citizen who has contributed to the advancement of public transportation's use or development in Texas.

Nominations may be submitted by any officer or official of a Texas public transportation system; any district engineer of the Texas Department of Transportation; any individual member of the Public Transportation Advisory Committee (PTAC); or an executive director or designated representative from one of the 24 lead agencies for regional coordination planning.

Nominations must be received by January 16, 2009. The winner will be announced at the Texas Transit Conference in Austin on February 25, 2009. Nomination forms are to be mailed to the Friend of Texas Transit Awards Committee, Public Transportation Division, Texas Department of Transportation, 125 E. 11th Street, Austin, Texas 78701-2483. Facsimile entries should be sent to (512) 374-5244; email entries should be sent to gmayle@dot.state.tx.us. For further information, please contact Ginnie Mayle at (512) 374-5247.

Regional Coordination Steering Committees and Public Transportation Coordinators

This is a reminder that lead agencies must meet regularly with their region's respective regional transportation coordination steering committee. The routine engagement of these steering committees is at the core of the regional planning effort and part of the contractual agreement with the Texas Department of Transportation. Each lead agency must assure that committee members have meaningful roles and ongoing opportunities to provide insight and guidance on implementing the current workplan (September 2008 - August 2009) as well as assess new opportunities and changing priorities.

In addition, it is critical that lead agencies routinely engage its respective Public Transportation Coordinator(s) as part of the ongoing regional transportation planning process.

New 2009 Billing Forms & Billing Process

The new billing forms (TxDOT Form 1793E-PTN and TxDOT Form 1793R-PTN) for FY 2009 must be submitted for reimbursement for regional planning activity expenditures conducted during the current project-year. These forms were sent to lead agency primary contacts and billing contacts in October. The Public Transportation Division (PTN) reminds lead agencies to submit billing forms within 45 days of the time work is performed.

Supporting Documentation

PTN encourages lead agencies to review the instructions on Form 1793R-PTN (the Regional Planning Expenditure Report). For example, lead agencies must include with each billing a brief narrative description of expenditures during each billing period, list each person's name, position, days and hours worked, and a brief description of work activities performed. Each billing submission must include other appropriate supporting documentation such as invoices, receipts, and deliverables such as reports from subcontractors. In addition, expenditures being billed, including those of any subcontractor, must be for work performed during the billing period dates indicated at the top of forms 1793E-PTN and 1793R-PTN. Lead agencies who subcontract must document when the subcontractor's work was performed.

When is a Cost Incurred?

PTN has received questions concerning whether goods or services can be billed for reimbursement at the time a good or service is ordered or if lead agencies should submit billing when the goods or services are paid for. The Master Grant Agreement (MGA) specifies in Article 2B Compensation "to be eligible for reimbursement under the MGA, a cost must be incurred and authorized within the MGA period specified in Article 1, MGA and PGA Grant Time Period." Texas Department of Transportation legal counsel has advised that this "cost must be incurred" specifically means an agency must pay all costs for goods or services to be eligible for reimbursement. A purchase order or sales agreement does not constitute proof that a cost has been incurred. For example, if a supply is ordered in August, but not paid for until September, then the cost must be reflected in the September billing.

Contact Steve Wright at (512) 374-5226 swright@dot.state.tx.us with questions.