Common use of Required Reporting on Any Charters Performed Clause in Contracts

Required Reporting on Any Charters Performed. (1) If charter service is provided by a recipient/subrecipient under any of the above exceptions, the records should include the following for each trip: i. The group/organization’s name, address, telephone number, and e-mail address; ii. The date and time of service iii. The number of passengers (if provided under the government official exception, please note the number of government officials on the trip) iv. The origin, destination, and trip length (miles and hours) v. The fee collected, if any vi. The vehicle number for the vehicle used to provide the service vii. A clear statement identifying which exception the recipient/subrecipient relied upon when it provided the charter service. (2) A recipient/subrecipient that provides charter service in accordance with one or more of the exceptions contained above shall maintain the required notice and records in an electronic format for a period of at least three years from the date of the service or lease. A recipient/subrecipient may maintain the required records in other formats in addition to the electronic format. (3) A recipient/subrecipient providing charter service under these exceptions shall post the records required under this rule on the FTA Charter Registration Website (large urban areas) 30-days after the end of each calendar quarter or to the Iowa DOT (small urban and regional systems) 25-days after each calendar quarter. A single document or charter log may include all charter service trips provided during the quarter. (4) Charter trips are considered "incidental service" and must be separately reported on Quarterly/Year End statistical reports; the miles and rides will not count toward STA and FTA operating funds distribution.