Ensure Compliance and Maximize FTA Funding with Average Passenger Trip Length (APTL)
Accurate data collection is critical for transit agencies, especially when reporting to the National Transit Database (NTD). One essential measure is the Average Passenger Trip Length (APTL), which helps agencies calculate the distance passengers travel on average for each unlinked trip. Reporting APTL is a key part of ensuring compliance and maximizing funding from the Federal Transit Administration (FTA).
Building on the importance of APC Certification discussed in Part 1, let’s now explore how transit agencies can effectively conduct their APTL survey to ensure compliance and maximize funding. In this post, we’ll focus on the APTL survey, its importance, the methods for collecting data, and best practices to streamline the process.
Purpose
The APTL measures how far, on average, passengers travel on your system during a reporting period. This figure plays a vital role in estimating Passenger Miles Traveled (PMT) and supports the NTD reporting process. It’s crucial because this data helps the FTA determine how federal funding is distributed among transit agencies.
For accurate reporting, transit agencies must track APTL for all modes, whether directly operated or provided through purchased transportation.
Transit agencies have two options for collecting data:
100 Percent Data Collection
This method involves gathering APTL data for every trip using tools like Automatic Passenger Counters (APCs), fareboxes, or manual counters. For larger agencies, this is often a more manageable option due to the availability of automated systems.
Statistical Sampling
For agencies that can’t collect 100 percent of their data, sampling is an alternative. Agencies can use the official NTD Sample Template or have a qualified statistician, such as Dr. Xuehao Chu, to design the sampling method to meet the FTA’s confidence and precision levels. Statistical estimates can be used to calculate both APTL and PMT, providing a practical solution for agencies with fewer resources.
Key Steps
Here’s a quick roadmap to make the APTL reporting process smoother:
1. Understand the Survey Requirements
Before beginning the APTL survey, it’s essential to thoroughly review FTA’s guidelines to ensure compliance. The survey should meet FTA’s confidence level of 95% and a precision level of ±10%. Familiarize yourself with the NTD Sampling Manual, which provides details on FTA-approved sampling methods and alternative sampling techniques. This manual is essential for determining the most appropriate sampling plan for your agency’s operating environment.
2. Select a Sampling Method
Agencies must determine whether a 100% count or a statistically valid sample will be used for collecting data. If a 100% count is not feasible, transit agencies should implement a sampling strategy that meets FTA requirements. For instance, some agencies use APCs to conduct a full count, while others may rely on sampling methods using manual counters or farebox data.
3. Collect Data
Ensure that the survey covers all applicable time periods, including weekdays, Saturdays, and Sundays. For NTD Full Reporters, each mode of service must be surveyed annually. If 100% data collection is not available, sampling must occur within the designated one-year or three-year cycle, based on service criteria. For larger agencies (with Vehicles Operated in Maximum Service or VOMS of 100 or more), annual sampling is mandatory, whereas smaller agencies may have the option of a three-year cycle.
4. Calculate Average Trip Length
Once the data are collected, agencies must calculate the APTL by dividing the total PMT by the total UPT. This calculation provides a clear picture of the typical distance traveled by passengers, which is essential for NTD reporting. If the data is based on a sample rather than a 100% count, the precision of the estimate must be documented.
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5. Validate and Document the Data
After collecting the data and calculating the APTL, it’s important to validate the results. Review the collected data for any discrepancies or gaps, especially if any trips were missed due to personnel issues or equipment failure. For cases where less than 2% of trips are missing, factoring can be applied. However, for larger gaps, consult with a statistician to adjust the data. Agencies must retain all documentation related to their sampling methods, calculations, and adjustments for at least three years, as it may be required during FTA’s Triennial Review.
6. Submit to NTD
The final step is submitting the PMT data as part of your NTD Annual Report. If the NTD has any questions or concerns about the accuracy of the S-10 form, be sure to reply to their comments or revise the data as soon as possible to not risk funding penalties.
These steps will help ensure your APTL survey is conducted efficiently, complies with FTA requirements, and helps your agency achieve optimal reporting accuracy.
Tips
Plan Ahead
Begin planning your APTL survey early to ensure you have the necessary resources in place. Communicate with your stakeholders so everyone knows the importance of completing the APTL survey results.
Maintain Good Documentation
Documentation is critical, so keep a detailed record of your sampling methods, data, and any deviations from the original plan. Retain your sampling plans, methodologies, and all related documentation for at least three years. This is crucial for your Triennial Review.
Stay Flexible and Up to Date
Transit services change, and so should your data collection. Make necessary adjustments to reflect operational changes throughout the reporting year.
Utilize Technology
If your agency uses APCs, consider certifying them to streamline APTL surveys and reduce potential errors. Since APTL surveys involve significant data handling and Excel formulas, having someone skilled in data management can be beneficial. For those seeking a more efficient solution or tired of dealing with formula issues in Excel, explore ETA Transit’s latest tool, Tally, designed to simplify and digitize APTL surveys. Additionally, for agencies who have previously certified their APC equipment, 2025 is a mandatory recertification year. Check out ETA’s recently published blog post on the 2025 APC recertification steps, if you are new to APC technology or would like a refresher.?
Conclusion
Conducting an APTL survey is an important task for transit agencies to ensure accurate reporting of PMTs. These figures directly impact federal funding and reflect the efficiency and performance of the transit system. By following FTA-approved sampling methods and adhering to proper data validation and documentation practices, agencies can enhance the accuracy of their submissions, minimize reporting errors, and maximize funding opportunities. Additionally, retaining documentation for at least three years is essential to ensure compliance with FTA’s Triennial Review process.
As the transit industry continues to evolve, tools like Tally are helping to modernize the way agencies conduct, manage, and report NTD surveys. In the final installment of this blog series, we’ll dive into the history behind ETA Transit’s newest innovation, Tally. Born from real-world challenges faced by transit professionals, Tally is designed to streamline the NTD reporting process and ensure agencies can efficiently manage their APTL surveys, improve data accuracy, and better serve their communities. Stay tuned to learn how this tool can make your data collection process more intuitive and reliable.
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