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Maintaining Usage Records for TERP-Funded Equipment

How TERP grantees should record and report equipment usage.

In order to report accurate usage to the TCEQ, the grantee must establish a systematic method of recording the number of miles driven, hours ran, or gallons used in the eligible counties and adhere to it consistently so that usage is accurately reflected.

Records can be maintained as entries in a journal or log book, tally sheets, calendar notes, or electronic entries in a spreadsheet or database.

Sample Usage Logs:

On-Road Vehicles

The records that you will need to keep are fairly simple.  If you never drive outside your designated counties, a simple DAILY record of the date and the truck's odometer reading is about all that's needed.

If you have to drive your vehicle outside of your designated eligible counties, you simply note the odometer reading as you cross the county line into a non-eligible county and then again when you re-enter an eligible county.  When recorded in this manner, the mileage that occurs outside of the eligible county areas is then accurately recorded as “out-of-area” usage.

If you drive one or more routes regularly, you can simplify the recording. After recording the odometer reading for the trip several times, you can note that you traveled that specific route and indicate the mileage of the out-of-area portion of the route that you will need to subtract from the total mileage.

Records can be maintained in a notepad (bound, not loose) or in a pocket-sized book such as a daily planner that you can keep handy in the vehicle. At the start of each operating day, just record the odometer reading and the date in the book. During the day, note any out-of-area mileage as well, and then you’re done for the day.

For operators required to maintain DOT driver’s daily reports, the necessary odometer readings and counties can simply be added to the other information you are required to maintain.

Non-Road Equipment

Usage records for non-road equipment are fairly simple.  The simplest method that will meet TCEQ requirements uses the “haul truck” operator’s records.  Since virtually all non-road equipment has an hour meter instead of, or in addition to, an odometer, simply recording the hour-meter reading together with the loading and delivery locations on the haul-truck log book will create a clear record of where the equipment was used as well as the amount of use in each location.

Some non-road equipment is confined to a single location. For this equipment a regular record of hour-meter readings is all that is required. A weekly record will be sufficient.

Records must be continuous and clearly show the hours of use and the county of use. By “continuous” we mean that there are no gaps in the data. The records should show that a piece of equipment leaves a certain location and arrives at the next location in a reasonable amount of time. Even idle time and maintenance time should be accounted for.