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Usage Reporting Requirements for Equipment Funded by the Texas Emissions Reduction Plan

The purpose of this page is to help you meet the terms of your TERP grant.

Why Do I Have to Submit a Usage Report?

As part of receiving the grant, you committed to operate your new equipment a certain percentage of time in the eligible counties for a specific number of years, called the activity life. The usage report tells the TCEQ when, where and how much you operate your grant-funded equipment.

Why Do I Have to Submit a Usage Report?

The TCEQ will send you usage report forms at the end of each year for you to complete and return. “Usage” is any operation of equipment that is covered by the TERP grant contract between you and the TCEQ. Record your usage of each piece of equipment, showing both the total usage and the usage within the eligible counties and return the completed report to the TCEQ. Out-of-area usage should also to be recorded on the usage reporting form.

Reporting Usage in 3 Easy Steps:

  1. Where you operate the equipment (which counties)
  2. When you operate the equipment (dates)
  3. How much you operate the equipment (miles, gallons, and/or hours depending on your grant)

Usage reports will be mailed to grantees at the December to be completed and returned to the TCEQ.

See information about the TERP GPS Monitoring Servicepdf if you are interested in this reporting option or if your contract requires it.

Refer to the Sample Usage Form for guidance on completing the form.

All Grant Programs PDF
Blank Usage Report Form pdf
Sample Usage Report Form (Hours) pdf
Sample Usage Report Form (Miles) pdf

Blank usage reports will be mailed to grantees at the end of the year in December. Grantees will manually fill out the usage report and return it to the TCEQ by the due date indicated on the form.


If you are using GPS, the TCEQ will mail you a prefilled usage report in January. You will select on the form whether you agree with the usage data reported by PTS. GPS reports will need to be signed and dated before it is returned to the TCEQ.

Mail the usage report to the TCEQ at one of the addresses below by the required date. Repeat steps 2-3 every twelve months.


 Regular Mail:
 Texas Commission on Environmental Quality
 Air Quality Division
 Implementation Grants Section, MC-204
 P.O. Box 13087
 Austin, TX 78711-3087
 Express Mail:
 Texas Commission on Environmental Quality
 Air Quality Division
 Implementation Grants Section, MC-204
 12100 Park 35 Circle
 Austin, TX 78753

Can I email the usage report? No. The original copy of the form must be mailed in or sent via Fax to (512) 239-6161


Frequently Asked Questions (FAQ):

Usage Reporting

You signed a contract with the TCEQ and agreed to monitor the use of the grant-funded equipment. You agreed to provide the TCEQ properly completed usage reports (monitoring reports) when required by the TCEQ.

Once a year. Reporting period ends on the last day of December. Usage reports will be mailed to grantees at the December to be completed and returned to the TCEQ.

You are required to send in usage reports for the life of your project. If your activity life is seven years, then you will be required to submit a usage report at least every twelve months for seven years.

No proof of usage in the eligible areas means no performance. The TCEQ will ask for some or all of the grant funds to be returned.

The TCEQ wants you to succeed. There may be other options available to you. The TCEQ will evaluate your contract after receiving each usage report. If you are meeting your requirements, you will continue to report to the TCEQ as normal. If you are not meeting your requirements, the TCEQ will contact you to discuss available options to help you to meet your requirements.


  1. You may ask to reduce your usage commitment and return a calculated portion of the grant.
  2. You may request to terminate the contract and return a pro rata amount of the grant.
  3. You may request to include other eligible county areas.

You must commit to using your equipment in the counties listed in your contract. Please contact your grant manager if you need to amend your contract to include other eligible areas. You may contact your grant manager at 800-919-TERP (8377).

If you are not able to work for a short period of time (a month or two) for whatever reason, you most likely do not need to worry about the impact on your grant. On your usage report, you must let the TCEQ know how long and why you did not work. If you are not able to perform your work for an extended period of time, contact the TCEQ to discuss options.

You must tell the TCEQ anything that keeps you from performing the contract. If your truck or equipment is repossessed, then you are not able to meet the terms of your contract. The TCEQ will ask for a portion of the grant amount to be returned.

Yes, you may sell your grant-funded vehicle and return grant funds to the TCEQ. If you have reached the end of project for your contract, and have met your obligations under your TERP grant contract, you are free to sell your vehicle.

After we receive your final usage report, we will review your usage data and provide you with an End of Project evaluation.

Grant Equipment Verification & Field Visits

As a condition of receiving a grant, you agreed to allow the TCEQ to verify the grant equipment in person. Some of the ways the TCEQ verifies your grant activities are:

  • a personal visit by a TCEQ representative
  • a review of your supporting documents for your usage reporting
  • an audit of your grant

You may receive a personal visit by the TCEQ at any time. A TCEQ representative will contact you to set up a mutually acceptable date and time. You may be visited several times during the life of your contract.

The TCEQ recommends that you keep a record of your use of the grant-funded equipment. Records can be maintained in a notepad (bound, not loose) or in a daily planner type pocket-sized book that you can keep handy in the equipment. 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 more tips on how to document your usage, you can contact the TCEQ.

The TCEQ recommends that you keep a record of your use of the grant-funded equipment. Records can be maintained in a notepad (bound, not loose) or in a daily planner type pocket-sized book that you can keep handy in the equipment. 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 more tips on how to document your usage, you can contact the TCEQ.


The auditors will contact you to set up a mutually acceptable date and time. They will also let you know what records you will need to have ready for their inspection. The auditors will treat you with professional courtesy and respect.


Common items are:

  • a physical inspection of the grant-funded truck or equipment
  • disposition papers
  • supporting documentation of usage reporting
  • insurance documents

Contract Change Requests

Contact the TCEQ if you need to make any changes:800-919-TERP (8377).

You must contact the TCEQ before you sell your grant equipment. If you plan to sell your truck or equipment and drop out of the program, the TCEQ will calculate the amount of money that may need to be returned to the TCEQ.

OR

Under certain circumstances, the TCEQ may allow you to sell your truck or equipment to another person or business that is willing to take over your grant requirements, with prior approval. Please contact the TCEQ at 800-919-TERP (8377) for more information.

No. The TCEQ does not allow the exchanging of equipment unless there is a warranty issue involved. If the equipment is exchanged, then the TCEQ will ask for a portion of the grant amount to be returned.

Contact the TERP program at 800-919-TERP (8377).

Please contact the TERP program at 800-919-TERP (8377) to provide an update to any changes to your contact information. Changes to your contact information can also be made on the Usage Report Cover Formpdf.

TERP GPS Monitoring Service

Any grantee may volunteer to place a Global Positioning System (GPS) unit on their grant-funded equipment or vehicles at any time during the activity life of the project. Some grant recipients may be required to use the TERP GPS Monitoring Service to remain in compliance with their grant contract. By using the GPS system, you will receive a completed usage report to review on an annual basis. The usage report is based on the TERP Program collecting the usage information directly by the GPS unit. You will be asked to verify the usage data reported by the GPS provider. If you choose TERP GPS Monitoring or if the contract requires GPS, contact the TCEQ approved service provider to start the service and schedule an installation date.

For more information, please see the TERP GPS Flierpdf.

Yes, if GPS is required by your contract. Some grant recipients may be required to use the GPS service to remain in compliance with their grant contract. If your contract requires GPS, you will receive the agreement from the TCEQ to use the TERP GPS Monitoring Service. The agreement should be signed and returned to the TCEQ before making final arrangements with the approved GPS provider for installation and training.

If requested or required after you receive your grant contract, you will have to pay the cost. For new applications, the purchase and installation of the equipment is an allowable reimbursable cost.

See the GPS Monitoring Pricing document for installation cost and monthly service fees. You can also contact the TCEQ at 800-919-TERP (8377) for the current prices.


Need additional information or have questions? Please call us at 800-919-TERP (8377).


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