OT-5 Update Oct 09.qxd
Contents
1. 544 7245 Questions about submissions Jim Pinson at james pinson railinc com or 919 651 5047 Frequently Asked Questions Loading Authority For Private Rail Cars Document Updated October 14 2009 Why is loading authority required The OT 5 process provides the basic framework governing private car access to railway lines Under OT 5 railroads are not obli gated to use private cars if they are in a position to furnish suitable cars to shippers Historically OT 5 was limited to freight cars as the railroads do not supply tank cars to shippers due to their specialized nature and more complex maintenance requirements A new development in 2007 was BNSF s introduction of a private car registration system including tank cars to provide additional information to manage the private car fleet on its network in order to maintain fluidity The BNSF initiative and the AAR s OT 5J have been superseded by OT 5K which provides a single channel for railroads to obtain private car information to assist in managing demands on their systems and to authorize loadings OT 5K requires loading authorizations for all private cars including tank cars When do I need to submit tank car loading authorizations Tank car loading authorizations do not become mandatory until January 1 2010 however sufficient lead time should be allowed to receive railroad confirmation s before the 2010 calendar year starts If my freight cars non tank are already OT 5 approv2. Circular OT 5K Loading Authority For Private Rail Cars October 14 2009 Page 1 Additional Information Railinc Instructions and Manual FAQ s See the following pages provided by Procor regarding submission responsibility process questions and changes and updates Click Here Links appear at the bottom of the page Company Registration Railway Response Create Application OT 5 Module Access User Registration Establish an alphanumeric company ID with Railinc Companies that do not have an assigned company ID must request one via customer service at csc railinc com You will be sent a form to complete and there is a one time charge currently 525 US for registering a company ID with Railinc Register for a user name and password Railinc Single Sign On SSO Apply on line for a user name and pass word on the Railinc home page at www railinc com The homepage has an Account Access facility with a Register Here link to create a user account Your alphanumeric company ID will be required along with other mandatory fields Once your SSO is created click Continue to Step 3 Request access to the OT 5 module Complete the mandatory fields and input your alphanumeric company ID Scroll down the list of user permissions to Circular OT 5 and click Request On the next screen select your role as Circular OT 5 Submitter and add your company identification Next click on Submit verify and click on Contin
3. ed will I need to re submit my cars via the new sys tem There is no need to re register unless cars are added or removed from your fleet Railroads have the option of loading existing data into the new system I lease my cars Who is responsible for submitting the OT 5 application The lessee or the car owner is referred to as the controlling entity in the Circular however due to the specific nature of information required e g car movements commodity storage the submissions are the lessee s responsibility If shippers load cars which they do not control such as cars operated by their customers they should ensure that the lessee of the equipment received OT 5K load ing authority Does Circular OT 5 apply to shippers located in Canada and Mexico Yes Shippers in Canada and Mexico must request loading authority Does the Circular OT 5 apply to Class II and III railroads Yes It applies to all subscribers to the Car Service and Car Hire Rules Who should complete the application for subleased cars The Circular states The controlling entity owner or lessee must apply for loading authority The entity with the best knowledge of how the cars will be loaded should complete the loading application What will happen if I do not submit my cars for authorization The occasional loading of a private car that is not listed on an OT 5 application will be left up to the parties involved Applicable tariffs or agreements should gov
4. ern this circumstance Submission Responsibility Page 2 What is the application process The Association of American Railroads requires use of Railinc s Circular OT 5K application process which is an internet based system at www railinc com How much time is required for loading authority approval Processing time will vary by individual carrier However please keep in mind that initial requirements are obtaining a registered com pany ID and sign on access from Railinc before submitting the application and receipt of a reply from the originating carrier s What is the criteria for application approval Application approval for shipper provided cars cannot be denied by the carrier s except for reasons of safety mechanical factors or inadequate storage space The railroad s use of private cars other than tank cars is not required unless railroad provided cars are not available How frequently should OT 5 loading applications be completed A submitted and approved OT 5 application can stay in effect up to 10 years The application form includes a calendar feature that allows you to pick a start date and an end date Basically there are two ways to handle OT 5 applications 1 completing a single registration to encompass all the cars involved without regard to lease expiration or 2 completing separate registrations for each lease expiration The single registration approach will require more frequent updates to reflect lease expirati
5. ntly Asked Questions Loading Authority For Private Rail Cars continued Page 3 Do third party agents need the Railinc ID of the controlling entity to register the cars Railinc recommends that ID s not be shared Third party agents can register for an ID There is no requirement that the controlling entity s ID be used in the registration process What is the Railinc Identification Companies submitting OT 5 loading authorization applications will need to have a company ID Valid identifiers are an AAR assigned reporting mark four letter marks ending in X or a Railinc assigned alphanumeric identifier Companies that do not have an assigned company ID must request one by e mailing csc railinc com Can data provided through the OT 5 process be viewed by parties other than the submitter and the approving carrier No Only the parties to the application can view the application Is there a channel to communicate concerns or offer suggestions regarding the process Yes Mr Jeffrey Usher Assistance Vice President Business Services Association of American Railroads issued the Circular Mr Usher can be contacted via the AAR s Safety and Operations main number which is 202 639 2200 The fax number is 202 639 2439 The AAR has a Contact Us link on their homepage at www aar org Process Questions continued Frequently Asked Questions Loading Authority For Private Rail Cars continued Changes and Updates When information on
6. on dates How do you enter cars in the system Rail cars can be entered singly or in ranges When entering cars there is a limit of 500 cars per individual submission Procor Link Net s Rider facility can provide a downloadable list of Procor car numbers Can a car be on more than one application at a time No A car can only be on one application in the new system for a carrier at a time This requirement means that as cars change service the OT 5 application needs to be updated What mechanical information is required on the new OT 5K form None The only requirement is the car type How can cars be registered if specific loading points are not known Cars should be registered for the possible loading points Can cars loaded at more than one location served by a carrier and used to ship more than one commodity be registered on a single application Yes The OT 5 system will accommodate multiple commodities loading locations and carriers in a single application Should cars shipped to more than one destination be registered for all destinations No Destinations are not required Circular OT 5 requires that shipment origins be provided Is there an OT 5 pre authorization available Yes There is a pre authorization application It allows you to communicate intentions of requesting authorization for loading author ity for planning purposes These applications are only valid for six months Process Questions Freque
7. the registration changes how is the registration updated Applications that have been approved by carriers can be amended and resubmitted Changes in UMLER EHMS Universal Machine Language Equipment Register Equipment Health Management System or the Customer Identification File will result in automatic changes to the application The OT 5 User s Manual contains instructions for amending an application or the Railinc Customer Support Centre 1 877 Railinc can assist Should the OT 5 application be changed to reflect changes in how a car will be used such as changes in the loading point or commodity Yes Permanent changes should be reflected in the OT 5 application What are the requirements if my fleet changes Application submissions must be made for fleet additions likewise existing authorizations must be cancelled if the approval is still active for cars no longer in your fleet Furthermore sequence is important when new applications are submitted and the controlling entity changes A car must be electronically removed from any existing loading authority before a submission by a new controlling entity will be permitted a submission error message will be displayed if cars are already approved with another company Subleases are treated the same as any other fleet change If a sublease is initiated the sublessor should remove the cars from their existing loading authority and the sublessee should make an application submission and subsequen
8. tly reverse the process at sub lease termination Page 4
9. ue Click Done for Circular OT 5 Sumbitter access Permission to the OT 5 module will be confirmed by e mail and could take up to a maximum of two days Create an OT 5 application Log on to www railinc com sign in and click on My Applications upper right screen and navigate to the Circular OT 5 system Equipment commodity and loading location entries are required Railroad response Processing time will vary by individual carrier You will receive e mail replies Using The Circular OT 5 Internet Based System Entering Cars In The System The easiest way to get your list of Procor car numbers to create an OT 5 application is to go to Procor Link Net Click on OT 5 Equipment Number Assistance on the Control Centre Cars can be sorted and an equipment number text file created to be copied into the OT 5 application screen Tank Car Authorization Becomes Mandatory January 1 2010 Under Circular OT 5K loading authority submissions are an Association of American Railroads AAR requirement for all private freight cars to be approved for use on railway lines A new internet based system for submissions has been introduced and tank cars have been included for the first time The submissions are the lessee s responsibility due to the specific nature of the informa tion required e g carriers originating stations commodities storage Railinc Customer Service Contacts Access and technical support csc railinc com or call 1 800
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