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Loading Authority (OT-5) Internet Application User Guide

1. 03 52 16 Coris Panerson KCS Reviewer comments section rom KCS 07 23 2013 06 46 54 Corts Panerson O7 23 2013 Hepi 05 46 54 Corts Paneson ENSF Nom Confidential Comments Approver Comments Review the submitted application 4 Enter Comments appropriate to your decision about an approval or rejection Note These comments can only be viewed by the commenting road and the submitter not by other roads on the application 5 For rejections use the Reject Reason drop down to specify a reason Safety Inadequate Storage or Mechanical Factors If the application is rejected the submitter may edit the rejected application and resubmit to the rejecting railroad for a new review 6 Perform one of the following actions a Select Approve to approve the application A message informs you that the application has been approved An e mail is sent to the submitter indicating approval b After supplying a rejection reason select Reject to reject the application A message is displayed informing you that the application has been rejected An e mail is sent to the submitter to let them know of its rejection c Select View History to see a history of the application The Search Loading Authority OT 5 Application page displays a listing for each version of the application Loading Authority OT 5 User Guide 31 Revised June 2015 Downloading Reports Downloading Reports The Loading Authority OT 5 System p
2. Accessing Railinc Customer Support The Railinc Customer Support Center provides reliable timely and high level support for Railinc customers Representatives are available to answer calls and respond to emails from 7 00 a m to 7 00 p m Eastern time Monday through Friday and provide on call support via pager for all other hours to ensure support 24 hours a day 7 days a week Contact us toll free by phone at 877 RAILINC 1 877 724 5462 or send an email directly to csc railinc com Loading Authority OT 5 User Guide 4 Revised June 2015 Getting Started Getting Started Access the Loading Authority OT 5 application by using Railinc Single Sign On SSO a web application that provides convenient access to a variety of Railinc products To get started go to the Railinc portal at http www railinc com and log into SSO by entering your user ID and password in the fields at the top right of the page and then selecting Sign In Notes ie If you do not already have a Railinc SSO user ID and password refer to the Railinc Single Sign On User Guide which 1s available on http www railinc com by selecting the F 2 icon below the Sign In button in the Account Access pane Once you have access to Railinc SSO you must request access to Loading Authority OT 5 within SSO If you are a line haul carrier employee who will be reviewing and or approving Loading Authority OT 5 preauthorizations or applications you need to be setup
3. System for tracking the physical characteristics transportation management and pool assignments of virtually every piece of rail equipment in North America Loading Authority OT 5 User Guide 43 Revised June 2015 Index Index AAR 2 AAR defined 43 adding Loading Authority OT 5 contact information to FindUs Rail 35 adding loading locations 25 Adequate Storage checkbox 13 18 Adobe Acrobat Viewer 4 age of freight cars 2 agents 10 15 38 amending an existing Loading Authority OT 5 application 24 App Reference Number field 21 application rejected 24 41 Approve button 31 approver contact information 35 approver role 6 approving Loading Authority OT 5 applications 30 Association of American Railroads 2 browser 4 business rules 2 cancelling the creation of a Loading Authority OT 5 application 20 cancelling the creation of a pre authorization application 14 car owners 10 15 carrier specific changes 25 Centralized Station Master 2 changes carrier specific 25 global 27 changing an existing Loading Authority OT 5 application 24 CIF 2 CIF Number field 12 17 CIF defined 43 Circular OT 5 2 Clear button 22 cloning an existing Loading Authority OT 5 application 27 Comment field 31 Comments History missing versions in 41 Commodity s to be Shipped section 12 17 company ID 37 compliance checkbox 12 16 computer requirements 4 confidential comm
4. T Tank Car Equipment AARX 805802 Thank you for using Loading Authority OT 5 System Railinc Loading Authority OT 5 Team The system automatically sends e mail notification messages when applications are about to expire E mail notices are sent to submitters 45 days 15 days and the day before the application expires See Exhibit 16 for an example of a pending expiration email Exhibit 16 Example of Application About to Expire E mail Notification From NoReply railinc com mailto NoReply railinc com Sent Saturday March 30 2013 7 05 PM To Jones Sally Subject Loading Authority OT 5 application is about to Expire application 7974 The application id 7974 submitted to RAIL submitted by AARE is going to expire on 03 31 2013 Please click on the below link to login into Loading Authority OT 5 System and review the application https www_railinc com COT5 Web applicationAction do parameter view amp appReferenceNo 100612 Thank you for using Loading Authority OT 5 Railinc Loading Authority OT 5 Team c Select Cancel to cancel the creation of the Loading Authority OT 5 application This button can be selected at any time prior to the actual submission of the application for approval by the railroad Using this button does not save your work as a draft Select the Save as Draft button if you intend to save your work and return to the application at another time Loading Authority OT 5 User Guide 20 Revised
5. 21 Then view the application as described in Viewing Loading Authority OT 5 Applications on page 23 From the View Loading Authority OT 5 Application page select Clone to create a new application based on the currently viewed application Loading Authority OT 5 User Guide 27 Revised June 2015 Working with Existing Loading Authority OT 5 Applications All the input fields remain the same except for the effective date which defaults to the current date and the Submitted by fields which are automatically populated with the current user s information Exporting Search Results into a CSV File You can export search results into a CSV file This allows you to save and manipulate data independent of the application in programs like Microsoft Excel Use the following procedure to export search results into a CSV file 1 From the Search Loading Authority OT 5 Application results page select the Export to CSV link The Report Terms amp Conditions page is displayed see Exhibit 24 Exhibit 24 Report Terms amp Conditions D RAILING ading Authority CHRPAT RAIL Home Create Application Create Pre Authorization Search Reports Links Admin Documentation Report Terms amp Conditions By downloading this data you agree to Railinc s Terms of Service including without limitation the terms limiting the use and distribution of such data To review the Railinc Terms of Service click here have re
6. Application Equipment Numbers Range pairs can be added singly ABCX 123456 DEFX1 or as a range CCCX1 CCCX11 CCAX 123456 234567 EEEX1 EEEX11 MMMX4 73 with a comma delimiter No special characters allowed Max equipment 500 Equipment Type H Hopper Unequipped X Equipment Count 4 General Physical Attributes general physical attrib comments Modify Equipment Numbers Range Fea ase l Select View Contacts to see full contact Commodity s To Be Shipped details for the STCC listed loading 2044210 Q RICE MEAL location v Subject cars will be in compliance with applicable AAR and governmental mechanical safety and security requirements Advisories and action items will satis 0113211 Q CORN NOT POPCORN OR MAIZE NOT POPCORN IN THE EAR NOT SHELLED DRIED ORGANICALLY GROWN FREE OF FERTILIZER AND OR PESTICIDE PPLICATIO Ada Loading Locations Se soles FSAC Station Location Station Assos CIF Number CIF Address Industry a Status Carrier Carrier State Storage 8000 W LAKE MEAD PKWY HENDERSON NV 89015 2905 S WESTERN CHICAGO IL 60608 345 57 GRAND AVE JOHNSON CITY NY 13790 785 PETROLIA LINE CORUNNA ON NON 1G0 NS q 00031 Q DALLAS 135201242 LHOIST NORTH AME OF ARIZONA INC v REJECTED NS 00032 Q WYLIE 055405146 AMERICAN SUGAR REFINING CO v REJECTED DOUGLAS BYILDING SUPPLI
7. Authority OT 5 User Guide 34 Revised June 2015 Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail FindUs Rail is a web based centralized database that allows users to review and manage their company s contact information It helps railroad departments private car owners and leasing companies stay connected Users are able to query contacts and agency relationships for industry functions and roles FindUs Rail does not determine your authority as an approver or reviewer within the Loading Authority OT 5 system this is determined by your SSO role Your setup in FindUs Rail does not determine your privileges and what actions you can take within the Loading Authority OT 5 system these are also determined by your SSO role FindUs Rail is simply used for your email contact information and to identify your role to others in the railroad industry Every Loading Authority OT 5 reviewer or approver should be listed as a reviewer or approver in FindUs Rail Use the following procedure to add a Loading Authority OT 5 contact into FindUs Rail Note This procedure requires that you are already set up with a Railinc Single Sign On SSO User ID and already have a FindUs Rail account See the notes in Getting Started on page 5 to access information about SSO 1 Go to http www railinc com and login under Account Access in the upp
8. FindUs Rail contact information is added If you receive an error message stating that only one primary contact can exist for a company select Secondary as the Category Role Loading Authority OT 5 User Guide 36 Revised June 2015 Appendix B Frequently Asked Questions Appendix B Frequently Asked Questions This appendix addresses frequently asked questions FAQs associated with the Loading Authority OT 5 system What is Loading Authority OT 5 and why do I have to fill out a Loading Authority OT 5 application Loading Authority OT 5 governs the use of private equipment Loading Authority OT 5 requires that controlling entities owners or lessees of Private Tank Cars and Private Cars Other Tank Cars apply for loading authority which helps aid in capacity planning for each railroad The Loading Authority OT 5 web application allows users to submit an application for each car to as many railroads as required and include all of the commodity and loading location information required by the AAR in Circular OT 5 K Who should submit Loading Authority OT 5 applications This is outlined by the actual circular printed by the AAR It states that The controlling entity owner or lessee must apply for loading authority Controlling entity has been interpreted by some as meaning the party in the best position to know the movement information of the equipment For this reason shippers may be the ones registering cars Only o
9. June 2015 Working with Existing Loading Authority OT 5 Applications Working with Existing Loading Authority OT 5 Applications See the following sections for information about tasks you can perform on existing Loading Authority OT 5 Applications e Searching for Loading Authority OT 5 Applications on page 21 e Viewing Loading Authority OT 5 Applications on page 23 e Editing a Loading Authority OT 5 Application on page 24 e Cloning a Loading Authority OT 5 Application on page 27 e Exporting Search Results into a CSV File on page 28 e Viewing the History of Loading Authority OT 5 Records on page 29 e Deleting Draft Loading Authority OT 5 Applications on page 29 Searching for Loading Authority OT 5 Applications Use the following procedure to search for Loading Authority OT 5 Applications 1 From the application menu select the Search menu item The Search Loading Authority OT 5 Application page is displayed see Exhibit 17 Exhibit 17 Search Loading Authority OT 5 Application 2 RAILING CHRPAT Home Create Application Create Pre Authorization Search Reports Links Admin Documentation Search Application App Reference No Old App Reference No Equipment Range Number Originating Carrier Status Submitter Company Equipment Type Number of days to Expire Search Clear 2 Complete
10. OT 5 Pre Auth Application page is displayed with the input fields for Part 1 see Exhibit 6 Exhibit 6 New Loading Authority OT 5 Pre Auth Application Part 1 D RAILINC New Pre Auth Application Pant Part2 Equipeneat Information Equipment Fmtry Equement Nunbers aroe pars can te added singly ABCK 121454 Xi or as a ran COCXI CCCX tquipment Type Equipment Count General Pirysical Attribetes il be in comphance Comnmodity s To Be Shipped stec x q Loading Locations Originating ie 1 SSAC Station Location Statice Location CIF lumber IF Address Carner Carrer State xD nN 4 4 4 The Copy icon a 2 Complete the input fields for which you have available information The three fields required for a pre authorization application are highlighted in red e Equipment Type Use the drop down list to select the specific type of equipment being placed on the application boxcar hopper etc Assign only one equipment type per application from the dropdown menu All cars on the application must be the same Car Type Reviewing the first letter of the Car Type Code on the car s can help you determine which Equipment Type to choose for the application e Equipment Count Enter the total count of equipment associated with the identified Equipment Type The maximum for this entry field is 500 freight cars per application When you submit the application the Loading Authority OT 5 system verifies and updates the c
11. a railroad Note This process requires approver access rights Only railroads approve or reject a submitted application and only for an application submitted to them where they are the originating carrier A person must be assigned the approver role through Railinc s Single Sign On Sharing of User D s or passwords is not permissible Note Loading locations are grouped by carrier on the Part 2 tab of the New Application page The Loading Authority OT 5 system allows the resubmission of loading locations grouped by carrier even when a carrier group is in submitted status This allows the submission of loading locations by carrier for approval or rejection If an application is updated with a new location that application can be submitted to the originating carrier only and is not sent to everyone on the application If something changes other than the loading location the application is sent to all carriers on the application because the application has changed at a high level and not at the location level This also provides the ability to add comments grouped by carrier which are only submitted to that carrier Exhibit 27 shows an example of an e mail notification that an application has been submitted Exhibit 27 Example of Submitted Application E mail Notification From NoReply railinc com Sent Thursday August 22 2013 5 10 PM To Jones Ted Subject TEST Loading Authority OT 5 application 7949 Approved T
12. be stored at each loading location If you do not select the Adequate Storage checkbox you will receive a yellow warning message when you submit the application The application can still be submitted but you should be aware that inadequate storage is one of the reasons why an application can be rejected However only check the box if you actually do have adequate storage As submitter you are responsible for providing accurate storage information to the carriers 3 As needed select the Part 2 tab to complete additional input fields see Exhibit 7 Notes e You can enter an expiration date and effective date for each loading location group to accommodate each carrier s needs e The Submitted By fields on the Part 2 tab are populated from the submitting user s contact information in SSO To change this information edit the contact information in SSO Exhibit 7 New Loading Authority OT 5 Pre Auth Application Part 2 RAILING document Home Create Application Create Pre Authorization Search Reports Links Admin Documentation New Pre Auth Application Part1 Part 2 Equipment Information Application Carrier Information Originating Carrier Comments CONFIDENTIAL Effective Date Expiration Date Submitted By submitting user s SSO account profile information John Smith Title Doc RAIL RAILINC CORPORATION john smith railinc com Address 7001 Weston Pkwy i Durham Zip Code 2
13. ccccccccccccssssssssseseseeeecceeeeeeeeeeeeaeaseeeeenees 23 Editing a Loading Authority OT 5 Application 0 0 0 0 cccccccccssssssessessseseeeeecceeeeeeeeeaeaeaeeeeeess 24 Makina Carrier Specie Changes scrin E A 25 Mak me Global Chang ossa a a O E 21 Cloning a Loading Authority OT 5 Application ccccccccceccccceeeeeeeeeeeeeesseseeeeeeeeeeeeeeeeeaas Zi Exporting Search Results into a CSV Fil co ccccscecsceciseevenenetdsanceheacaderscdesaciseagansuaed coedebeamstensel sees 28 Viewing the History of Loading Authority OT 5 ReCOrds cccccceesseeeeeeeeeeeeeeeeaeaaaeeeeeees 29 Deleting Draft Loading Authority OT 5 Applications cc cccesssseeeseeeeeeeeeeeeseeeeeeaeaseeeeeeees 29 Approving and Rejecting Applications Railroads Only cccccccssssssssssssssssssssssssscccccccssseees 30 DO WHlO adie Reports orna ee NEONET 32 Accessing Links to other Systems eseseesoecssocccccscccececccccesosssecccecscececececoosoossecsescscceceseesossessssseces 34 Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail 35 Appendix B Frequently Asked Questions cccccssssssssssscccccccccccccccssssssssssscsccsscccccscssssees 37 GLOSS ANY rE E E E ves soseueosesweuscs EEE EES 43 PNG OX E E E E TEE EE TE E TEE E T ETE E EEA 44 Loading Authority OT 5 User Guide Revised June 2015 Loading Authority OT 5 Internet Application User Guide List of Exhibits Exhibit 1S SO Requ
14. columns 24 SPLC defined 43 SSO 5 SSO defined 43 Status field 22 status of applications 32 STCC field 12 17 STCC defined 43 sub leased cars 38 Submit button 14 19 40 Submitted by Company field 22 Submitted By section 13 18 42 Submitter Company field 22 submitter role 6 submitting a Loading Authority OT 5 application 19 submitting a pre authorization application 14 system availability 3 system interface notes 3 system requirements 4 system updated status 3 41 Turn Into Application button 14 Umler 2 Umler defined 43 user roles 5 Version Number field 22 View Contacts button 18 25 View History button 31 viewing an existing Loading Authority OT 5 application 23 viewing reports 32 viewing the history of Loading Authority OT 5 records 29 web browser 4 wildcards 3 12 17 working with existing Loading Authority OT 5 applications 21 Revised June 2015
15. draft with id 157 l b Select Submit to submit a completed new Loading Authority OT 5 application If successful a message is displayed with the newly assigned application number and an indication that an e mail has been sent to the approver Your information selected for mandatory fields identified as red text must pass editing rules and match valid entries in the Railinc Industry Reference Files for MARK FSAC STCC and CIF Files Freight cars entered are validated against Umler This process ensures that the equipment actually exists in Umler and that the specified equipment type matches This process also validates that the specified equipment is not already assigned to another application Application 156 is successfully submitted An email will be sent to approver s Once an application is submitted an e mail is sent to the FindUs Rail approvers for the submitting origin road When an application has been approved an e mail is returned similar to the example shown in Exhibit 14 Loading Authority OT 5 User Guide 19 Revised June 2015 Creating a Loading Authority OT 5 Application Exhibit 14 Example of Approved Application E mail Notification NoReply railinc com Sent Fri 1 24 2014 3 45 PM E Smith John Subject line shows Approved status DEV Loading Authority OT 5 application 59551 Approved The application id 59551 submitted for UP submitted by BNSF is ready for your review Please click on the below
16. edits to the Effective and Expiration Dates as needed c Select the Resubmit checkbox for one or more of the listed locations if you want to resubmit to them the updated application Updates are only sent to the selected roads d Select Resubmit to Carrier s to send loading location updates to the selected carriers Note You can also select Cancel to cancel the edits to the Loading Authority OT 5 application or select Clone to create a new Loading Authority OT 5 application based on the currently displayed application See Cloning a Loading Authority OT 5 Application on page 27 for more information Loading Authority OT 5 User Guide 26 Revised June 2015 Working with Existing Loading Authority OT 5 Applications Making Global Changes If you change a global value that is the same for every carrier in the application such as commodity then the application has to be resubmitted to everyone using the regular Submit button Use the following procedure to make global changes to a Loading Authority OT 5 Application 1 Search for the application that you want to edit See Working with Existing Loading Authority OT 5 Applications on page 21 for details 2 View the application as described in Viewing Loading Authority OT 5 Applications on page 23 3 From the View Loading Authority OT 5 Application page select the Edit button The Edit Loading Authority OT 5 Application page is displayed see Exhi
17. identifiers across all Railinc applications It is important to note that obtaining a company ID is separate from the use of the Loading Authority OT 5 application and is required in a broader sense to take part in many railroad industry processes A company ID is a non equipment owner identifier and is used as an ID for all electronic interfaces between railroads their customers and Railinc systems and files Loading Authority OT 5 User Guide 37 Revised June 2015 Appendix B Frequently Asked Questions When should I create a pre authorization instead of a normal Loading Authority OT 5 application If a submitter has not yet leased cars but is thinking of leasing or may soon be leasing they can submit a pre authorization ahead of time Pre Auths do not require submitters to specify equipment information only the count If an approved Pre Auth is on file and the cars are later leased submitters can turn the pre auth into a real Loading Authority OT 5 application and submit Should cars shipped to more than one destination be registered for all destinations Loading Authority OT 5 requires that shipment origins be provided Destinations are not required When information on the registration changes how is the registration updated Applications that have been approved by the carriers can be amended and resubmitted Changes in Umler or the Customer Identification File will result in automatic changes to the application See E
18. link to login into Loading Authority OT 5 System and review the approved application https wwwdev_railinc com COTS Web applicationAction do parameter view amp appReferenceNo 59551 Application Details User Name Matt Jones Email Address matt jones railinc com Phone Number 1 919 555 4321 Version Number 6 Expiration Date 02 21 2019 STCC 0112910 Equipment Type Code T Tank Car Equipment UTLX 1600 Thank you for using Loading Authority OT 5 System Railinc Loading Authority OT 5 Team If the application is reyected an e mail is returned similar to the example shown in Exhibit 15 Exhibit 15 Example of Rejected Application E mail Notification From NoReply railinc com Sent Tuesday February 18 2014 4 16 PM To Smith John Subject TEST Loading Authority OT 5 application 7978 Rejected Inadequate Storage The application id 7978 submitted for UP submitted by KCS is ready for your review Please click on the below link to login into Loading Authority OT 5 System and review the rejected application https wwwtst_railinc com COT5 Web applicationAction do parameter view amp appReferenceNo 7978 Application Details Reject Reason Inadequate Storage Comments Inadequate storage in location 1 User Name Matt Jones Email Address matt jones railinc com Phone Number 1 919 555 4321 Version Number 47 Expiration Date 02 28 2014Expiration Date 02 28 2014 STCC 0143910 3211321 Equipment Type Code
19. message that the count was initially incorrect Select Submit a second time to successfully process the application e General Physical Attributes Enter free form comments on the physical attributes of the equipment on the application e Modify Equipment Numbers Range Enter the equipment you wish to add separated by a space or a comma and then select Add If deleting equipment enter the equipment you wish to delete separated by a comma or space and the select Delete When entering car numbers leading zeros are accepted but are not required Note The Equipment Count must equal the number of equipment entered in the Modify Equipment Numbers Range field If submitting a range of equipment and the number actually available in Umler is less than the specified count then a verification message is displayed and the count is corrected to take into account the missing equipment see Exhibit 9 If an equipment range is entered and items in that range are not in Umler then a message is displayed the listed equipment is updated to only show valid equipment and the equipment count is also updated see Exhibit 10 After entering the desired amount of equipment select the Add button to enter equipment into the equipment list above the Modify Equipment Numbers Range field If any piece of equipment was entered in error or needs to be removed from the equipment list re enter it into the Modify Equipment Numbers Range field and select the Delete butto
20. select the Resubmit to Carriers button Make sure you change the effective date on Part 2 of the application to the current date Note If you make any changes to the Equipment or STCC select the Submit button at the bottom of the application without selecting any of the Resubmit to Carriers checkboxes What happens if an application is moved to system updated status and I don t review the application and resubmit If an application is moved to System Updated status automatically by the application an email is sent to the submitter Applications may be moved to System Updated status from Approved or Submitted by the system when a car is deleted in Umler or restenciled or when there is a change to STCC SCAC FSAC or CIF records referenced on the application Emails are sent at zero twenty and forty days At sixty days the system automatically moves the application back to the previous status having removed the information affected Another email is sent to the submitter after this happens after the sixty day time period to let them know this has happened When a car is restenciled what happens to the Loading Authority OT 5 application When a car is restenciled in Umler the original car mark and number is automatically removed from any Loading Authority OT 5 applications it is on The new car mark and number however does not automatically get added It 1s up to the submitter to add the new car mark and number to the Loading Autho
21. users especially those who work for larger agencies manage more than one company Note If you manage one company your company is automatically selected you do not need to select a company to manage and the Loading Authority OT 5 System Dashboard page appears when you log in see Viewing the Loading Authority OT 5 Dashboard Page on page 9 After you have successfully been set up in Railinc s Single Sign On with the appropriate role assigned you can then manage more than one company To do this you must first select the company that you want to manage when you logon If you re involved with a single company you can request access based on your role If you re involved with more than one company you can request access based on your specific role for each company for which you provide services Note After selecting a listed company you can only see and manage information for that selected entity until you select another company If you manage more than one company use the following procedure to select the company that you want to manage when you login 1 Log on to the Loading Authority OT 5 System The Select Company to Manage page is displayed see Exhibit 3 Exhibit 3 Select Company to Manage mwww we eg eg Me Be Be Be eB ee eB eB eB eB ee ee ee Ee Ee ES select Company To Manage Company BRC 2 From the Company drop down select the company that you want to manage 3 Select OK The Dashb
22. 7704 9197654321 Controlling Entity Party responsible for providing disposition on equipment Same As Submitter Name Company Comments NOT CONFIDENTIAL Comments History Version No Date User User s Email User s Phone Company Comment Save As Draft Submit Tum Into Application Cancel 4 Perform one of the following actions a Select Save As Draft to save the new Loading Authority OT 5 pre authorization application in draft status If successful a message is displayed with the newly assigned draft application number You will receive specific error messages for any mandatory fields that are left blank or that contain unrecognizable data l l Application is saved as draft with id 157 l Loading Authority OT 5 User Guide 13 Revised June 2015 Creating a Loading Authority OT 5 Pre Authorization Application b Select Submit to submit a completed new Loading Authority OT 5 pre authorization application If successful a message is displayed with the newly assigned application number and an indication that an e mail has been sent to the approver Application 156 is successfully submitted An email will be sent to approvers c Select Turn Into Application to transfer the information entered on the pre authorization application into an actual Loading Authority OT 5 application see Creating a Loading Authority OT 5 Application This fun
23. Authority OT 5 Application page select View History to view the history of Loading Authority OT 5 records that have been edited previously The Search Loading Authority OT 5 Application page displays a listing for each of the multiple versions of the application Deleting Draft Loading Authority OT 5 Applications You can delete draft applications that you no longer need To delete a draft application first search for a draft application as described in Searching for Loading Authority OT 5 Applications on page 21 Then view the application as described in Viewing Loading Authority OT 5 Applications on page 23 From the View Loading Authority OT 5 Application page select Delete Draft if the viewed application is a draft that is no longer needed A message appears asking you to confirm that you want to delete the draft application After you confirm a message is displayed indicating the successful deletion of the draft Application 6810 had been successfully removed Note The Delete Draft button is not displayed on the View Loading Authority OT 5 Application page if the viewed application is not in a draft status Loading Authority OT 5 User Guide 29 Revised June 2015 Approving and Rejecting Applications Railroads Only Approving and Rejecting Applications Railroads Only These functions are used to approve or reject a submitted Loading Authority OT 5 application and can only be used by
24. ES INC v APPROVED q q Q Q q q 43300 BRADY TX 012783973 q Q PORTLAND TN 259991578 NOVA QHEMICALS CANADA LTD v SUBMITTED The Copy icon 4 Make updates to any of the desired fields To enter additional loading locations select the Add button in the Loading Locations section You can use the Copy icon to copy all the contents of a line except the Adequate Storage and the Status columns Submit Clone Cancel 5 Select the Part 2 tab to edit the second part of the application The Edit Loading Authority OT 5 Application Part 2 page is displayed see Exhibit 22 Loading Authority OT 5 User Guide 25 Revised June 2015 Working with Existing Loading Authority OT 5 Applications Exhibit 22 Edit Loading Authority OT 5 Application Part 2 Edit Application Part Pant Equipment Intonation Ap Peters Po Vertin Ne Subenetbed Bale Last Miudried Date 5436 12 OS 89010 OTRO Wet 1G Apphcoaben Canter Infoanatson Urging Larner errant CH ENA T DAL Litiy Baia ene E mize Fl wron E Submitted Ay submitting users 530 acoot profik iioa Hare Errail lohi amih Erali cam Shae HE Tithe Address Hp C Bonini Sriti Coniroiimg betay Farny responsible for providing d spositon on eguipnrenih Satter Aa Suberathor HiRail C1Rail Hame Company Comments MOT COMFEDEN TIAL a innate Me 05 01 2020 RAIL
25. IL RAILING CORPORATION 79423 CN CPRS RAIL RAILING CORPORATION 79425 CN CPRS RAIL RAILING CORPORATION 66545 CN CPRS RAIL RAILING CORPORATION 66712 CN CPRS RAIL RAILING CORPORATION 6 884 CN CPRS RAIL RAILING CORPORATION 70533 CN CPRS RAIL RAILING CORPORATION 70806 CN CPRS C RAIL RAILING CORPORATION 23054 CN CPRS RAIL RAILING CORPORATION 23055 CN CPRS RAIL RAILING CORPORATION 6 Use the tools within Excel to save or further manage the output data as needed Loading Authority OT 5 User Guide 33 Revised June 2015 Accessing Links to other Systems Accessing Links to other Systems The Loading Authority OT 5 System provides direct links to other related Railinc systems Select the Links menu item to access related systems see Exhibit 31 Exhibit 31 Links Menu Links FindUs Rail RAMP ED The Loading Authority OT 5 System provides direct links to the following systems FindUs Rail A centralized Railinc database that allows users to review their company s contact information via the web As the rail industry s one stop contact list FindUs Rail helps reduce time spent by railroad departments private car owners and leasing companies as they search for rail industry contact information Users are able to query contacts agency relationships for a category and the MARK parent relationship Entry into FindUs Rail is required for Loading Authority OT 5 approvers If you are an approver o
26. Loading Authority OT 5 Internet Application User Guide D RAILING O TT 7001 Weston Parkway Suite 200 Cary North Carolina 27513 Copyright 2015 Railinc All Rights Reserved Last Updated June 2015 Loading Authority OT 5 Internet Application User Guide Table of Contents Learning about the Loading Authority OT 5 Internet Application ssssssssssssssseeees 1 RV CIVIC WY aie ed cotsstis a ae Rachain ae datatel a once caueietanaliseas di aiaant dda aedlcoeti tana 2 General Business RUI Sueste 2 SyS em nera NOE e a a a 3 SYSE Redu remesan a a deco we eanincaceaeacematacad 4 Accessing Railo Customer SUPPONE soiree r A cee 4 Geting Starters a EE E EE E ceucecoceseucvecetuieeeys 5 earning about User ROl errs r 5 EE A EA ba PR E AE EE A E E E res we E E E E 7 Manacime Moltple Companies isisa a R E a einai 8 Viewing the Loading Authority OT 5 Dashboard Page i cesssessseseseeeeeeeeeeeeeeeeeaaeeeeeeeees 9 Creating a Loading Authority OT 5 Pre Authorization Application ccccssssssssssssseees 10 Creating a Loading Authority OT 5 Application ccccccccsssssssssssssscccssccccccccscssssssssssssees 15 Working with Existing Loading Authority OT 5 Applications sssccssssssssssssseeees 21 Searching for Loading Authority OT 5 Applications ccccccccccceeceeeeeeeeseeeeessessseeeeeeeees 21 Viewing Loading Authority OT 5 Applications
27. RAILING CORPORATH ted janes rallinc com Lapirabon Date aaow Peco Talas Keeubrnit io Lart si m1 ARPROVEG oym E peeo Resubmit to Coieria Company RAL RUNG CORPORATION T y Phone Durham 919 Sh 1 Emal Phone 9192314557 Commeats History Date Wee s Era Usira Phone f Company CRaRIT 147 18 COTS Comment OF Number 20 17022 has been rede io 01 J000 ree Woe COTS OF Brie SD hia beri ree SIDEON CSCO Tel COTS BSG 134008 COTS eT ToT Toor Ca oro bed pcrneshere linc com Slee MS Sy BORA Upelated Te Apr ate Ejupi ADC itid Fom Appbeation WG pimeni reti Tot Safety Make changes to any of the fields you want to update If making updates to the loading locations or if you want to send a message to one of the listed loading locations then perform the following steps in the Application Carrier Information portion of the page see Exhibit 23 Exhibit 23 Application CarrierInformation i I I I l Originating Carrier Comments CONFIDENTIAL Effective Date Expiration Date Status jeene l arrier s l comment KC5 I 1 KCS version 2 05 26 2009 E 05 28 2019 E pRaFT O I comment NS l INS version 2 05 28 2009 E 05 28 2019 E DRAFT O l I I i I I I Resubmit to Carrier s a Use the comments field to enter a message to one or more of the listed loading locations A different message can be sent to each location in this same process b Make
28. Search Results Revised June 2015 Working with Existing Loading Authority OT 5 Applications The View Loading Authority OT 5 Application page displays information about an existing application Select the Equipment Information tab to view equipment details for the displayed application see Exhibit 20 m Application Equipment Information Select a column Exhibit 20 Equipment Information Sorting n RA data Equipment Information AARX 0000805803 T107 T 25785 60 03 W 10 08 H 14 08 Toe D AARX 754 Ba om em e e e mm Select any column heading to sort the equipment data in ascending order Select the same column heading again to have it sorted in descending order Continue with one of the following tasks Editing a Loading Authority OT 5 Application on page 24 Cloning a Loading Authority OT 5 Application on page 27 Viewing the History of Loading Authority OT 5 Records on page 29 Deleting Draft Loading Authority OT 5 Applications on page 29 Return to the search results by selecting Return to Search Results Editing a Loading Authority OT 5 Application When editing a Loading Authority OT 5 application you can make carrier specific changes or global changes which apply to all carriers See Making Carrier Specific Changes on page 25 and Making Global Changes on page 27 for more information Note If your OT 5 application is reye
29. ab There is no limit on how many commodities can be listed Use the magnifying glass look up tool even if you know the STCC number This ensures that the STCC is valid and present in Railinc s Industry Reference Files IRF database Because of the strict labeling of hazmat commodities select all three Commodity Types to Include checkboxes when searching for a STCC e Loading Locations Use this section to identify locations where the equipment on the application will be loaded You do not need to be concerned with the full route of the equipment only the location s where the equipment will be loaded There is no limit on how many loading locations can be listed Originating Carrier Identifies the origin carrier railroad that is the recipient of the Loading Authority OT 5 application This should be the road on which the equipment will be loaded If you do not know the origin carrier s SCAC select the magnifying glass icon to search for it To enter additional loading locations select the Add button in the Loading Locations section You can use the Copy icon to copy an entire line except the Adequate Storage and the Status columns Serving Carrier Identifies a switch carrier picking up the equipment if applicable FSAC Station Identifies the five digit Freight Station Accounting Code of the originating carrier Choose the FSAC closest to the loading location Use the magnifying glass to aid in y
30. ad and agree to terms and conditions stated above Agree Cancel 2 You must agree to the terms prior to downloading the data Review the terms through the available click here link Select the I have read and agree to terms and conditions stated above check box Select the I Agree button A dialog box appears asking if you would like to open or save the file see Exhibit 25 Exhibit 25 Open Loading Authority OT 5 CSV File Dialog Box Opening Circular 200T 205 20Search o2Z0Results cs x You have chosen to open E Circular s2007T 205 o270Search o70Results csy which is a Microsoft Office Excel Comma Separated Values File From hepsi hanwwest railinc com What should Firefox do with this File Open with Microsoft Office Excel default Save to Disk Do this automatically For Files like this From now on Loading Authority OT 5 User Guide 28 Revised June 2015 Working with Existing Loading Authority OT 5 Applications 3 If you want to open the file in Excel the default option on many computers select OK The displayed search results are opened in separate columns within Excel see Exhibit 26 Exhibit 26 CSV File Opened in Excel LoadingAuthoritySearchResults Microsoft Excel ge Layout Formulas Data Review View v 2 o ep X ET S fe App Reference No E D E F G H l J K L M N oO P Q App Refe Old App F Version N Submittec Submittec Equipmen Equipmen Equipmer Originatin Se
31. ar on a Loading Authority OT 5 application or a private car that has a railroad mark listed in the Lessee field in Umler In those cases even though the car is a private car in terms of Loading Authority OT 5 it is considered railroad controlled and is not able to be registered on a Loading Authority OT 5 application What are the reasons that a Loading Authority OT 5 application can be rejected There are ONLY three reasons why a Loading Authority OT 5 application can be rejected Safety Inadequate Storage Space and Mechanical Factors If a submitter has questions as to why their application was rejected they should directly contact the originating carrier who rejected the application If the application has multiple loading locations for different carriers and one carrier Loading Authority OT 5 User Guide 40 Revised June 2015 Appendix B Frequently Asked Questions rejects but the others approve the entire application is NOT rejected only the portion related to the rejecting carrier What should I do if my OT 5 application is rejected If your OT 5 application is rejected view the rejected application by selecting the App Reference No within OT 5 Next review the originating carrier s reason for rejection select the Edit button and make the necessary changes to the application Once you have completed the updates select the checkbox of the originating carrier who initially rejected the application and then
32. ate can be entered for each carrier s loading locations Therefore the effective date and expiration date may vary across a single application Logic in the commodity section does not check to see if a 28 29 series STCC is bridged to a Hazmat 48 49 STCC The system allows the submission even if the 28 29 is bridged System Interface Notes The following system interface notes apply to the Loading Authority OT 5 System All screen fields in red also marked with an asterisk are mandatory Items that do not have an entry box next to them are display only and are populated as the mandatory data is entered Field definitions for mandatory fields are available when the mouse hovers over the field name Certain fields have a corresponding magnifying glass icon 4 You may select the magnifying glass to search for valid data for the corresponding field Industry Reference File data lookups also use wildcarding to assist users in looking up data Hovering the mouse over a required field in the system displays a description of that field The system is available 24 7 except for scheduled maintenance Loading Authority OT 5 User Guide 3 Revised June 2015 Learning about the Loading Authority OT 5 Internet Application System Requirements For information about the system requirements of Railinc web applications and for information about downloading compatible web browsers and file viewers refer to the Railinc UI Dictionary
33. ations and on more than one railroad The leveraging of other applications such as Umler and RAMP ED offers both railroads and car owners shippers the ability to accurately define equipment subject to Loading Authority OT 5 as well as a ready means to move empty equipment that falls outside of empty reverse routing to another authorized loading location This application makes use of the Railinc Industry Reference Files IRF and the data in Umler to validate that the cars being submitted in the application are registered and have no critical errors associated with the registration IRF offers validation of loading locations shipper name and address information and commodity information General Business Rules The following general business rules apply to the Loading Authority OT 5 System e Car Owners Lessees Shippers and approved agents third parties may have access to create a Loading Authority OT 5 Application Single Sign On rights must be granted that allow access to the Loading Authority OT 5 system e Only railroads may approve or deny a submitted application and only for an application submitted to them where they are the originating or serving carrier e Information on a freight car s age is not available through the system Cars that are over age Should not be added to an application e A freight car may only be on one active Loading Authority OT 5 at a time for a specific carrier e Information listed in an ap
34. bit 21 4 Complete edits to any of the other application fields 5 Perform one of the following actions a Select Submit to submit the edited Loading Authority OT 5 application If successful a message is displayed with the newly assigned application number and an indication that an e mail has been sent to the approver Your information selected for mandatory field identified as red text must pass editing rules and match valid entries in the Railinc Industry Reference Files for MARK FSAC STCC and CIF Files Freight cars associated with the application are validated against Umler This process checks to make sure that the equipment actually exists in Umler and verifies that the specified equipment type matches This process also validates that the specified equipment is not already assigned to another application b Select Clone to create a new Loading Authority OT 5 application based on the currently displayed application See Cloning a Loading Authority OT 5 Application on page 27 for more information c Select Cancel to cancel the edits to the Loading Authority OT 5 application Cloning a Loading Authority OT 5 Application You can create a new Loading Authority OT 5 application based an existing application This is referred to as cloning an application To clone an application first search for an application to clone as described in Searching for Loading Authority OT 5 Applications on page
35. cc 2041622 GRAIN MILL FEED EXC WHEAT VIZ BRAN MIDDUINGS OR SHORTS OR A PHYSICAL MIXTURE OF ANY TWO OR MORE O Commodity Name Hazard 3262120 8EER MUGS O Loading Locations jea Serving Carrier FSAC Station Location station oe CIF Number CIF Address industry ey Status Effective Date Expiration Date Approved Date Rejected 0 x 5959 LAS COLINAS BLVD ar BNSF 00003 CHICAGO EXPORT L 001213214 RVING TX 750394202 EXXONMOSIL CORP SUBMITTED 01 09 2014 01 08 2024 5959 LAS COUINAS BLVD NS 10506 BURNHAM E 001213214 RVING TX 750394202 EXXONMOBIL CORP APPROVED 0108 2014 0108 2024 0108 2014 5859 LAS COLINAS BLVD KCS 04001 CHICAGO L 001213214 RVING TX 750304202 EXXONMOSIL CORP SUBMITTED 01 08 2014 0108 2024 lt gt Controlling Entity Party responsible for providing disposition on equipment Name Company Emal John Smith IRAIL RAILINC CORPORATION john smith reiinc com 919 555 1234 Comments History Version No Date User User s Email User s Phone Company 3 01 09 2014 16 40 08 John Smith john smith reiinc com 919 555 1234 BNSF ENSF COMMENT FIRST ADDED HERE 2 01 08 2014 16 30 12 John Smith john smith reiinc com 9197615375 NS Approve a5 NS j1 01408 2014 1627 13 John Smith john smith reiinc com 919 555 1234 NS NS Comment 1 0109 2014 16 27 13 John Smith john smith reiinc com 919 555 1234 KCS IKOS Comment 1 01 08 2014 1627 13 John Smith john smith reiinc com 919 555 1234 KCS Godal Comment Edit Clone View History Retum to
36. cted view the rejected application by selecting the App Reference No within OT 5 Next review the originating carrier s reason for rejection select the Edit button and make the necessary changes to the application Once you have completed the updates select the checkbox of the originating carrier who initially rejected the application and then select the Resubmit to Carriers button Make sure you change the effective date on Part 2 of the application to the current date If you make any changes to the Equipment or STCC select the Submit button at the bottom of the application without selecting any of the Resubmit to Carriers checkboxes Loading Authority OT 5 User Guide 24 Revised June 2015 Working with Existing Loading Authority OT 5 Applications Making Carrier Specific Changes Use the following procedure to make carrier specific changes to a Loading Authority OT 5 application This process includes steps to send updates to only select loading locations 1 Search for the application that you want to edit See Working with Existing Loading Authority OT 5 Applications on page 21 for details 2 View the application as described in Viewing Loading Authority OT 5 Applications on page 23 3 From the View Loading Authority OT 5 Application page select the Edit button The Edit Loading Authority OT 5 Application page is displayed see Exhibit 21 Exhibit 21 Edit Loading Authority OT 5 Application Edit
37. ction should be used at the point in time that a submitter 1s ready to complete a Loading Authority OT 5 application for railroad approval with the additional data needed by the railroad to complete its approval process d Select Cancel to cancel the creation of the Loading Authority OT 5 pre authorization application Loading Authority OT 5 User Guide 14 Revised June 2015 Creating a Loading Authority OT 5 Application Creating a Loading Authority OT 5 Application The following notes apply to the creation of Loading Authority OT 5 applications e Car Owners Lessees Shippers and approved agents third parties have access to create a Loading Authority OT 5 application Single Sign On rights must be granted that allow access to the Loading Authority OT 5 system e Railroads are the only entities that may approve applications Railroads must enter their approvers in FindUs Rail in order to be notified that an application is waiting for their approval If no approvers are found for the specified origin carrier a message 1s displayed and an e mail is sent to Railinc The submitter should work with Railinc to assure that the approver is identified and added to the system See Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail on page 35 for more information e Applications are effective for up to ten years Use the following procedure to create a Loading Authority OT 5 application for appr
38. diting a Loading Authority OT 5 Application on page 24 for more information Who should complete the registration for sub leased 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 Do third party agents need the Railinc ID of the controlling entity to register cars Railinc recommends that ID s not be shared Third party agents can register for a Railinc ID Ifa third party wants to register under the company for which they are agent the third party will need a Letter of Authority or a contact in FindUs Rail listing them as the agent There is no requirement that the controlling entity s ID be used in the registration process Does Loading Authority OT 5 apply to Class II and III railroads Yes Loading Authority OT 5 applies to all subscribers to the Car Service and Car Hire Rules Does Loading Authority OT 5 apply to shippers located in Canada and Mexico Yes Loading Authority OT 5 applies to all subscribers to the Car Service and Car Hire Rules Shippers in Canada and Mexico must request loading authority How can cars be registered if specific loading points are not known Cars should be registered for the possible loading points How will existing registration data be entered into the Loading Authority OT 5 system Carriers have the option of loading existing da
39. eeeeeeseeeeenaas 32 Exhibit 30 Loading Authority OT 5 Submitter Report of Applications by Equipment Report 33 Exhibit Ms MS MeN fst cencs eee ede a naccacy asccacacuntcengs uatese uaa scenac saeco sue encanca saaesene meneenae meee cgeanteat ates 34 Exhibit 32 FindUs Rail Add Contact Page Showing the Contact Section ccccceceeeeeeeeeeeees 35 Exhibit 33 FindUs Rail Add Contact Page Showing the Categories Section cccecceeeeeees 36 Loading Authority OT 5 User Guide ii Revised June 2015 Learning about the Loading Authority OT 5 Internet Application Learning about the Loading Authority OT 5 Internet Application The Loading Authority OT 5 system is a web based tool for submitting and approving Loading Authority OT 5 applications Private equipment owners use this system to submit equipment for loading onto railroads and railroads use this system to approve or reject applications for the loading of private equipment This document describes how to use the Loading Authority OT 5 system through the following major sections Overview on page 2 provides basic information about the system Getting Started on page 5 describes how to access and log in to the system Creating a Loading Authority OT 5 Pre Authorization Application on page 10 describes how to complete a pre authorization application which enables you to obtain preliminary authorization for a Loading Authority OT 5 applica
40. ents 40 contact information 35 contact information submitter 13 18 contacting Railinc 4 contacts 18 controlling entity 40 Controlling Entity field 18 converting a pre authorization application into a regular application 10 14 copy icon 25 copying an existing Loading Authority OT 5 application 27 copying loading locations 11 Create Application menu item 15 Create Pre Authorization menu item 11 creating a Loading Authority OT 5 application 15 creating a pre authorization application 10 CSM 2 CSM defined 43 CSV file 23 28 CSV format 4 Customer Identification File 2 Customer Support Center 4 Loading Authority OT 5 User Guide 44 Dashboard page 9 deleting a draft Loading Authority OT 5 application 29 destinations 38 Documentation menu item 1 downloading data 28 reports 32 draft application 19 draft pre authorization 13 editing an existing Loading Authority OT 5 application 24 Effective Date field 13 18 22 email notification messages 20 empty reverse routing 2 Equipment Count field 11 16 22 Equipment Information tab 11 19 24 40 Equipment is not a Private Car error message 40 Equipment Range Number field 22 Equipment Type field 11 16 22 Excel viewing data in 29 32 expiration date 39 Expiration Date field 13 18 expiration of applications 3 expired CIF FSAC or STCC 41 expiring a Loading Authority OT 5 application 39 exporting Loading Authorit
41. enu item a 5 Loading Authority OT 5 Dashboard Page Submitter Home Create Application Create Pre Authorization Search Reports Links Documentation RA APPROVED a Create Application and DRAFT o ja Create Pre Authorization EXPRED 44 are additional menu options PRE AUTH APPROVED that are only available to PRE AUTH DRAFT 9 submitters PRE AUTH SUBMITTED 2 me 7 aao a fs oY STEM UPDATED Loading Authority OT 5 User Guide 9 Revised June 2015 Creating a Loading Authority OT 5 Pre Authorization Application Creating a Loading Authority OT 5 Pre Authorization Application You may want to receive pre authorization approval before submitting a completed Loading Authority OT 5 application for approval While not a required step creating a pre authorization application enables you to communicate your intention of requesting authorization for loading authority for rail equipment The origin carrier can use this information for planning purposes The following notes apply to the creation of pre authorization Loading Authority OT 5 applications Car Owners Lessees Shippers and approved agents third parties have access to create a Loading Authority OT 5 pre authorization application or an application Single Sign On rights must be granted that allow access to the Loading Authority OT 5 system Railroads are the only entities that may approve pre authorization applications or applications Railroad
42. equipment listed There are no fields to populate on this tab and it is displayed for informational purposes It may take a few seconds to load the information Submitters can also use this tab to verify the equipment type and the owner lessee information What is the difference between the Submit and Resubmit to Carriers buttons The Submit button at the bottom of the Part 2 tab should be used when changes are made to either equipment or commodity information on an application These changes are considered global changes and all carriers listed on the application need to know about them The submitter has to click Submit without checking any Resubmit to Carriers checkboxes when making changes to equipment or commodity information The Resubmit to Carriers button is used in conjunction with the Resubmit to Carriers checkboxes when the submitter is making changes other than commodity or equipment information such as effective expiration dates Anytime a submitter receives the error Equipment or Commodity Information has not changed it means that they HAVE to check one or more of the Resubmit the Carriers checkboxes and then click the Resubmit to Carriers Button in the middle of the page and not click Submit at the bottom of the page Why am I getting an Equipment is not a Private Car error when submitting an application but the cars are private cars This occurs either when a submitter is trying to register a railroad marked c
43. er right hand side of the page 2 Navigate to FindUs Rail 3 Once inside FindUs Rail select the Contacts menu and then select the Add Contact link The Add Contact page is displayed with the Contact section at the top of the page see Exhibit 32 and the Categories section at the bottom of the page see Exhibit 33 Exhibit 32 FindUs Rail Add Contact Page Showing the Contact Section Add Contact Contact Company ID MARK Company RAILINC CORPORATION First Name Last Name Title Position Company Reference Website URL Notes Email Phone Primary Phone Secondary Fax Address City St Prv Postal Code 4 Inthe Contact section complete all the mandatory fields shown in red Loading Authority OT 5 User Guide 35 Revised June 2015 Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail 5 Inthe Categories section select Loading Authority OT 5 in the drop down list box The Categories section expands to show all of the approver and reviewer equipment types available for Loading Authority OT 5 see Exhibit 33 Exhibit 33 FindUs Rail Add Contact Page Showing the Categories Section Category X Loading Authority OT 5 Category Role Primary v Category Functions Approver Box Car Equipped M Approver Box Car Unequipped T Approver Covered H
44. es 23 notifications for approvers and reviewers 42 Number of days to Exipire field 22 Old App Reference Number field 21 Originating Carrier field 12 17 22 OT 5 Circular 2 overview information 2 37 Part 1 tab 11 15 Part 2 tab 13 18 PDF viewer 4 permissions 5 pre authorization application 10 38 privacy 39 Railinc contacting the Customer Support Center 4 railroad approvers 10 15 railroad contact information 35 RAMP ED 2 34 RAMP ED defined 43 Reject button 31 Reject Reason field 31 rejected application 24 41 rejecting Loading Authority OT 5 applications 30 rejection reasons 41 Report Terms amp Conditions page 28 reports 32 Owner Report of Application by Equipment 32 Owner Report of Application by Location 32 Submitter Report of Application by Equipment 32 Submitter Report of Application by Location 32 Reports menu item 32 required fields 3 11 15 requirements 4 Loading Authority OT 5 User Guide 45 restenciled cars 41 Resubmit checkbox 26 Resubmit to Carrier s button 26 Resubmit to Carriers button 40 resubmitting applications 3 24 41 reviewer role 6 roles 5 Save As Draft button 13 19 SCAC 9 SCAC defined 43 search for an existing Loading Authority OT 5 application 21 Search menu item 21 sending a message to a loading location 26 Serving Carrier field 12 17 shipment destinations 38 shippers 10 15 signing in 5 Single Sign On 5 sorting
45. est Permissions a a eadiweicenwedels 6 Exhibit 2 Loading Authority OT 5 Dashboard Page eeeesessesseeeeeessnseesesesssenssnsnseeeeanaaaaas 7 Exhibit 3 Select Company to Manage esneensssssssssssresererrrerrssssssssssrssererereerssssssssasseneeeeereersessso 8 Exhibit 4 Dashboard Page for Selected Company scicsiavecsdcsceeeissaasievasdindencitar ain 9 Exhibit 5 Loading Authority OT 5 Dashboard Page Submitter ccs seesssssssesseeeeeeeseeeeeeees 9 Exhibit 6 New Loading Authority OT 5 Pre Auth Application Part 1 ssssssssssseseeeeees 11 Exhibit 7 New Loading Authority OT 5 Pre Auth Application Part 2 ccccccceeeeeeeeeeees 13 Exhibit 8 New Loading Authority OT 5 Application Part 1 iccssssssssssseeeeeeeeeeeeeeeeaaas 15 Exhibit 9 Warning Message for Adjusted Equipment Count c ssssssssssseeesssssssssesssseeeeseeaaes 16 Exhibit 10 Warning Message for Adjusted Equipment Range ccs cesssssssssssseseessesesnseeeseeeeees 16 Exhibit loading Locatonm Contac ty cassan cs caret as sioceen nate ieseen ceca gene eee 18 Exhibit 12 New Loading Authority OT 5 Application Part 2 00 cccccssssssessssseeeeeeeeeeeeeeeeenaas 18 Exhibit 13 New Loading Authority OT 5 Application Equipment Information Tab 19 Exhibit 14 Example of Approved Application E mail Notification 0 0 0 0 ssssssssssseessseseeseeeees 20 Exhibit 15 Example of Rejected Application E mail No
46. et Application Overview The Loading Authority OT 5 system provides a centralized paperless process for submitting and approving Loading Authority OT 5 applications It is a web based communication system that facilitates the potential placement of private freight equipment at specified loading locations on a railroad Rail equipment must be approved for potential loading on a railroad by submitting a Loading Authority OT 5 application to the line haul carrier for the loading location Refer to the Association of American Railroads Circular OT 5 for Rules Governing the Assignment of Reporting Marks Mechanical Designations and Application for the Use of Private Equipment for more information The Loading Authority OT 5 system features a pre authorization application which allows submitters to gain preliminary authorization for a Loading Authority OT 5 application and a web based interface for approving and rejecting applications In addition the Loading Authority OT 5 system supports data integrity by receiving automated updates from Railinc s Customer Identification File CIF the Centralized Station Master CSM and Umler The use of a secure and confidential Loading Authority OT 5 database assists all parties in a collaborative effort to ensure needs are met while protecting the railroads network Under existing Loading Authority OT 5 business rules private equipment may be loaded at various authorized shipper loc
47. file does not exist 2 Request access to Loading Authority OT 5 Roles applicable for railroads origin carriers e Reviewer Allows the user to review and enter comments on Loading Authority OT 5 applications pre authorizations submitted for approval Reviewer permissions are only needed by railroads A single user cannot have both Reviewer and Approver permissions e Approver Allows the user to approve reject Loading Authority OT 5 applications pre authorizations submitted to their road for approval Approver permissions are only needed by railroads A single user cannot have both Reviewer and Approver permissions Notes for Reviewers and Approvers Loading Authority OT 5 reviewers and approvers receive both Loading Authority OT 5 applications and or pre authorizations that are submitted through the Railinc Loading Authority OT 5 system Each line haul carrier may have multiple reviewers and approvers It is recommended that each line haul carrier set up a primary and a backup approver Loading Authority OT 5 User Guide 6 Revised June 2015 Getting Started The reviewer role enables the Loading Authority OT 5 user to add comments to an application or pre authorization application The reviewer role does not have the ability to approve an application or pre authorization To become a Loading Authority OT 5 reviewer or approver complete the following steps 1 2 3 4 Set up a Railinc com use
48. formation Application Carrier Information Originating Carrier Comments CONFIDENTIAL Effective Date Expiration Date Submitted By submitting user s SSO account profile information Name John Smith Title Doc Company RAIL RAILINC CORPORATION Email john smith railinc com Address 7001 Weston Pkwy City Durham State NC Zip Code 27704 Phone 9197654321 Controlling Entity Party responsible for providing disposition on equipment Same As Submitter Name Company Phone Comments NOT CONFIDENTIAL Comments History Version No Date User User s Email User s Phone Company Comment e Effective Date The date the application is effective The default is the current date e Expiration Date The date the application will expire This date cannot be greater than 10 years after the effective date e Controlling Entity The party responsible for providing disposition on equipment Select the Save as Submitter checkbox if the creator of the application and the controlling entity are the same The input fields are automatically populated Loading Authority OT 5 User Guide 18 Revised June 2015 Creating a Loading Authority OT 5 Application 5 Select the Equipment Information tab The New Loading Authority OT 5 Application Equipment Information tab is displayed listing details of the equipment included in the application see Exhibit 13 Exhibit 13 New Loading A
49. he application id 7949 submitted for KCS submitted by GATX is ready for your review Please click on the below link to login into Loading Authority OT 5 System and review the approved application https wwwtst_railinc_com COT5 Web applicationAction do parameter view amp appReferenceNo 7949 Application Details Version Number 4 Expiration Date 03 16 2013 STCC 3262120 2899952 2911135 4904577 Equipment Type Code J Gondola Car GT Equipment AEPX 11055 AEPX 11056 AEPX 11057 Thank you for using Loading Authority OT 5 System Railinc Loading Authority OT 5 Team Use the following procedure to approve reject a Loading Authority OT 5 application 1 Either select the Submitted link on the Loading Authority OT 5 Dashboard page or perform a query for applications with a status of Submitted see Working with Existing Loading Authority OT 5 Applications 2 From the Search Loading Authority OT 5 Application results page select the App Reference No link for the application that you want to approve or reject The Approve Reject Loading Authority OT 5 Application page is displayed see Exhibit 28 Loading Authority OT 5 User Guide 30 Revised June 2015 Approving and Rejecting Applications Railroads Only Exhibit 28 Approve Reject Loading Authority OT 5 Application l Approve Reject Application Appication Equipment information 7955 5 07 22013 07 31 2013 10 4539 Submitted Sy sub
50. ifications go to those who are set up in FindUs Rail under the Railroad mark in question Users can set up their contacts by equipment type so that they only receive notifications for applications that are submitted for a specific type of equipment e hoppers tank cars etc How is the Submitted By information populated in the Part 2 tab The Submitted By information is populated based on what is in the user s SSO profile If any of the information is wrong in the application the user needs to update their profile in SSO and then resubmit the application The new information is NOT populated in the application until it is resubmitted Loading Authority OT 5 User Guide 42 Revised June 2015 Glossary Glossary AAR Association of American Railroads The standard setting organization for North America s railroads CIF Customer Identification File Carriers use CIF codes to identify customer locations where price and other contract terms apply to provide accurate delivery instructions and to improve shipment reservation booking and equipment ordering processes CSM Centralized Station Master A geographic location file that contains data about North American rail and motor carrier point stations Railroads use this file primarily to plan efficient freight movements from origin to destination IRF Industry Reference Files These are the North American railroad industry s official code tables that are used to ensure consi
51. ildcards to help look up commodity information To enter multiple STCCs you can select many commodity codes from the lookup or you can enter them individually by selecting the Add button in the commodity section Because of the strict labeling of hazmat commodities select all three Commodity Types to Include checkboxes when searching for a STCC e Loading Locations Use this section to identify locations where the equipment on the application will be loaded You do not need to be concerned with the full route of the equipment only the location s where the equipment will be loaded There is no limit on how many loading locations can be listed Originating Carrier Identifies the origin carrier railroad that is the recipient of the Loading Authority OT 5 application This should be the road on which the equipment will be loaded If you do not know the origin carrier s SCAC select the magnifying glass icon to search for it To enter additional loading locations select the Add button in the Loading Locations section You can use the Copy icon to copy an entire line except the Adequate Storage and the Status columns Serving Carrier Identifies a switch carrier picking up the equipment if applicable FSAC Station Identifies the five digit Freight Station Accounting Code of the originating carrier Choose the FSAC closest to the loading location Use the magnifying glass to aid in your search When search
52. in the FindUs Rail database with your e mail contact information Within FindUs Rail there is a Loading Authority OT 5 approver reviewer setup per line haul carrier and per equipment type If this contact information is not setup then your company will not receive a notification that an OT 5 preauthorization or application has been submitted for your approval If you are not already registered in the FindUs Rail contact database go to http www railinc com to request permission after establishing your SSO account See Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail on page 35 for additional information Refer to the FindUs Rail User Guide for complete instructions on using the FindUs Rail system If you do not have access to the Loading Authority OT 5 application request access to Loading Authority OT 5 by following instructions in the Railinc Single Sign On User Guide See Learning about User Roles on page 5 for information about the available levels of access When you have received e mail notification confirming your access to Loading Authority OT 5 you can log on and begin using Loading Authority OT 5 Learning about User Roles Your assigned user role determines what functions you can perform User roles are assigned by Railinc through the Single Sign On interface see Exhibit 1 Loading Authority OT 5 User Guide 5 Revised June 2015 Getting Started Exhibit 1 SSO Request Permi
53. ing be aware that the Station Name does not always match the city name You may use the asterisk as a wildcard in searches If the originating carrier is entered prior to selecting the magnifying class the system auto populates the FSAC field CIF Number If known enter the nine character Customer Identification File number otherwise select the magnifying glass to use the lookup You can use asterisk wildcarding to help look up information Choose a CIF number that matches the exact physical address of where the equipment is being loaded Do not choose the next closest address If you cannot find the correct CIF number email csc railinc com and provide the following information Company Name Physical Address and Phone number This is the minimum information required to create a CIF number Railinc will email the new or existing if one is found CIF number to you A response typically takes one business day Monday Friday from 8 00 am to 5 00 pm Adequate Storage Use this check box to the right of each loading location listed on an application to indicate that you as the submitter have adequate storage for the cars should it be needed Many carriers reject applications when only this box is checked and no further information is provided in the comments field on the Part 2 tab It is a best practice for you to supply as much information as possible related to how the cars will be stored at each loading l
54. mitting user s SSO account profile information Name John Smith Tie Business Ansiys Company ENSF SENSE RAILWAY COMPANY Emi john smitheralinc com Address 555 This is a pisce way Ciy Raleigh ine No Zip Code 27617 Phone 9195551234 Numbers Range UTLX 660703 ae AUTLX 650 LX 6070S UTLX 660710 UTLX 65071 UTX 660713 UTLX 660714 UTX Pasa ris uT x ees Tig UTX 6071 AZ UTi 6071 IE UTL 007 SS A Eara UT SeOT SS TEX Set ES TLX SOTA TLX SOT ae 25 UTLX 660 1 UTLX 660734 UTLX 660735 UTLX S607S6 UTLX 650737 UTLX 650738 UTLX 65073 Fa oie Oto Seer 41 UTLX 660 mm Subject cars will be in compliance with applicable AAR and governmental mechanical safety and security requirements Advisories and action items will satisfy the OT 5 safety and mechanical requirement Commodity s To Be Shipped sece Commodity Name Hazard jO113310 0ATS go 2041955 0AT5 CRUSHED OR GROUND g Loading Locations I Sn FRAC fison Loonttion Station oe CIF Number CIF Address industry A Stetus Effective Date Dee ae e 4100 Sw 57TH ST xcs xcs ocos KANSAS CITY xs 1790505 TOPEKAKS EBE09 TARGET CORP 4 jSusmrrteo 0772X2013 01 2 82014 lt gt Controming Entity Party responsible for providing disposition on equipment Name Company Emal immy Jim Som chrispy7T3gpme com 3496515378 Comments History Version No User Company Comment 5 10 46 39 Corts Pamerson KCS lam reviewing Ts in pre prod ts 07 31 2013 O7
55. mp Conditions page is displayed see Exhibit 24 You must agree to the terms prior to downloading the data Review the terms through the available click here link Select the I have read and agree to terms and conditions stated above check box Select the I Agree button A dialog box appears prompting you to open or save the report By default the report opens in MS Excel on most computers see Exhibit 30 Loading Authority OT 5 User Guide 32 Revised June 2015 Downloading Reports Exhibit 30 Loading Authority OT 5 Submitter Report of Applications by Equipment Report A B 1 APF ID 2 0183 GBRA 3 6240 ACFX 6240 UTLX a 6247 SHPX 5 6248 UTLA i 6251 ACFX 8 0251 ACFX 9 6251 ACFX 10 6251 ACFX 11 0251 ACFX 12 0251 ACFX 13 0251 ACFX 14 0251 ACFX 15 6251 ACFX 16 0251 ACFX 17 6251 ACFX 18 0251 ACFX 19 0251 ACFX 20 6251 GATX 21 0251 GATX 22 6251 GLNX 23 6251 GLNX C D E F G EQUIP INT EQUIP NO ORIGIN Cf CONTROLLING COMPANY 113021 KCS RAIL RAILING CORPORATION F741 KCS RAIL RAILING CORPORATION 2619 KCS RAIL RAILING CORPORATION 207638 KCS RAIL RAILING CORPORATION 279 KCS RAIL RAILINC CORPORATION 77341 CN CPRS C RAIL RAILINC CORPORATION 79414 CN CPRS RAIL RAILING CORPORATION 79415 CN CPRS RAIL RAILING CORPORATION 79416 CN CPRS RAIL RAILING CORPORATION 79416 CN CPRS RAIL RAILING CORPORATION 79419 CN CPRS RAIL RAILING CORPORATION 79420 CN CPRS RAIL RAILING CORPORATION 79422 CN CPRS RA
56. n to remove it from the equipment list Exhibit 9 Warning Message for Adjusted Equipment Count U e eee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee el e e ee ee ee ee ee ee ee ee ee ee ee ss sts sss Equipments SHPX 0000042915 SHPX 0000042916 SHPX 0000042917 SHPX 0000042918 SHPX 0000042919 not found in UMLER EMIS Corrected Equipment Numbers Range and adjusted Equipment Count accordingly eee i u i u i u u i M d Note Equipment information is retrieved upon submission and may be viewed by selecting the Equipment Information tab at the top of the application e Subject cars will be in compliance with applicable AAR and governmental mechanical safety and security requirements Advisories and action items will satisfy the Loading Authority OT 5 safety and mechanical requirement This box must be checked to confirm compliance with applicable requirements e STCC Use the Commodity s to be Shipped section to identify the commodities that may be loaded at the specific Loading Locations identified in the bottom of the Part 1 tab Loading Authority OT 5 User Guide 16 Revised June 2015 Creating a Loading Authority OT 5 Application There is no limit on how many commodities can be listed Use the magnifying glass look up tool even if you know the STCC number This ensures that the STCC is valid and present in Railinc s Industry Reference Files IRF database You can use w
57. ne of these parties must register the equipment on a Loading Authority OT 5 application What SSO permissions are needed or allowed in Loading Authority OT 5 Submitters are only given the Loading Authority OT 5 Submitter permissions Submitters are never granted Approver or Reviewer access Submitters are car owners lessees or shippers Submitter marks are always either private marks ending in X example GATX NATX etc or company IDs created by Railinc for organizations that do not qualify for a private mark Approvers and reviewers are Railroads Any mark other than those ending in X private marks or U container marks or a Railinc Company ID ex C123 is a railroad mark Railroads determine who needs to analyze what is on a Loading Authority OT 5 application There may be multiple users at each road that need to look at one single application from a Submitter Railroad users can be granted either Approver or Reviewer access but not both There are no company admins in Loading Authority OT 5 Is there a fee or contract for the use of Loading Authority OT 5 No but a company ID is required if a user does not have a mark The fee for a Company ID is 525 Contact the Railinc Customer Support Center at 877 RAILINC 1 877 724 5462 or send an email directly to csc railinc com for more information Why is a company ID required Who handles processing the forms and how should cases be assigned Company IDs are used as
58. oard page for the selected company is displayed allowing you to manage that company see Exhibit 4 Loading Authority OT 5 User Guide 8 Revised June 2015 Getting Started Exhibit 4 Dashboard Page for Selected Company D RAILING document Home Create Application Create Pre Authorization Search Reports Links Documentation APPROVED DRAFT EXPIRED Indicates the PRE AUTH APPROVED company that PRE AUTH DRAFT you are PRE AUTH SUBMITTED managing REJECTED SUBMITTED SYSTEM UPDATED You can change the company that you are managing at any point while using the Loading Authority OT 5 System Simply select the company link as indicated in Exhibit 4 and choose another company Note If you cannot find the company Standard Carrier Alpha Code SCAC in the dropdown list contact the Railinc Customer Service Center for assistance Viewing the Loading Authority OT 5 Dashboard Page The Loading Authority OT 5 Dashboard page is displayed immediately following a successful login to the system From here you can work with existing applications by selecting the application status links approved draft etc You may also perform any of the other system functions by selecting the application menu items The Dashboard page appears slightly different depending on your role submitter see Exhibit 5 approver or reviewer You can return to the Dashboard page at any time by selecting the Home m
59. ocation If you do not select the Adequate Storage checkbox you will receive a yellow warning message when you submit the application The application can still be submitted Loading Authority OT 5 User Guide 17 Revised June 2015 Creating a Loading Authority OT 5 Application but you should be aware that inadequate storage is one of the reasons why an application can be rejected However only check the box if you actually do have adequate storage As submitter you are responsible for providing accurate storage information to the carriers 3 Select the View Contacts button in the Loading Locations section to view full contact information for the listed contacts see Exhibit 11 Exhibit 11 Loading Location Contacts Contacts Origin First pian Last Name Phone Ho Mobile Ho Email Category Carrier Hame 4 Select the Part 2 tab to display and complete additional input fields see Exhibit 12 Notes e You can enter an expiration date and effective date for each loading location group to accommodate each carrier s needs e The Submitted By fields on the Part 2 tab are populated from the submitting user s contact information in SSO To change these fields edit the information in SSO Exhibit 12 New Loading Authority OT 5 Application Part 2 2 RAILING document Home Create Application Create Pre Authorization Search Reports Links Admin Documentation New Application Par 1 Part 2 Equipment In
60. ommodity be registered on a single application Yes the Loading Authority OT 5 system will accommodate multiple commodities loading locations and carriers in a single application Can a car be on more than one application at a time A car can only be on one application in the Loading Authority OT 5 system for a carrier at a time The requirement means that as cars change service the Loading Authority OT 5 application needs to be updated Should the Loading Authority OT 5 application be changed to reflect changes in how a car will be used For example changes in the loading point or commodity Yes permanent changes should be reflected in the Loading Authority OT 5 applications Can data provided through the Loading Authority 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 What should I enter for an Expiration Date on the Part 2 Tab Loading Authority OT 5 was originally created to coincide with lease agreements so the expiration date would be set to match the expiration date on the lease agreement for the cars being placed on the application by a Lessee If the date is set further out the next lessee could not submit an application because there would be an active application in the system with the same equipment and potentially the same originating carriers If an application is being submitted by an Equipment Owner
61. one or more of the available input fields e App Reference Number the number automatically assigned to an application when it was created e Old App Reference Number if a road uploads data it will have their original application number on it available as a search option Loading Authority OT 5 User Guide 21 Revised June 2015 Working with Existing Loading Authority OT 5 Applications e Equipment Range Number specific equipment initial and number or range of equipment Here are sample acceptable formats ABCX 123456 AAAX1 CCCX1 CDDX11 XX 123456 234567 EEEX1 EEEX 11 MMMX4 73 e Originating Carrier originating carrier of the application e Status Displays the status of the pre authorization or regular application Pre Auth Draft Pre Auth Submitted Pre Auth Approved Pre Auth Rejected Expired Draft Submitted Approved Rejected or System Updated The status that is seen by the submitter may vary based on the search criteria This is because an application may have a different status for each carrier A specific carrier can only see the status of their portion of the application e Submitter Company Company that submitted the application e Equipment Type Identifies the type of rail equipment included in the listed application Codes are defined in Umler e Number of days to Expire Number of days before the set expiration date for applications 3 Select Search to initiate the search The
62. opper Approver Flat Car M Approver Gondola Car GT eee Gondola Equipped M Approver Gondola Unequipped M Approver Hopper Equipped IF pprover Hopper Unequipped M Approver Intermodal Conventional Approver Intermodal Light Wt Low Profile Approver Refrigerator Car M Approver Special Type Car M Approver Stack Car M Approver Tank Car M Approver Vehicular Flat Car E Admin M Reviewer Box Car Equipped M Reviewer Box Car Unequipped C Covered Hopper a Flat Car a i Gondola Car GT Gondola Equipped Gondola Unequipped Hopper Equipped Hopper Unequipped eviewer Intermodal Conventional eviewer Intermodal Light Wt Low Profile eviewer Refrigerator Car eviewer Special Type Car eviewer Stack Car eviewer Tank Car is eviewer Vehicular Flat Car Submitter l Categories Add Delete _Save Cancel 6 Check all the equipment types for which you as approver or reviewer are responsible Notes e If you are a reviewer you may want to check all of the reviewer equipment type checkboxes unless there are specific equipment types that you are certain you will not need to review e If you are an approver you may want to check all of the approver equipment type checkboxes unless there are specific equipment types that you are certain you will not need to approve 7 Select the Add button 8 Select the Save button The new
63. ort to CSV link to export the search results to a CSV file See Exporting Search Results into a CSV File on page 28 for details Select a listed App Reference No link to view the details of that Loading Authority OT 5 Application See Viewing Loading Authority OT 5 Applications on page 23 for more information Viewing Loading Authority OT 5 Applications To view the details of an existing Loading Authority OT 5 Application first search for an application as described in Searching for Loading Authority OT 5 Applications on page 21 and then select a listed App Reference No link from the search results The View Loading Authority OT 5 Application page is displayed see Exhibit 19 Exhibit 19 View Loading Authority OT 5 Application Loading Authority OT 5 User Guide 23 Application Equipment Information 7384 3 011092014 011092014 16 40 08 Submitted By submitting user s 550 account profile information Name John Smith Titis Business Analyst Company RAL RAILING CORPORATION Emal john smith railinc com Address 555 New Address Way City Raleigh State nc Zip Code 27617 Phone 919 555 1234 Equipment Entry namm EErEE AEPX 11060 Subject cars will be in compliance with applicable AAR and governmental mechanical safety and security requirements Advisories and action items will satisfy the OT 5 safety and mechanical requirement Commodity s To Be Shipped sT
64. ount If the initial count differs from the actual number of equipment on the application you receive a yellow warning message that the count was initially incorrect Select Submit a second time to successfully process the application Note Equipment information is retrieved upon submission and may be viewed by selecting the Equipment Information tab at the top of the application e General Physical Attributes Enter free form comments on the physical attributes of the equipment on the application e Modify Equipment Numbers Range Enter the equipment you wish to add separated by a space or a comma and then select Add If deleting equipment enter the equipment Loading Authority OT 5 User Guide 11 Revised June 2015 Creating a Loading Authority OT 5 Pre Authorization Application you wish to delete separated by a comma or space and then select Delete When entering car numbers leading zeros are accepted but are not required e The check box Subject cars will be in compliance with applicable AAR and governmental mechanical safety and security requirements Advisories and action items will satisfy the OT 5 safety and mechanical requirement must be selected in order for an application to be submitted but is not required for a pre authorization application e Commodity s to be Shipped Use this section to identify the commodities that may be loaded at the specific Loading Locations identified in the bottom of the Part 1 t
65. our search When searching be aware that the Station Name does not always match the city name You may use the asterisk as a wildcard in searches CIF Number If known enter the nine character Customer Identification File number otherwise select the magnifying glass to use the lookup You can use asterisk wildcarding to help look up information Choose a CIF number that matches the exact physical address of where the equipment is being loaded Do not choose the next closest address If you cannot find the correct CIF number email csc railinc com and provide the following information Company Name Physical Address and Phone number This is the minimum information required to create a CIF number Railinc will email the new or existing if one is found CIF number to you A response typically takes one business day Monday Friday from 8 00 am to 5 00 pm Adequate Storage Use this check box to the right of each loading location listed on an application to indicate that you as the submitter have adequate Loading Authority OT 5 User Guide 12 Revised June 2015 Creating a Loading Authority OT 5 Pre Authorization Application storage for the cars should it be needed Many carriers reject applications when only this box is checked and no further information is provided in the comments field on the Part 2 tab It is a best practice for you to supply as much information as possible related to how the cars will
66. oval for potential use of private freight cars at a specific loading location on a railroad 1 From the application menu select the Create Application menu item The New Loading Authority OT 5 Application page is displayed with the input fields for Part 1 see Exhibit 8 Exhibit 8 New Loading Authority OT 5 Application Part 1 Commodity a To Be Shipped stec locahon Location Staton 5 OF humbe ot rr J 2 Complete the available input fields The fields required for submitting a Loading Authority OT 5 application are highlighted in red e Equipment Type Use the drop down list to select the specific type of equipment being placed on the application boxcar hopper etc Assign only one equipment type per application from the dropdown menu All cars on the application must be the same Car Loading Authority OT 5 User Guide 15 Revised June 2015 Creating a Loading Authority OT 5 Application Type Reviewing the first letter of the Car Type Code on the car s can help you determine which Equipment Type to choose for the application e Equipment Count Enter the total count of equipment associated with the identified Equipment Type The maximum for this entry field is 500 freight cars per application When you submit the application the Loading Authority OT 5 system verifies and updates the count If the initial count differs from the actual number of equipment on the application you receive a yellow warning
67. plication it must be valid the Railinc Industry Reference Files will be used for validation Loading Authority OT 5 User Guide 2 Revised June 2015 Learning about the Loading Authority OT 5 Internet Application A Loading Authority OT 5 application can stay in effect for up to ten years If there is a change to CIF Umler or CSM details such as a Freight Station Accounting Code FSAC on an existing application the system automatically places the application in System Updated status to allow the submitter to review and resubmit if desired Notification is sent to the submitter after 45 days and again after 60 days if the application has not been approved After 60 days the application is automatically reverted to the previous status to reflect the removal of the invalid CIF FSAC or equipment When an application is submitted a tickler 1s sent to the approver informing them that an application is available for review Expired Loading Authority OT 5 applications are retained for seven years Applications can be resubmitted even if all loading locations have not had action taken against them With this feature an application can be resubmitted to the requesting parties even if one of the locations is in submitted status Applications can be resubmitted to individual carriers rather than submitting to all parties on the application at one time Comments can be entered for a specific carrier An expiration date and effective d
68. r profile only if a current profile does not exist Request access to Loading Authority OT 5 Request access to FindUs Rail Create a FindUs Rail profile Note Railroad origin carrier notified parties are managed through FindUs Rail rather than through SSO permissions Contact and category information in FindUs Rail determines who is notified for Loading Authority OT 5 applications for different equipment types See Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail on page 35 for more information Logging In To log into Loading Authority OT S5 l 2 3 4 Open the browser Open the Railinc portal at http www railinc com Log in to SSO at upper right The Railinc Launch Pad is displayed Select Loading Authority OT 5 The Loading Authority OT 5 Dashboard page is displayed Exhibit 2 Exhibit 2 Loading Authority OT 5 Dashboard Page D RAILING document Home Create Application Create Pre Authorization Search Reports Links Documentation APPROVED DRAFT EXPIRED PRE AUTH APPROVED PRE AUTH DRAFT PRE AUTH SUBMITTED REJECTE SUBMITTED SYSTEM UPDATED 5 Continue by selecting a Loading Authority OT 5 application menu item or an application status link approved draft etc Loading Authority OT 5 User Guide 7 Revised June 2015 Getting Started Managing Multiple Companies Some Loading Authority OT 5 System
69. r reviewer see Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail on page 35 for information about configuring FindUs Rail to work with the Loading Authority OT 5 system Here is a direct link to the FindUs Rail system http www railinc com findusrail Here is a link to the FindUs Rail User Guide https www railinc com rportal documents 18 260623 FindUsRail_UG pdf RAMP ED The Rail Asset Management Process Exception Disposition RAMP ED system enables railroads equipment owners and leasing companies to send electronic disposition movement instructions This promotes a more efficient movement of railroad and private freight cars to a contract shop storage a new lease a new assignment or to their home location Cars moving under RAMP ED instructions are exception cars that is empty car disposition movements that fall outside of AAR Car Service Rules or private cars returning empty per tariff authority Private car owners shippers or leasing companies have the option of using RAMP ED to disposition their private cars to approved Loading Authority OT 5 loading locations for their equipment if they are signatories to the RAMP ED Multiparty Agreement Here is a link to the RAMP ED User Guide https www railinc com rportal documents 18 260759 RAMP ED_UG pdf Please contact the Railinc Customer Support Center for additional details on the use of RAMP ED and the Multiparty Agreement Loading
70. results are displayed below the input fields see Exhibit 18 As necessary select Clear to erase the search criteria entered Exhibit 18 Search Results Loading Authority OT 5 Application prod Ride mend inched Basi bata Bronsa Heal botonet Search Application Search results navigational options Exportto CEY Page of 47 50 Total Wome 197 Mont Last App Betrronce Me Verain Ho 9 felmilied Hy Company Eqqaupomicm Aage amber Pras FTAL RL CORPORATION alk a ae The following additional fields are included in the search results e Version Number specifies the version of the application increments with each update e Submitted by Company Person and the company that submitted the application Note The Submitted by Company field remains empty until the application is submitted e Equipment Count Identifies the number of railcars included in the listed application e Effective Date Displays the first date on which the application is effective e Modified Date Displays the last date on which the application was changed Loading Authority OT 5 User Guide 22 Revised June 2015 Working with Existing Loading Authority OT 5 Applications Perform one of the following actions a Use the search results navigational options to move between multiple pages of search results Select a page number from the drop down select Next to move to the next page select Last to move to the last page Select the Exp
71. rity OT 5 application If a CIF FSAC or STCC is expired will the Loading Authority OT 5 application automatically update with the new number No If a CIF FSAC or STCC is expired the Loading Authority OT 5 system is notified and any applications containing those numbers are moved to System Updated status for 60 days An email is sent to the submitter at zero twenty and forty days During that time it is the responsibility of the submitter to add the new active numbers to their Loading Authority OT 5 applications At sixty days the system automatically moves any affected applications back to their previous status having removed the expired CIF FSAC or STCC if not already done by the submitter Another email is then sent letting the submitter know this has happened If only the name associated with a CIF FSAC or CIF is changed this WILL automatically be updated within any Loading Authority OT 5 applications containing those numbers Why are there missing versions in my Comments History If an Approver or Reviewer is viewing a Loading Authority OT 5 application they only see comments that were sent either globally or to their road specifically This may cause gaps in their Comments History but this is normal Loading Authority OT 5 User Guide 41 Revised June 2015 Appendix B Frequently Asked Questions Who receives Loading Authority OT 5 Approver and Reviewer notifications Approver and Reviewer not
72. rovides some helpful reports that are available to submitters of Loading Authority OT 5 applications The reports can be viewed from a submitter or equipment owner perspective The reports can also be viewed based on application status Submitted Approved and Rejected Reports are available for applications by location and equipment in two varieties e Submitter Level Shows information associated with the currently logged in Loading Authority OT 5 submitter e Owner Level The system uses the submitter s login mark company ID to locate all marks owned by the submitter and show all information for that equipment owner Use the following procedure to download a Loading Authority OT 5 report l From the application menu select the Reports menu item The Download Loading Authority OT 5 Reports page is displayed see Exhibit 29 Exhibit 29 Download Loading Authority OT 5 Reports D RAILING CHRPAT Home Documentation Download Reports Submitter Report of Applications by Location Submitter Report of Applications by Equipment Owner Report of Applications by Location Owner Report of Applications by Equipment Status All A Select the report you want to download Submitter Location Submitter Equipment Owner Location or Owner Equipment Use the Status drop down to select the status of the applications to appear in the report All Submitted Approved or Rejected Select Submit The Report Terms a
73. rving Cz FSAC Stati Location S CIF Numb CIF Addre Industry Status Effective Ex P7938 1 Danielle C RAIL RAILINC CORP A Box Ca 20 BNSF 0 PRE AUTH 00 00 0 P7930 1 Sara Mapl RAIL RAILINC CORP B Box Ca 6 UP 0 PRE AUTH 00 00 0 P7914 1 Dan Stron RAIL CCAX 1234 A Box Ca 0 0 P7904 1 Dan Stron RAIL EEEX201 E H Hoppe 0 0 P7870 1 Mamatha RAIL RAII 200601 20 J Gondol 93660 GLEN ALLE 9 29E 08 PRE AUTH P7869 1 Mamatha RAIL RAILINC CORP H Hoppe PRE AUTH P7446 1 Anthony RAIL RAILINC CORP A Box Ca PRE AUTH P6173 2 Mark Alde RAIL RAILINC CORP A Box Ca PRE AUTH 10 P521 2 Mark Alde RAIL RAILINC CORP T Tank Cz PRE AUTH 11 P296 3 Murali Mu RAIL RAILINC CORP B Box Ca EXPIRED 12 P294 3 Prabhakar RAIL RAII SHPX 000CC Covere 128 PITTSBUR 4 55E 11 200 S WILC EASTMAN PRE AUTH 13 P127 1 Nichole Fi RAIL RAILINC CORP F Flat Cai 0 EXPIRED ON DW Ff Wn amp wo 4 Utilize the tools within Excel to manipulate the output data Viewing the History of Loading Authority OT 5 Records You can view previous versions of Loading Authority OT 5 applications This is helpful if you want to see information that you may have removed from your current version To view record history first search for an application as described in Searching for Loading Authority OT 5 Applications on page 21 Then view the application as described in Viewing Loading Authority OT 5 Applications on page 23 From the View Loading
74. s must enter their approvers in FindUs Rail in order to be notified that an application is waiting for their approval If no approvers are found for the specified origin carrier a message is displayed and an e mail is sent to Railinc The submitter should work with Railinc to assure that the approver is identified and added to the system See Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail on page 35 for more information Pre authorization applications do not require complete loading location information to be entered Origin Carrier is the only mandatory field in the Loading Locations section Pre authorization applications are only valid for six months Equipment Initial and Number are not mandatory on a pre authorization application However if the specific car numbers are not known enter as much information as possible in the General Physical Attributes field You can save a pre authorization application as a draft and then later edit it and convert it into a regular Loading Authority OT 5 application You can then submit the application to the appropriate parties for review Loading Authority OT 5 User Guide 10 Revised June 2015 Creating a Loading Authority OT 5 Pre Authorization Application Use the following procedure to create a Loading Authority OT 5 pre authorization application 1 From the application menu select the Create Pre Authorization menu item The New Loading Authority
75. ssion D RAILING User Services CHRPAT RAIL RAILINC CORPORATION aan User Services gt Manage User Permissions gt Request Permission Loading Authority OT 5 Select Role Loading Authority OT 5 Approver company required Allows the user to approve reject OT 5 applications pre authorizations submitted to their road for approval Approver permissions are only needed by Railroads and they will not be granted along with Reviewer permissions Loading Authority OT 5 Reviewer company required Allows the user to review and enter comments on OT 5 applications pre authorizations submitted for approval Reviewer permissions are only needed by Railroads and they will not be granted along with Approver permissions Loading Authority OT 5 Submitter company required Allows the user to submit OT 5 applications for themselves or on behalf of others The only users that need Submitter permissions are controlling entities and will not be granted along with Approver or Reviewer permissions Comment Role applicable for car owners lessees shippers and approved agents third parties e Submitter Allows the user to submit Loading Authority OT 5 applications and or pre authorizations to the line haul carrier for approval to load private equipment To become a Loading Authority OT 5 submitter complete the following steps 1 Set up a Railinc com user profile only if a current pro
76. stency in data interpretation and facilitate communication among industry partners FindUs Rail A web based database of essential rail industry contacts that enables users to review and manage their contact information enabling railroad departments private car owners and leasing companies to communicate effectively FSAC Freight Station Accounting Code A five digit code assigned to a station Mark A two to four letter abbreviation for a railroad shipper lease agent shop etc RAMP ED Rail Asset Management Process Exception Disposition A system that enables railroads equipment owners and leasing companies to use a uniform industry process to submit movement and billing instructions when moving railroad and private freight cars to shop new lease next lease or new points of assignment Cars moving under RAMP ED instructions are exception cars that is empty car movements that fall outside of AAR Car Service Rules or private cars returning empty per tariff authority SCAC Standard Carrier Alpha Code A two to four letter code used to identify transportation companies SPLC Standard Point Location Code A six to nine digit numeric code used to specify the physical location of a station SSO Single Sign On The portal for signing into various Railinc applications STCC Standard Transportation Commodity Code A seven digit numeric code used to identify a commodity on waybills and other shipping documents Umler
77. ta into the Loading Authority OT 5 system There is no expectation that shippers or car owners will enter existing data into the Loading Authority OT 5 system Loading Authority OT 5 User Guide 38 Revised June 2015 Appendix B Frequently Asked Questions What will happen if a car is loaded without the proper registration The occasional loading of a private car or private tank car that is not listed on a Loading Authority OT 5 application will be left up to the parties involved Applicable tariffs or agreements should govern this circumstance How should fleets with a variety of lease expiration dates be handled Either a single registration can be completed to encompass all the cars involved without regard to lease expiration or a separate registration can be completed for each lease A single registration will require more frequent updates to reflect lease expiration Separate registrations will require the completion of more than one registration How frequently should Loading Authority OT 5 applications be completed A Loading Authority OT 5 application once submitted and approved by a railroad can stay in effect up to ten years A calendar feature that is available when a submitter logs onto the application form allows the submitter to pick a start and end date as long as it is not greater than ten years in duration Can cars loaded at more than one location served by more than one carrier and used to ship more than one c
78. they may want to set a date of ten years the maximum allowable if they plan to own the car for ten years or more Note If a user is trying to expire a Loading Authority OT 5 application they can use the same date in both the effective date and expiration date fields It then typically takes 24 48 hours for the application to move to an expired status Loading Authority OT 5 User Guide 39 Revised June 2015 Appendix B Frequently Asked Questions What is the difference between the Comments Confidential at the top and the Comments Not Confidential at the bottom of the Part 2 tab The confidential comments boxes at the top of the Part 2 tab can be used if the submitter has comments that are meant for only specific originating carriers Submitters can enter storage information for each carrier here The non confidential comments boxes are considered global comments and if entered will be sent to ALL carriers listed on the application Who should be listed as the Controlling Entity on a Loading Authority OT 5 application The controlling entity should be the party in the best position to know the movement information of the equipment This is often the same as the person submitting the application but there are times where the controlling entity can be different What is the Equipment Information tab used for This tab when clicked makes a call to Umler to display some of the basic equipment information of the
79. tification 2 0 0 0 seesssssssssseeeseeseeeeeeeees 20 Exhibit 16 Example of Application About to Expire E mail Notification sesssssssseeeeeeees 20 Exhibit 17 Search Loading Authority OT 5 Application ccccccccssssseeesesseeeeeeeeeeeseeeeeaaas 21 Exhibit 18 Search Results Loading Authority OT 5 Application cccsscsseeeeeeeeeeeeeeeeeees 22 Exhibit 19 View Loading Authority OT 5 Application cccccccccccssssseesssseseeeeeeeeeeeeeeeeaaas 23 Exhibit 20 Equipment Information Sorting cccccccssssssssssseeeececcceeeeeeeeeaaaeaseeesssseeeeeeeeeeeseeeeeaaas 24 Exhibit 21 Edit Loading Authority OT 5 Application cccccccccccccssssssseesssesseeeeeeeeeeseeeeeaaas 25 Exhibit 22 Edit Loading Authority OT 5 Application Part 2 ccccccccssssssssssssseeeeeceeeeseeeeeeaas 26 Exhibit 23 Application CarrierInformation sssssssssssesssssssssssssssssssessssssseeeeeseaaseeeaeeaeeeaegs 26 Exhibit 24 Report Terms cc Conditions arsson a 28 Exhibit 25 Open Loading Authority OT 5 CSV File Dialog BOX sssssssssseessesseesesssessssseesee 28 Exhibit 20 CSV Pile pened MEKC sena E 29 Exhibit 27 Example of Submitted Application E mail Notification cccccseeeeeeeeeeeeeeeeeeees 30 Exhibit 28 Approve Reject Loading Authority OT 5 Application ccccccceeeeeeeeeeeeeeeeeees 31 Exhibit 29 Download Loading Authority OT 5 Reports cccccccsssssseeesseseeeee
80. tion Creating a Loading Authority OT 5 Application on page 15 describes how to complete a Loading Authority OT 5 application Working with Existing Loading Authority OT 5 Applications on page 21 describes how to search for edit clone and delete Loading Authority OT 5 applications Approving and Rejecting Applications Railroads Only on page 30 describes how a railroad can approve or reject Loading Authority OT 5 applications Downloading Reports on page 32 describes how to download reports that list applications by submitter and equipment owner Accessing Links to other Systems on page 34 describes how to access other related Railinc systems from within the Loading Authority OT 5 system Appendix A Adding Loading Authority OT 5 Contact Information to FindUs Rail on page 35 describes how railroad reviewers and approvers set up their FindUs Rail contact information so they can work with the Loading Authority OT 5 system Appendix B Frequently Asked Questions on page 37 provides Loading Authority OT 5 information in a question and answer format A glossary and index follow the major sections Note To access the Loading Authority OT 5 system documentation 1 e this user guide at any time simply select the Documentation menu item from the application menu Loading Authority OT 5 User Guide 1 Revised June 2015 Learning about the Loading Authority OT 5 Intern
81. uthority OT 5 Application Equipment Information Tab 2 RAILING CHRPAT Home Create Application Create Pre Authorization Search Reports Links Admin Documentation New Application Part 1 Part 2 Equipment Information Equipment Information Initial Number Type Code Mechanical Designation Cubic Capacity Length Over Couplers Extreme Width amp Height Height of Extreme Width TC TCC Lessee Mar BNSF 0000001000 D127 D 73 02 w 1003H 16 00 e BNSF 0000001001 D127 D 73 02 lw 10 03 H 16 00 BNSF 0000001002 D127 73 02 W 10 03 H 16 00 BNSF 0000001003 D127 73 02 lw 10 03 H 16 00 BNSF 0000001004 D127 73 02 W 10 03 H 16 00 BNSF 0000001005 D127 73 02 W 10 03 H 16 00 BNSF 0000001006 D127 73 02 W 10 03 H 16 00 BNSF 0000001007 D127 73 02 W 10 03 H 16 00 BNSF 0000001008 D127 73 02 W 10 03 H 16 00 BNSF 0000001009 D127 73 02 lw 10 03 H 16 00 lt olololololololo 6 As needed select either the Part 1 or Part 2 tab to return to that portion of the New Loading Authority OT 5 Application page 7 Perform one of the following actions a Select Save as Draft to save the new Loading Authority OT 5 application as a draft If successful a message 1s displayed with the newly assigned draft application number l l Application is saved as
82. y OT 5 application information into a CSV file 28 FAQs 37 fee for a Company ID 37 FindUs Rail 5 34 35 FindUs Rail defined 43 Frequently Asked Questions 37 FSAC 3 FSAC Station field 12 17 FSAC defined 43 general business rules 2 General Physical Attributes field 11 16 global changes 27 global comments 40 glossary 43 hazardous materials 3 Home menu item 9 Industry Reference Files 2 interface notes 3 IRF 2 IRF defined 43 lease expiration dates 39 lessees 10 15 Links menu item 34 Loading Authority OT 5 computer requirements 4 overview information 2 37 scope 38 Loading Authority OT 5 application approving 30 creating 15 rejecting 30 loading locations adding 25 copying 25 sending a message to 26 Loading Locations section 12 17 logging in 5 7 magnifying glass icon 3 12 17 Revised June 2015 Index making carrier specific changes 25 making global changes 27 managing multiple companies 8 mandatory fields 3 11 15 Mark defined 43 menu items Create Application 15 Create Pre Authorization 11 Documentation Links 34 Reports 32 Search 21 Microsoft Excel Viewer 4 Microsoft Excel viewing data in 29 32 missing versions in Comments History 41 Modified Date field 22 Modify Equipment Numbers Range field 12 16 modifying an existing Loading Authority OT 5 application 24 multiple commodities loading locations and carriers 39 navigating search results pag

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