UTLX - OT-5 K Loading Authorization

OT-5 K

OT-5 K Loading Authorization

The Association of American Railroads (AAR) has issued a revised AAR Circular OT-5 K “Rules Governing Assignment of Reporting Marks, Mechanical Designations, and Application for the Use of Private Equipment” that supersedes Circular OT-5 J. These new rules are effective January 1, 2009.

Changes from the previous version address a new internet-based system for loading authority submissions, and for the first time, a new requirement that loading authorizations will be required for tank cars. Applications for authorizations to load tank cars must be submitted, subject to the provisions in Circular OT-5 K, during a one year period beginning January 1, 2009. Due to the specific nature of the information contained in the OT-5 Loading Authority Application, it is the shipper’s responsibility to file these requests with the originating railroad utilizing the “Railinc” system as described in the attachments below. Information on AAR Circular OT-5 K, can be found at www.railinc.com. At UTLX, Mr. John Kieras, Director of Railroad and Industry Relations, is the primary contact at phone number 312-431-5084.

Listed below are links to various documents pertaining to OT-5 K requirements. For frequently asked questions click here or click here to connect to Railinc's Q&A page.

Railinc Customer Support can be contacted by phone at 1-877-RAILINC (1-877-724-5462)

FAQs

Is there an OT-5 pre-authorization?
Yes, there is a pre-authorization which allows submitters to gain preliminary authorization for an OT-5 application.

Do Plastics Hopper cars loaders have to register existing Plastics Hopper cars?
No need to re-register unless cars are added or removed from your fleet.

What is the easiest way to get my UTLX list of car numbers?
Go to Link-Net "OT-5 Equipment Numbers Assistance" link on the Control Center for the downloadable numerical list.

What mechanical information is required on the new OT-5 K form?
None. Just car type.

Should cars shipped to more than one destination be registered for all destinations?
Circular 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/EMIS or the Customer Identification File will result in automatic changes to the application. The OT-5 User's Manual contains instruction for amending an application or the Railinc Customer Support Center (1-877-Railinc) can assist.

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. If a 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 Circular OT-5 apply to Class II and III railroads?
Yes, Circular OT-5 applies to all subscribers to the Car Service and Car Hire Rules.

Does Circular OT-5 apply to shippers located in Canada and Mexico?
Yes, Circular 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 be entered in the new system?
Carriers have the option of loading existing data into the new system. There is no expectation that shippers or car owners will enter existing data in the new system.

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 an 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 OT-5 loading applications be completed?
An OT-5 application once submitted and approved by a railroad can stay in effect up to ten years. There is a calendar feature when the submitter logs onto the application form that allows you 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 commodity be registered on a single application?
Yes, the 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 new system for a carrier at a time. The requirement means that as cars change service, the OT-5 application needs to be updated.

Should the 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 OT-5 applications.

Can data provided through the OT-5 process be viewed by parties other than the submitter and the approving carrier?
No, only the parties to the application can view the application.

What is the fee for a Railinc ID?
As of January 1, 2009 the fee is $525. (This fee represents an increase of $25 that was part of an annual review of Railinc prices.)

What is the Railinc Identification?
The Railinc identification is an identifier assigned to all companies that access Railinc systems. The mark assists in providing security to all Railinc customers.