FUNDING FOR TRANSPORTATION SERVICES

• The only transportation funding districts receive is for specialized transportation services as required for pupils by the IEP process

• The district’s funding depends on 3 reports:SE-4107 School Bus Inventory ReportSE-4094 Transportation Expenditure Report S/R-4159 Transportation Logs

SE-4107 School Bus Inventory

The only allowable costs to be reported on the SE-4094 Expenditure Report are for vehicles listed on the SE-4107 School Bus Inventory

Report

or

Approved by a MDE waiver (i.e., district owned cars or mini vans)

Each district using black and yellow vehicles to transport pupils is required to update the SE-4107 annually

Update AnnuallySchool Bus Inventory

Instructions for completing the SE-4107 can be found at: http://www.michigan.gov/documents/Instructions_For_Completing_SE-4107_137960_7.dot.pdf

4

Update Your InventorySchool Bus Inventory

Check Your Status

• Regular Buses• Leased Buses

• Contracted Buses• Combination Vehicles• Special Ed Section 52• Special Ed Section 53a

Are your buses coded correctly?

Add Buses

6

School Bus Inventory

Link to Add Buses

Regular Buses

Vehicles used daily to transport regular education pupils to and from the school which they attend

The costs Regular buses listed on 4107 are reported in column 2 of the Expenditure Report

Are your buses coded correctly?

Leased or Contracted Buses and Contracted Transportation Services

All black and yellow vehicles used must be listed on 4107 to be included on the Expenditure Report

•Contracted Vehicles only – Report on Line 19 and include the cost of the

lease only•Costs for contracting the entire service– Report on Line 15 (ie. Dean, First Student)

Are your buses coded correctly?

Combination VehiclesWith one or more scheduled runs used exclusively

to transport special education pupilsor

51 % of transported pupils on run are special education

Reported in COLUMN 2 Regular/Vocational Ed on the SE-4094

Are your buses coded correctly?

Section 52 Buses

Used exclusively for special education pupil transportation to approved instructional programs

• Costs for the vehicles are reported column 3

• Costs for buses used for both Section 52 and Section 53a students are reported in column 3

Are your buses coded correctly?

Section 53a BusesMust be approved by the MDE before reporting Vehicle

Status codes 3, L3, K3, U, LU, KU

Are your buses coded correctly?

Ridership verification is required for Section 53aOnly buses coded as 3 may be reported in Column 5

Contracted or Leased Section buses are not eligible to be prorated to Section 53a and must be reported in Column 3

on the SE-4094

Spare Buses

Used as replacements Are they your oldest buses?

On Line 18 - Insurance report:• Only 1 spare for each 10 vehicles

Spare bus amortization is NOT reported on the SE-4094

Are your buses coded correctly?

Selling or Trading Buses

• Removal before July 1 will cause buses to be ineligible for amortization, insurance and operational costs for

the year they were eliminated

• Buses removed from your district’s service should NOT be removed from your inventory until the beginning of

the next school year

School Bus Inventory

CAUTION

New – Buses Must be Certified

Annually to receive transportation reimbursement

14

School Bus Inventory

Inventory ReportsSchool Bus Inventory

New - Reports May be Exported

16

School Bus Inventory

Allowing for easier data analysis

• Input new buses as received• Complete Cost of Bus Worksheet• As bus status changes update 4107

• Print preliminary report as you make changes• Review report for accuracy• Keep a copy of the report for your records

Keep Your Inventory UpdatedSchool Bus Inventory

If a Change is Needed Once entered into the inventory, buses are in

the amortization process for 4 to 10 years

• If a previously listed vehicle on your inventory requires a change for information in a field that is locked: – Examples: VIN #, YOP, YOM, cost, or AT code),

• Do not delete this vehicle and re-enter

School Bus Inventory

If a Change is Needed

Buses that are re-entered will begin a new amortization process

• To have these changes made, contact the Michigan Department of Education, Office of Special Education at (517) 241-1723

If a Change is Needed

Inventory Deadline

Fleet inventory additions, changes and deletions must be completed by June 30

of each year

Don’t forget to print your Preliminary School Bus Inventory by this date

School Bus Inventory

SE-4094 EXPENDITURE REPORT

• Report of district’s allowable transportation expenditures from July 1 – June 30

• Due October 7 of each year

• Must coordinate with district’s business manager to complete the report accurately –this drives funding to the district

COMMON MISTAKES – VEHICLE COSTS

• Failure to ask for a waiver to use a district owned mini-van or car – without waiver can’t include costs

• Failure to report black and yellow contracted vehicles on the bus inventory – without can’t report costs

• Failure to report insurance on a vehicle by vehicle basis – not a flat proration

COMMON MISTAKES – VEHICLE COSTS

• Claiming insurance for excess spares – costs and insurance can be claimed for 1 spare for every 10 vehicles

• Not claiming spares in vehicle cost proration – if you claim insurance for spares, must claim the spare in cost proration

• Inaccurate vehicle proration – combination vehicles count as a half vehicle for special ed in the proration

COMMON MISTAKES – VEHICLE COSTS

• Claiming amortization before it is calculated on the school bus inventory

Amortization for buses added in 2011-12 will not be calculated until the 2012-13 school year

COMMON MISTAKES – DRIVER HOURS

• Inaccurately prorating driver hours – proration is determined by the amount of time the driver devotes to transporting students with an IEP vs. regular education students

– Bus 1 - am – SE high school, SE elementary = 2 hours– Bus 1 - noon – GE vocation ed run = 1 hour– Bus 1 – pm – SE high school, SE elementary = 2 hours– TOTAL – 5 hours - proration SE = 80%, GE = 20%

– 80% of driver’s salary and 80% of driver’s benefits reported to special education

COMMON MISTAKES – DRIVER HOURS

• No driver can represent more than 1.0 FTE

• Use 6 hours or whatever is full-time for your district

• If 5 hours is full time for the district– If the driver drives more than 5 hours – still 1.0 FTE– If the driver drives less than 5 hours – the FTE is less

than 1.0 and is calculated by # of hours driven/5 hours

COMMON MISTAKES TO AVOID

The 2 most common mistakes to avoid . . . .

• Failure to communicate and coordinate with the Business Office in completing the reports

• Failure to communicate and coordinate with the Special Education Director on all transportation issues

Touch HERE to move on toSchool Bus Fleet Audit Program