Presentation on theme: "PDE Transportation Formula and Subsidies"— Presentation transcript:
1PDE Transportation Formula and Subsidies 1Presented by Jennifer Hobart
2Authorization Other Citations Sections , , 2541 and 2543 of the Pennsylvania Public School CodeChapter 23, Sections through of the State Board of Education RegulationsOther CitationsSections 1361, 1362, 1365, 1366, 1374, 1726-A of the Pennsylvania Public School Code
4Pupil Count Data The following data is reported in eTran: Number of public school pupils transportedNumber of pupils transported to nonpublic schools located within the school district or outside of the school district at a distance no greater than ten milesNumber of pupils transported to charter schools outside of the school district at a distance no greater than ten miles or to a regional charter schoolNumber of public school pupils residing within 1 ½ miles of an elementary school or 2 miles of a secondary school but are transported because of certified hazardous walking routesNumber of pupils transported within walking distance when route is not certified as hazardous (nonreimbursable pupils).
5Nonreportable Transportation Pre-kindergarten programsSummer SchoolExtended School Year ProgramsNonpublic or Charter School students transported beyond 10 miles from the district border (except for regional charter schools)
6Types of Service LEA-Owned Contract with Contractor School district, IU or AVTS owns the vehicles and employs driversContract with ContractorLEA negotiates a contractual agreement with a bus company, taxi service or an independent contractorLEA negotiates a contractual agreement with another LEA that does not own the vehiclesContract with Parent or Other IndividualLEA has agreement with a parent or relative to transport studentsContract with Another LEALEA negotiates a contractual agreement with another LEA that owns the vehiclesFare-basedLEA purchases tokens or passes for service provided by a common transportation carrier over established routes and schedules, as certified by PUC or transit Authority. (Students ride with the general public.)
7Individual Vehicle Data The following data is reported in eTran:Vehicle Identification NumberManufacturer Serial NumberYear of manufacture of chassisSeating capacityDays of useDaily miles with pupilsDaily miles without pupilsGreatest number of pupils assigned to any one runLayover or congested hours
8Other Data Used in Subsidy Calculations Cost indexIU transportation state revenue and proration by school districtAVTS transportation service proration by school districtMarket value aid ratioSTEB market valueAmount paid contractorTotal transportation expenditures from AFRTotal annual miles for LEA-owned vehicles
10Summary of Individual Vehicle Data The following data is reported by the LEA in eTran:Vehicle ID Code, Manufacturer’s Serial Number, Year Manufactured, Seating Capacity, Number of Days, Daily Miles With, Daily Miles Without, Number of pupils, and Total Annual Miles.Approved Daily MilesSum of daily miles with and daily miles without pupils.If daily miles without exceeds daily miles with the calculation is 2 times daily miles with.Utilized Passenger Capacity MilesApproved Annual Miles x Number of PupilsApproved Annual Excess HoursCongested Hours or Layover Hours approved by PDE
11Calculated Allowances for Individual Vehicles Fractional AdjustmentsShared Service FractionCalculated when a vehicle is used in more than one notification number – normally by two LEAsProrata share based on Approved Daily Miles x Number of Days x Number of PupilsMiles <20 FractionWhen the bus travels less than 20 miles per dayApproved Daily Miles/20
12Calculated Allowances for Individual Vehicles (Continued) Fractional Adjustments (Continued)Number Days FractionWhen a bus operates less than Days in SessionNumber Days/(lesser of 180 or Days in Session)1-Way Trip FractionWhen a bus is used for one-way transportationValue is .50Final FractionShared Service Fraction x Miles <20 Fraction x Number Days Fraction x 1-Way Trip Fraction
13Calculated Allowances for Individual Vehicles (Continued) Vehicle Allowance= (Basic Allowance + Additional Allowance) x Final FractionBasic AllowanceBased on the seating capacity of the vehicle11 or greater = $540.0010 or less = $360.00Additional Allowance= Rate x Seating CapacityRate is based on the age of the vehicle
14Calculated Allowances for Individual Vehicles (Continued) Vehicle Allowance (Continued)Additional Allowance (Continued)Additional Rate for Contracted Service1-3 years = $20.004-6 years = $18.007-10 years = $16.0011 or more = $12.00Additional Rate for LEA-Owned Vehicles1-10 years = $15.00
15Calculated Allowances for Individual Vehicles (Continued) Mileage AllowanceApproved Annual Miles x $0.23UPCM AllowanceContracted Service(Utilized Passenger Capacity Miles x $3.50)/1,000LEA-Owned Service(Utilized Passenger Capacity Miles x $3.00)/1,000Excess Hours AllowanceApproved Annual Excess Hours x $3.00
16Calculated Allowances for Individual Vehicles (Continued) Total of AllowancesVehicle Allowance + Mileage Allowance + UPCM Allowance + Excess Hours AllowanceVehicle Cost DeductionOnly calculated for LEA-Owned vehicles$700 x Final FractionDepreciation Amount PaidNot calculated for activity runs or spare busesMaximum Depreciation Amount = $10,500Amount Paid is the [lesser of $700 or ($10,500 – Sum of depreciation paid to date)] x (lesser of Day Fraction or Shared Service Fraction)
17Summary of Allowances and Expenditure Comparisons Total of Allowances from “Calculated Allowances for Individual Vehicles”Cost IndexPosted on the PDE Pupil Transportation website under Subsidy-Related Documents
18Summary of Allowances and Expenditure Comparisons Final Formula Allowance =(Total of Allowances x Cost Index) – Vehicle Cost DeductionAmount Paid Contractor is reported in eTran by the school districtMaximum Allowable Cost is the lesser of the Amount Paid Contractor or the Final Formula Allowance
19Overview of the Pupil Transportation Subsidy Calculation (PDE-2576)
20PDE-2576, Summary of Pupil Transportation Subsidy Half Mill of Market Value: Market Value x (rounded to 2 decimal places)Days in Session: Based on data reported in the Child Accounting Database system; capped at 180Total Pupils Transported, Nonreimbursable Pupils, and Charter School Pupils Transported are reported by the LEA in eTranThe Market Value used in the calculation is the STEB Market Value for the first year of the school year that the payment is based on
21PDE-2576 – Calculations For Approved Costs Maximum Allowable Cost from PDE-2518 or PDE-2519Nonreimbursable Factor = (8 x Nonreimbursable Pupils x Days in Session) / UPCMThe Best Assumption for the 8 in the calculation is , which comes from the 2 miles for the walking distance to a secondary school. 2 miles with and 2 miles without in the morning and the afternoon.Nonreimbursable Deduction = Maximum Allowable Cost x Nonreimbursable FactorApproved Cost = Maximum Allowable Cost – Nonreimbursable Deduction
22PDE-2576 – Final Calculations To Determine Total Transportation Subsidy Due State Share when Aid Ratio is or greater=Market Value Aid Ratio x Total Approved CostFor a school district with an aid ratio of .5 or higher the total approved cost is multiplied by the district’s market value aid ratio.If a school district has a market value aid ratio less than 0.5 to find the state share the calculations shown in the bottom box are performed. These calculations are:Nonpublic: We take the number of nonpublic students found in the box at the top of the left hand side of the page and divide that number by the total pupils transported to find what the portion of total pupils transported that were nonpublic pupils. We then take that figure times the total approved costs. This calculation results in the portion of the total approved costs that applies to nonpublic transportation. This figure is then multiplied by .5 to find the state share for nonpublic students.Hazardous: The same calculations are done for the Hazardous portion that are done for nonpublic except the number for total public hazardous students transported is used instead of the nonpublic students number.To find the state share for Public Non Hazardous we take the total approved cost minus the portion for nonpublic and minus the approved costs for hazardous. Then the result of that calculation is multiplied by the school districts market value aid ratio.The three final figures from these calculations is added together to find the state share for the district’s transportation.Found in section 2541 (d) of the school code
23PDE-2576 – Final Calculations To Determine Total Transportation Subsidy Due State Share when Aid Ratio is less than .5000District Transportation – Aid Ratio Calculations to Determine State Share1. Nonpublic = 1,702 / 8,333 =2. ( X 2,451,593.62) = 500, X = $250,366.673. Hazardous = 1,797 / 8,333 =4. ( X 2,451,593.62) = 528, X = $264,341.36Public Non Hazardous5. (2,451, – 500, – 528,682.73) X = $6. State Share District Transportation $1,122,120.06The calculation is separated into three parts:NonpublicHazardousPublic Non HazardousThe School Code states that reimbursement for nonpublic and hazardous transportation will be at least 50%.
24PDE-2576 – Final Calculations To Determine Total Transportation Subsidy Due State Share when Aid Ratio is less than (Continued)District Transportation – Aid Ratio Calculations to Determine State Share1. Nonpublic = 1,702 / 8,333 =2. ( X 2,451,593.62) = 500, X = $250,366.673. Hazardous = 1,797 / 8,333 =4. ( X 2,451,593.62) = 528, X = $264,341.36Public Non Hazardous5. (2,451, – 500, – 528,682.73) X = $6. State Share District Transportation $1,122,120.061. Nonpublic RatioNumber of Nonpublic Students / Total Pupils Transported2. Nonpublic State ShareNonpublic Ratio x Total Approved Cost x3. Hazardous RatioNumber of Hazardous Students / Total Pupils Transported4. Hazardous State ShareHazardous Ratio x Total Approved Cost x
25PDE-2576 – Final Calculations To Determine Total Transportation Subsidy Due State Share when Aid Ratio is less than .5000District Transportation – Aid Ratio Calculations to Determine State Share1. Nonpublic = 1,702 / 8,333 =2. ( X 2,451,593.62) = 500, X = 250,366.673. Hazardous = 1,797 / 8,333 =4. ( X 2,451,593.62) = 528, X = 264,341.36Public Non Hazardous5. (2,451, – 500, – 528,682.73) X =6. State Share District Transportation ,122,120.065. Public Non Hazardous Share of Approved CostsTotal Approved Cost – Hazardous Portion of Approved Costs – Nonpublic Portion of Approved CostsPublic Non Hazardous State SharePublic Non Hazardous Approved Cost x Aid Ratio6. State Share District TransportationNonpublic State Share + Hazardous State Share + Public Non Hazardous State Share
26PDE-2576 – IU and AVTS Transportation SD Deduction for IU Transportation= Total Cost - State ShareTotal Costs and Approved Costs are based on proration percentages provided by IU or AVTSTotal Cost for IU is based on advanced revenue provided by PDESchool district deduction amount for IU transportation on the final PDE-2576 may not match the deduction found on the PDE-2548 due to revisions between June 1 and June UnipayAn example of how the AVTS portion of the report looks is not provided on the screen because the example district used did not have AVTS transportation. Not all School districts have AVTS transportation on their reports.
27PDE-2576 – Excess CostSchool District’s share of approved cost is limited to a half mill of market valueExcess Cost= Total Approved Costs - Total State Share Half Mill Market ValueExcess Cost amount is generally larger in “odd” years (SY , ) because of STEB methodology for determining market valueIf the local share of the approved costs exceeds a half mill of market value the school district is eligible for excess cost. The reason for this is that section 2541 (a) of the school code states that the commonwealth shall pay each district excessive cost of transportion.
28Maximizing Transportation Reimbursement Mileage AllowanceMaximize approved daily milesDaily miles with pupils should be greater than daily miles without pupilsUPCM AllowanceMaximize the greatest number of pupils on the bus at any one time during the dayAssure that data was correctly reported to PDE by reviewing the preliminary subsidy report in April
29PDE-2576 - Nonpublic and Charter School Transportation Subsidy Additional subsidy for Nonpublic and Charter School pupils:$385 per pupilNonpublic pupils transported within 10 miles of the district’s borderCharter School pupils transported outside the district but within 10 miles of the border
31IU Budgets and Fiscal Reports IUs report expenditures for Special Education Transportation onlyAll other services provided to school district should be reported by the school district as contracted serviceTransportation for extended school year cannot be reported to PDE for reimbursement. This should be a separate contract between the school district and the IU
32PDE IU ProrationsThe Intermediate Unit determines the methodology to prorate the costs for transportation provided to school districts.The most common method used is to base the prorations on the number of pupil miles transported for each districtActual Costs= PDE Advance x ProrationApproved Costs= IU Approved Costs x ProrationAid Ratio State Share= Approved Costs x Aid RatioSD Deduction= Actual Costs - Aid Ratio State Share32