1. FUNDING FOR TRANSPORTATION SERVICES The only transportation funding districts receive is for specialized transportation services as required for pupils by the IEP process The districts funding depends on 3 reports: SE-4107 School Bus Inventory Report SE-4094 Transportation Expenditure Report S/R-4159 Transportation Logs

2. 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)

3. Each district using black and yellow vehicles to transport pupils is required to update the SE-4107 annually Update Annually School 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 http://www.michigan.gov/documents/Instructions_For_Completing_SE- 4107_137960_7.dot.pdf

4. 4 Update Your Inventory School Bus Inventory

5. Check Your Status Regular Buses Leased Buses Contracted Buses Combination Vehicles Special Ed Section 52 Special Ed Section 53a Are your buses coded correctly?

6. Add Buses 6 School Bus Inventory Link to Add Buses

7. 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?

8. 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?

9. Combination Vehicles With one or more scheduled runs used exclusively to transport special education pupils or 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?

10. 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?

11. Section 53a Buses Must 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 53a Only 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

12. 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?

13. 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 districts service should NOT be removed from your inventory until the beginning of the next school year School Bus Inventory CAUTION

14. New – Buses Must be Certified Annually to receive transportation reimbursement 14 School Bus Inventory

15. Inventory Reports School Bus Inventory

16. New - Reports May be Exported 16 School Bus Inventory Allowing for easier data analysis

17. 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 Updated School Bus Inventory

18. 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

19. 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

20. Inventory Deadline Fleet inventory additions, changes and deletions must be completed by June 30 of each year Dont forget to print your Preliminary School Bus Inventory by this date School Bus Inventory

21. SE-4094 EXPENDITURE REPORT Report of districts allowable transportation expenditures from July 1 – June 30 Due October 7 of each year Must coordinate with districts business manager to complete the report accurately – this drives funding to the district

22. COMMON MISTAKES – VEHICLE COSTS Failure to ask for a waiver to use a district owned mini-van or car – without waiver cant include costs Failure to report black and yellow contracted vehicles on the bus inventory – without cant report costs Failure to report insurance on a vehicle by vehicle basis – not a flat proration

23. 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

24. 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

25. 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 drivers salary and 80% of drivers benefits reported to special education

26. 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

27. 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

28. Touch HERE to move on toHERE School Bus Fleet Audit Program