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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
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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
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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
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School Bus Inventory
Inventory ReportsSchool Bus Inventory
New - Reports May be Exported
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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