It s your Money: Understanding the Transportation State Subsidy Report and Maximizing your Reimbursement

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Gray, Coordinator of Transportation, DATA COLLECTION: Pupil Count Data Types of Service

1 It s your Money: Understanding the Transportation State Subsidy Report and Maximizing your Reimbursement Burt Blackburn, Transportation Director, Radnor Township School District Chris Gray, Coordinator of Transportation, DATA COLLECTION: Pupil Count Data Types of Service Vehicle Data Other Data used in Subsidy Calculations E-Tran Reporting & Transportation Reimbursement 1

2 PUPIL COUNT DATA The following data is entered into etran: Number of Public School Students Transported. Number of pupils transported to nonpublic schools located within the school district or outside of the school district at a distance no greater than ten (10) miles. Number of pupils transported to Charter Schools outside of the school district at a distance no greater than ten (10) miles or to a Regional Charter School. Number of Public School students residing within 1 ½ miles of an elementary school or 2 miles of a secondary school but are transported because of certified hazardous walking routes. PUPIL COUNT DATA Continued The following data is entered into etran: Number of pupils transported within walking distance when route is not certified as hazardous (non-reimbursable pupils). E-Tran Reporting & Transportation Reimbursement 2

Parent or Other Individual Contract with Another LEA

3 NORTH PENN SCHOOL DISTRICT TYPES OF SERVICE LEA Owned Contract with a Contractor Contract with a Parent or Other Individual Contract with Another LEA Fare-based E-Tran Reporting & Transportation Reimbursement 3

LEA negotiates a contractual agreement with another LEA that does not own the vehicles. CONTRACT WITH PARENT OR OTHER INDIVIDUAL: LEA has agreement with a parent or relative to transport students.

4 LEA OWNED: School District, IU, or AVTS owns the vehicles and employs the drivers. CONTRACT WITH CONTRACTOR: LEA negotiates a contractual agreement with a bus company, taxi service, or an independent contractor. LEA negotiates a contractual agreement with another LEA that does not own the vehicles. CONTRACT WITH PARENT OR OTHER INDIVIDUAL: LEA has agreement with a parent or relative to transport students. CONTRACT WITH ANOTHER LEA: LEA negotiates a contractual agreement with another LEA that owns the vehicles. FARE BASED: LEA 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 will ride with the general public) CONTRACT WITH PARENT E-Tran Reporting & Transportation Reimbursement 4

5 INDIVIDUAL VEHICLE DATA The following data is reported in etran Vehicle Identification Number Year of Manufacture of Chassis Seating Capacity Days of Use Daily Miles with Pupils Daily Miles Without Pupils Greatest Number of Students Assigned to Any One Run Layover or Congested Hours NORTH PENN SCHOOL DISTRICT E-Tran Reporting & Transportation Reimbursement 5

6 MID-DAY ROUTE AM ROUTE E-Tran Reporting & Transportation Reimbursement 6

from the district boundary (Except for Regional

7 PM ROUTE NON-REPORTABLE TRANSPORTATION Pre-Kindergarten Programs Summer School Extended School Year Programs (ESY) Nonpublic or Charter School Students transported beyond ten (10) miles from the district boundary (Except for Regional Charter Schools) E-Tran Reporting & Transportation Reimbursement 7

OTHER DATA USED IN STATE SUBSIDY CALCULATIONS Market Value Aid Ratio STEB Market Value Amount Paid Contractor Total Transportation Expenditures from AFR Total Annual Miles for LEA Owned Vehicles

8 OTHER DATA USED IN STATE SUBSIDY CALCULATIONS Market Value Aid Ratio STEB Market Value Amount Paid Contractor Total Transportation Expenditures from AFR Total Annual Miles for LEA Owned Vehicles Cost Index IU Transportation State Revenue and Proration by School District AVTS Transportation Service Proration by School District E-Tran Reporting & Transportation Reimbursement 8

9 NORTH PENN SCHOOL DISTRICT INDIVIDUAL VEHICLE CALCULATIONS E-Tran Reporting & Transportation Reimbursement 9

10 Summary 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 Summary of Individual Vehicle Data Continued Approved Daily Miles Sum 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 Miles Approved Annual Miles X Number of Pupils Approved Annual Excess Hours Congested Hours or Layover Hours Approved by PDE E-Tran Reporting & Transportation Reimbursement 10

11 Calculated Allowances for Individual Vehicles Fractional Adjustments Shared Service Fraction Calculated when a vehicle is used in more than one notification number normally by two LEAs. Prorata share based on Approved Daily Miles X Number of Days X Number of Pupils Miles < 20 Fraction When the bus travels less than 20 miles per day Approved Daily Miles / 20 Calculated Allowances for Individual Vehicles Continued Fractional Adjustments (Continued) Number Days Fraction When a bus operates less than Days in Session Number Days / Lesser of 180 or Days in Session One-Way Trip Fraction When a bus is used for one-way transportation Value is.50 Final Fraction Shared Service Fraction X Miles <20 Fraction X Number Days Fraction X 1-way Trip Fraction E-Tran Reporting & Transportation Reimbursement 11

Calculated Allowances for Individual Vehicles Continued Vehicle Allowance = (Basic Allowance + Additional Allowance) X Final Fraction Basic Allowance Based on the seating capacity of the vehicle 11

12 Calculated Allowances for Individual Vehicles Continued Vehicle Allowance = (Basic Allowance + Additional Allowance) X Final Fraction Basic Allowance Based on the seating capacity of the vehicle 11 or greater = $ or less = $ Additional Allowance = Rate X Seating Capacity Rate is based on the age of the vehicle Calculated Allowances for Individual Vehicles Continued Vehicle Allowance (Continued) Additional Allowance (Continued) Additional Rate for Contracted Service 1-3 years = $ years = $ years = $ or more years = $12.00 Additional Rate for LEA owned Vehicles 1-10 years = $ or more years = $12.00 E-Tran Reporting & Transportation Reimbursement 12

13 Calculated Allowances for Individual Vehicles Continued Mileage Allowance Approved Annual Miles X $.023 UPCM Allowance Contracted Service (Utilized Passenger Capacity Miles X $3.50) / 1000 LEA Owned Service (Utilized Passenger Capacity Miles X $3.00) / 1000 Excess Hours Allowance Approved Annual Excess Hours X $3.00 Calculated Allowances for Individual Vehicles Continued Total of Allowances Vehicle Allowance + Mileage Allowance + UPCM Allowance + Excess Hours Allowance Vehicle Cost Deduction Only calculated for LEA Owned vehicles $700 X Final Fraction Depreciation Amount Paid Only Calculated for LEA Owned vehicles Not Calculated for activity runs or spare buses Maximum Depreciation Amount = $10,500 Amount paid is (lesser of $700 or ($10,500 Sum of depreciation paid to date) X (lesser of Day Fraction or Shared Service Fraction) E-Tran Reporting & Transportation Reimbursement 13

14 Allowances and Expenditure Comparisons Total of Allowances from Calculated Allowances for Individual Vehicles Cost Index Posted on the PDE Pupil Transportation website under Subsidy Related Documents ( ) Allowances and Expenditure Comparisons Final Formula Allowance = (Total of Allowances X Cost Index) Vehicle Cost Deduction Amount Paid Contractor is reported in etran by LEA Maximum Allowable Cost is the lesser of the Amount Paid Contractor or the Final Formula Allowance E-Tran Reporting & Transportation Reimbursement 14

PUPIL TRANSPORTATION SUBSIDY CALCULATION SUMMARY OF PUPIL TRANSPORTATION SUBSIDY Half Mill of Market Value: Market Value X 0.

15 PUPIL TRANSPORTATION SUBSIDY CALCULATION 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 180 days E-Tran Reporting & Transportation Reimbursement 15

16 SUMMARY OF PUPIL TRANSPORTATION SUBSIDY Total Pupils Transported, Non-reimbursable Pupils, and Charter School Pupils Transported are reported by the LEA in etran CALCULATIONS FOR APPROVED COSTS Maximum Allowable Cost from PDE-2518 or PDE-2519 E-Tran Reporting & Transportation Reimbursement 16

17 CALCULATIONS FOR APPROVED COSTS Non-reimbursable Factor = (8 X Non-reimbursable Pupils X Days in Session) / Utilized Passenger Capacity Miles Non-reimbursable Deduction = Maximum Allowable Cost X Non-reimbursable Factor CALCULATIONS FOR APPROVED COSTS Approved Cost = Maximum Allowable Cost Non-reimbursable Deduction E-Tran Reporting & Transportation Reimbursement 17

18 FINAL CALCULATIONS TO DETERMINE TOTAL TRANSPORTATION SUBSIDY DUE State Share when Aid Ratio is.5000 or Greater = Market Value Aid Ratio X Total Approved Cost FINAL CALCULATIONS TO DETERMINE TOTAL TRANSPORTATION SUBSIDY DUE State Share when Aid Ratio is LESS than.5000 The calculation is separated into three parts Nonpublic Hazardous Public Non-Hazardous E-Tran Reporting & Transportation Reimbursement 18

19 FINAL CALCULATIONS TO DETERMINE TOTAL TRANSPORTATION SUBSIDY DUE State Share when Aid Ratio is LESS than Nonpublic Ratio: Number of Nonpublic Students / Total Pupils Transported 2. Nonpublic State Share: Nonpublic Ratio X Total Approved Cost X Hazardous Ratio: Number of Hazardous Students / Total Pupils Transported 4. Hazardous State Share: Hazardous Ratio X Total Approved Cost X.5000 FINAL CALCULATIONS TO DETERMINE TOTAL TRANSPORTATION SUBSIDY DUE State Share when Aid Ratio is LESS than Public Non Hazardous Share of Approved Costs: Total Approved Cost Hazardous Portion of Approved Costs Nonpublic Portion of Approved Costs 6. Public Non Hazardous State Share Public Non Hazardous Approved Cost X Aid Ratio 7. State Share District Transportation Nonpublic State Share + Hazardous State Share + Public Non Hazardous State Share E-Tran Reporting & Transportation Reimbursement 19

20 IU AND AVTS TRANSPORTATION SD Deduction for IU Transportation = Total Cost State Share Total Costs and Approved Costs are based on proration percentages provided by IU or AVTS Total Cost for IU is based on advanced revenue provided by PDE School 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 Unipay EXCESS COST School District s share of approved cost is limited to a half mill of market value Excess Cost = Total Approved Costs Total State Share Half Mill Market Value ***Excess Cost amount is generally larger in odd years because of STEB methodology for determining market value*** E-Tran Reporting & Transportation Reimbursement 20

00 Per Pupil Nonpublic pupils transported within 10 miles of the district s border Charter School

21 NONPUBLIC AND CHARTER SCHOOL TRANSPORTATION SUBSIDY ADDITIONAL SUBSIDY FOR NONPUBLIC AND CHARTER SCHOOL PUPILS $ Per Pupil Nonpublic pupils transported within 10 miles of the district s border Charter School pupils transported outside of the district border but within 10 miles of the border Important Dates for Pupil Transportation E-Tran Reporting & Transportation Reimbursement 21

22 Important Dates for Pupil Transportation Continued INSTRUCTIONS FOR SAMPLE AVERAGES E-Tran Reporting & Transportation Reimbursement 22

23 WORKSHEET FOR COMPUTING SAMPLE AVERAGES VEHICLE FORMULA ALLOWANCE WORKSHEET 1 E-Tran Reporting & Transportation Reimbursement 23

24 VEHICLE FORMULA ALLOWANCE WORKSHEET 1B VEHICLE FORMULA ALLOWANCE WORKSHEET 2 E-Tran Reporting & Transportation Reimbursement 24

25 VEHICLE FORMULA ALLOWANCE WORKSHEET 2B VEHICLE FORMULA ALLOWANCE WORKSHEET 3 E-Tran Reporting & Transportation Reimbursement 25

26 VEHICLE FORMULA ALLOWANCE WORKSHEET 3B E-Tran Reporting & Transportation Reimbursement 26

MAXIMIZING TRANSPORTATION REIMBURSEMENT Mileage Allowance: Maximize Approved Daily Miles Daily Miles With Pupils should be GREATER THAN Daily Miles

27 MAXIMIZING TRANSPORTATION REIMBURSEMENT Mileage Allowance: Maximize Approved Daily Miles Daily Miles With Pupils should be GREATER THAN Daily Miles Without Pupils UPCM Allowance: Maximize the greatest number of pupils on the bus at any one time during the day E-Tran Reporting & Transportation Reimbursement 27

Township School District Phone: 610-688-8100 Email: Burt.Blackburn@rtsd.

28 MAXIMIZING TRANSPORTATION REIMBURSEMENT continued Reassure that Transportation data was correctly reported to PDE by reviewing your preliminary subsidy report in April Burt Blackburn Transportation Director Radnor Township School District Phone: Chris Gray Coordinator of Transportation Phone: E-Tran Reporting & Transportation Reimbursement 28

Altoona Area School District

Altoona Area School District Transportation Review Visitation Conducted May 11 12, 2017 Pennsylvania Association of School Business Officials P. O. Box 6993 Harrisburg, PA 17112-0993 (717) 540-9551 Fax