SE-4107 School Bus Inventory

Report
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 Report
SE-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)
School Bus
Inventory
Update Annually
Each district using
black and yellow
vehicles to transport
pupils is required to
update the SE-4107
annually
Instructions for completing the SE-4107 can be found at:
http://www.michigan.gov/documents/Instructions_For_Completing_SE4107_137960_7.dot.pdf
School Bus Inventory
Update Your Inventory
4
Are your buses coded correctly?
Check Your Status
• Regular Buses
• Leased Buses
• Contracted Buses
• Combination Vehicles
• Special Ed Section 52
• Special Ed Section 53a
School Bus Inventory
Add Buses
Link to
Add Buses
6
Are your buses coded correctly?
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 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?
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 Buses
Must be approved by the MDE before reporting Vehicle
Status codes
3, L3, K3, U, LU, KU
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
Are your buses coded correctly?
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
School Bus Inventory
Selling or Trading Buses
CAUTION
• Buses removed from your district’s service should NOT
be removed from your inventory until the beginning of
the next school year
• Removal before July 1 will cause buses to be ineligible
for amortization, insurance and operational costs for
the year they were eliminated
School Bus Inventory
New – Buses Must be Certified
Annually to receive transportation
reimbursement
14
School Bus Inventory
Inventory Reports
School Bus Inventory
New - Reports May be Exported
Allowing for easier data
analysis
16
School Bus Inventory
Keep Your Inventory Updated
• 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
School 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
If a Change is Needed
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
School Bus Inventory
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
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 to
School Bus Fleet Audit Program

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