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Home > Data Center > Reporting Forms > Transportation > Request for Approval for School Bus Purchases and Lease-Purchases (EF-T-17) > Instructions for Form EF-T-17

Updated: October 31, 2011

 

Instructions for Form EF-T-17  

 

 

School Bus Purchase Program - Instructions

WHO:
  • Participants:  Public schools in Maine
  • Responsibility:  Superintendent
  • Application Submittal: Transportation Director and/or Business Manager
WHAT:
  • The Maine School Bus Purchase Program provides subsidy to help public schools purchase new school buses.  The program has a 3 year cycle with application during year 1, bus purchase during year 2 and subsidy received during year 3 (the year following the bus purchase) of the cycle. 
WHEN:
  • Applications for the School Bus Purchase Program open November 1 and close November 25 annually.
RESOURCES:
ACTION ITEM:
BUS PURCHASE OPTIONS:
  • Cash Purchase:  Purchase is completed with one payment for the full purchase price, which is made on the date of purchase or within 30 days of the date of delivery.  There are no interest costs.  Subsidy for an approved cash purchase bus will be paid to the district in the fiscal year following the purchase date.
  • Note Purchase and Lease to Purchase:   All school bus lease-purchases shall be approved by the Commissioner of Education.  State subsidy payments on approved and reported purchases will begin on the fiscal year following the bus purchase if the payment is reported as paid.  Any change to the number of years for the lease or note which increases or decreases the amount of a payment in any year of the schedule, requires prior approval from the Department of Education.

REPORTING A SCHOOL BUS PURCHASE(Form EF-T-20):

  • Once a contract to purchase or lease has been signed and a firm delivery date established, the SAU reports the purchase to the Maine DOE using the School Bus Purchase Report Form EF-T-20.  A copy of the note or the lease-purchase agreement shall be attached to the EF-T-20. 
  • In order for the SAU to receive subsidy for a school bus purchase or lease-purchase, a completed EF-T-20, for each bus, shall be submitted to the Department of Education. EF-T-20 forms are due at the end of each Business Quarter (Q1: September 30; Q2: December 30; Q3: March 30; and Q4: June 30). Select the Quarter following your bus purchase date and grant receipt date (if you received a grant).

     

CANCELING A SCHOOL BUS APPROVAL (Form EF-T-20A):

  • Complete form EF-T-20A if the SAU decides not to purchase an approved school bus.  The cancellation is to be completed and submitted to the Maine DOE on the date the decision is made
  • Cancellations enable the Maine DOE to adjust your subsidy and to reallocate those funds to other districts in need of new school buses. 

LAWS AND RULES:

How to Complete Form EF-T-17

1.

NAME OF UNIT:

  • Enter the name of the SAU (municipality, SAD, CSD, or MVR).
2.

NAME OF PERSON COMPLETING FORM:

  • Enter the name of the person who is filling out this form or the name of the person to contact if there are questions about the data.
3.

TELEPHONE NO. and EMAIL:

  • Enter the contact phone number and email address.
4.

SCHOOL YEAR:

  • Enter the school year in which the bus purchase or lease is budgeted to take place. For example, for a november 2002 submission, the school year would be 2003-2004.
5.

BUS REQUEST:

  • In this section, click for the arrow for a pull-down selection and choose the information about the school bus that you want to purchase or lease.

A. Bus Type

1. Type A

2. Type B

3. Type C (conventional)

4. Type D (transit)

5. Details and pictures describing bus types are available at this link: http://www.maine.gov/education/const/trans/pt033.htm

CAPACITY:

  • Enter the rated seating capacity or number of passengers the bus will carry.

LIFT EQUIPMENT:

  • Select "Yes" if the proposed bus will include a wheel chair lift.

EST. COST:

  • Enter the estimated purchase price (net of any interest cost) of the proposed bus. State School Bus Purchase Program pricing may be used where applicable.
6.

TYPE OF REQUEST:

  • Select whether the bus will be purchased as an additional bus to the fleet (New) or as a replacement for an existing bus (Replacement).
7.

INFORMATION ON BUS(ES) BEING REPLACED:

  • Provide the requested information for EACH bus that you have budgeted to replace in the school year indicated in item 6 above.

A. Year: Enter the manufactured year of the bus(es) that you plan to replace. Note: If you received approval for a request to replace a bus in a prior year and did purchase the replacement bus, DO NOT apply to replace that bus again.

B. VIN: Enter the Vehicle Identification Number.

C. Capacity: Enter the rated capacity of the bus to be replaced.

D. Mileage: Enter the mileage as reported on the most recent annual school bus inventory report (EF-T-18).

8.

METHOD OF PAYMENT:

  • Select the appropriate column indicating which purchase method you will be using to pay for the proposed purchase (e.g. cash, note (loan), or lease/lease-purchase). Please review the Method of Purchase definitions provided in the following BUS PURCHASE OPTIONS section. If the acquisition is via a note, lease or least/purchase, enter the number of years the contract is budgeted to run in the last column.
9.

JUSTIFICATION FOR REPLACEMENT OR NEW BUSES:

  • For each bus requested include any information supporting the need for a replacement or new bus (e.g. age, mileage, mechanical or structural failure inspection failure, double routes, seat utilization, van replacement, etc.)
10.

SIGNED AND DATED:

  • The request MUST be signed and dated by the Superintendent of Schools accountable for the SAU or his/her designee. If submitting electronically, the superintendent name MUST be typed in the space provided.

 

Questions

If you have questions about your application please contact Pat Hinckley by phone at 207-624-6886 or by email at Pat.Hinckley@maine.gov.