Transcript VAPT Pupil Transportation Report

VAPT
June 24, 2011
PUPIL TRANSPORTATION REPORT
WHY PREPARE THE PTR?

Data can be used for future projections

Data is used in determining the funding for
transportation, which is included in Basic Aid
THE TRANSPORTATION REPORT

Completed once a year

Due to DOE in December (can’t be prepared
until Annual School Report data is submitted)
PUPIL TRANSPORTATION APPLICATION
CATEGORIES
Regular Transportation Mileage – miles
traveled with pupils on board to and from
school and not classified in any other
classification.
 Exclusive Transportation Mileage – miles
traveled to and from school with pupils who
require a separate form of transportation
service on exclusive schedule buses.

CATEGORIES
Special Trips mileage – miles traveled for
special activities such as field trips, athletic
trips, etc.
 Federal Programs mileage – miles traveled for
programs funded with federal funds

CATEGORIES
Between School mileage – miles travel with
students on board between schools during the
regular school day for instructional programs
 Summer School mileage – miles traveled to
transport students to and from summer school
instructional programs

CATEGORIES
Deadhead mileage – miles traveled without
students on board
 Example: Driver parks bus at home, picks up
first student 5 miles later – 5 miles are
deadhead miles

SCHOOL BUS ATTENDANTS
S/Bus Attendants Sal & Benefits
______________

ONLY include Bus Attendants/Aides salaries
and benefits

Do not include the salaries/benefits of
drivers
CALCULATION OF PER MILE COST

Per Mile Cost is determined as follows:
(Operational Cost – (School Bus Attendants Sal &
Benefits)) / number of miles

Example: ($995,643.04 – $15,000)/ 712,200 =
$1.3769

The School Bus Attendants Salaries & Benefits are
added to Exclusive Costs, which increases the Per
Mile Cost (
)
TOTAL COSTS

Total Cost at bottom of screen must equal the total
operational costs shown on top screen.

Special Arrangements (Expenditures for these are reported
on the Annual School Report )
 Public Carriers – Expenses for students who ride transit
buses, taxis, airplanes, trains, etc.
 Private Carriers – Expenses for pupils requiring
transportation services other than those provided by
exclusive schedule buses. (Example: special needs
students who are transported by parents/guardians, or
in county vehicles)
 If no expenditures, no miles should be reported.
COUNTING RIDERSHIP

Third week of October
 Count ridership in the morning
 Count ridership in the afternoon
 Take the higher of the two
 At end of week take an average (total the 5 day
highest counts and divide by 5)
 Separate categories between regular, exclusive,
Pre-K, etc.
 This is the count you will report to DOE on your
PTR
COUNTING RIDERSHIP

Total Ridership – Include all students, pre-k,
non-public students, public carrier, private
carrier and transportation through contract
in the appropriate “boxes.”

As data is entered, the counts for Pre-K,
private carrier, etc., will be subtracted from
the total ridership to determine the K-12
ridership count.
Will be
subtracted
Will be
subtracted
SPECIAL ARRANGEMENTS RIDERSHIP COUNT


Prorate the time these students spend in
private or public carrier transportation.
Example: Student is transported by parent (private
carrier) for 15 days of the 180 day year,
[15 / 180 = .08] (.08 is reported under private
carrier) The remaining .92 is reported under
appropriate category, such as regular or exclusive.
COMPARING RIDERSHIP TO AVERAGE DAILY
MEMBERSHIP (ADM)



Ridership will be compared to Responsible ADM.
Responsible ADM – students the school division is
responsible for transporting
Ridership should never be higher than Responsible
ADM.
BUSES

Report the number of buses in your fleet,
regular and exclusive, separately.

Include spare buses, but do not include those
buses that are used for spare parts and will not
be returned to operations.
SOQ FUNDING FORMULA

Cost components
 Number
of Buses in Service
 Number of Riders (Unduplicated Count)
 Total Costs
FUNDING OF PUPIL TRANSPORTATION

Categories that are included in funding
 Regular
Transportation
 Exclusive Transportation
 Special Arrangements
 Public Transit
 Deadhead Miles
 Bus Replacement
CLUSTERS

Divisions are grouped into similar clusters
according to land area (U.S. Census data)
and ridership for regular and exclusive.
Land Area






Pupil Count
Large/Low Ridership
Large/Medium Ridership Sq. Miles >= 80
Large/High Ridership
0 – 2000
2001-4100
4101 +
Small/Low Ridership
Small/Medium Ridership Sq. Miles <= 80
Small/High Ridership
0 - 2000
2001 - 4100
4101 +
CLUSTERS
Regular– 6 clusters to determine prevailing per pupil
amount

Exclusive – 5 clusters to determine prevailing per pupil
amount

Special Arrangements – one statewide prevailing per
pupil amount is calculated

Public Transit – Regular transportation prevailing per
pupil amount is used
Note: Clusters are shown in detail on the Pupil
Transportation Verification Report and are held constant for
the biennium.


SOQ FUNDING FORMULA – PREVAILING
AVERAGES
For each of the 6 Regular and 5 Exclusive
clusters, the linear weighted average
(“prevailing average”) is calculated for both
Cost Per Pupil and Buses Per 100 Pupils.
 The Prevailing Average Cost Per Pupil is also
calculated for the Special Arrangement
category.

EXAMPLES OF FUNDING CALCULATION
Regular Transportation
Cost / Pupils = Per Pupil Amount
$1,165,370.70 / 1,960 = $594.58
A linear weighted average will be compiled from
all those in the cluster, to determine a
prevailing per pupil amount for the cluster.
FUNDING CALCULATIONS (CONT)
Exclusive Transportation
Cost / Pupils = Per Pupil Amount
$7,980.83 / 37 = $215.70
A linear weighted average will be compiled from
all those in the cluster, to determine a
prevailing per pupil amount for the cluster.
FUNDING CALCULATIONS (CONT)
Special Arrangements
Cost / Pupils = Per Pupil Amount
$8,283 / 5 = $1,656.60
A linear weighted average will be calculated and
applied to all school divisions.
FUNDING CALCULATIONS (CONT)
Public Transit
The prevailing rate for regular transportation is
used for public transit.
SOQ FUNDING FORMULA – RIDERSHIP COSTS
Each division’s base year ridership is adjusted by
its projected growth or decline in ADM.
 Projected ridership for each year of the biennium
is multiplied by the prevailing average Cost Per
Pupil for the division’s cluster.

 Example:
if the prevailing average regular
transportation cost per pupil for division X’s cluster
is $500, X’s projected ridership is multiplied by
$500.
FUNDING CALCULATIONS (CONT)
Deadhead Costs
Deadhead costs are prorated back to regular
and exclusive.
Formula:
Total Operational Costs / Regular Operational
Costs = %
% * Reported Deadhead Costs = Deadhead
Costs to be applied to Regular Costs
*Note = same for exclusive
FUNDING CALCULATIONS (CONT)
Bus Replacement
Example: Buses = 43(Based on projected number of
students)
43 /15 years (replacement) =
2.86 (number of replacement buses)
$77,443 (replacement bus price) * 2.9 =
$224,585.59
Note: Type C=63% and Type D=37% of contract
A linear weighted average will be computed for all in
the cluster.
BUS REPLACEMENT

(Number of regular pupils reported)/100 *prevailing number of
regular students per 100 buses/100


(Number of exclusive reported)/100 * prevailing number of exclusive
students per 100 buses/100/15


PLUS
Times
Contract bus price(includes average weighted price of type c and d)
BUS REPLACEMENT

Example (regular transportation)
 Pupils reported = 1960
 Projected pupils = 1826
 Replacement cycle = 15 yrs
 Base year avg. weigh bus cost = $77,443

1960/100 = 1.96 (individual rate ) *1826 = 3578.96/100 = 35.78 reg.
buses
35.78/15 = 2.38 (this is added to the exclusive calculation)
2.38 * $77,443 = $184,314.34 added to transportation cost.
Note = same process for exclusive buses

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EXAMPLE OF CLUSTER AMOUNTS
REGULAR TRANSPORTATION
Group
1
2
3
4
5
6
PPA
669.29
535.56
436.37
307.99
212.43
371.72
Buses
2.33
1.92
1.41
1.24
0.82
0.98
PUPIL TRANSPORTATION SUPERINTENDENT’S
VERIFICATION REPORT
SOQ FUNDING FORMULA – TOTAL COSTS

The sum of the projected costs based on ridership,
bus replacement, and public transit is adjusted by the
Composite Index and loaded into the SOQ Model.

Pupil Transportation Cost is updated every two years
and held constant for the biennium.
SOQ MODEL OUTPUT

The SOQ Model adds projected transportation cost
into each division’s total Basic Aid cost, as
calculated by the SOQ Model, then divides by ADM
to derive the Basic Aid Per Pupil Amount (PPA).

The portion of Basic Aid allocated for
Transportation is shown on the “Basic Aid” sheet
in the calculation template:
SOQ MODEL OUTPUT
DETAILED INSTRUCTIONS FOR PREPARING THE
PTR
The Instruction Manual will be updated and
placed on the SSWS system under the PTR
You are encouraged to read and review this data
before beginning your PTR reporting
If you have questions, contact the Pupil
Transportation Service at 804-225-2037
QUESTIONS CONCERNING FUNDING

Detailed questions concerning funding should
be addressed to the Budget Office
804-225-2025
Questions?