Pupil Route Transportation Reimbursement Funding

Log In Assistance

Local Access Manager: Assistance Request Form: The purpose of this form is to request assistance from the Local Access Managers assigned to your organization to create a Log in to complete the submission process

Guidance and Rules

• Rules for the Administration of the Public School Transportation Fund
• Audit Resource Guide (UPDATED 06/27/24) (PDF) with detailed instructions, including required supporting audit documentation descriptions

Calculation Worksheets and Templates

• Sample CDE-40 Calculation Worksheet (XLS) (UPDATED 06/21/24)
• Sample Alternative Split Calendar Calculation Worksheet (XLS)
• Sample: Line 5: Capital Outlay Depreciation Fiscal Year 2023-24 (XLS) (for districts contracting for transportation)
• CDE-40 Example Online Form Fiscal Year 2023-24 (DOC) (do not submit this form to CDE)
• Entitlement and Payment Worksheet Fiscal Year 2023-24 (DOC)

Introduction to the CDE-40 (00:13:50) 

Overview of key concepts and resources in calculating the values to be reported on the CDE-40 form.

• Summary of the data fields to be reported on the CDE-40 form
• Definition of "Program 2700"/The Program 2700 Series of Accounts
• Definitions of Direct vs. Prorated Expenditures
• Examples of Non-Allowable Expenditures
• Explanations of Yearly Mileage and Count Day Scheduled Route Mileage

Expenses Within Program 2700 (00:13:40)

This video is the beginning of the step-by-step directions for completing the example calculation worksheet provided by CDE. Download the example worksheet to follow along here: Sample CDE-40 Calculation Worksheet (XLS) After watching this video, you should be able to:

• Identify common direct, prorated and non-allowable expenditures in the Program 2700 series of accounts
• Identify and exclude the non-allowable portion of Program 2700+ expenditures, such as utilities
• Identify and exclude non-allowable expenditures

Yearly Mileage (00:08:55)

This video covers the total yearly mileage for all vehicles with expenses tracked in the Program 2700 series of accounts. After watching this video, you should be able to:

• Categorize district vehicle miles into route, activity and non-pupil
• Reclassify bus non-pupil miles based on the primary use of the vehicle
• Check that the data was entered correctly
• Identify how the Reimbursable Percentage obtained from the Yearly Mileage impacts the prorated expenditures

Expenses Paid Outside of Program 2700 (00:12:02)

This video covers pupil route transportation-related expenses that are paid from district accounts outside of the Program 2700 series. After watching this video, you should be able to:

• Identify the allowable premiums for property and vehicle insurance
• Calculate the allowable premium for worker’s compensation insurance
• Calculate the allowable Support Costs for staff who supported pupil route transportation and were not paid in Program 2700

Count Day Mileage (00:08:19)

This video covers the count day scheduled route mileage calculations. After watching this video, you should be able to:

• Identify the Count Day Scheduled Routes
• Track Count Day Scheduled Route Mileage
• Complete a Split Calendar Calculation

Submitting the Transportation CDE-40 Data and Documents (00:09:50)

This video covers the process for submitting the CDE-40 form and all associated support documentation. After watching this video, you should be able to:

• Copy the required numbers from the completed example worksheet to the online submission form
• Label and upload the supporting documentation
• Complete the certification and submission

BONUS TOPIC: Parent Mileage Reimbursement (00:14:54)

This bonus video covers the allowable costs and count day mileage for districts that reimburse parents for transporting students to and from school. After watching this video, you should be able to:

• Determine whether a household is eligible to be included in the calculation of count day scheduled route mileage
• Determine the appropriate route mileage and days transported for each household based on a variety of document types
• Identify parent mileage reimbursement amounts to be included in direct costs