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Administration and Finance

Transportation Invoice Elements for FY20 Bills

To:Superintendents, Collaborative Directors, Special Education Administrators/Pupil Personnel Services Directors, School Business Officials
From:Jay Sullivan, Associate Commissioner, District and School Finance
Date:March 6, 2020 (Revised 7/2/2020)

Now that out-of-district transportation costs will be claimable under the Circuit Breaker program, districts will need the ability to determine the cost of transportation student-by-student. As a result of this, bills for transportation services may need to be changed in order to provide source documentation of these costs by student. We have discussed these changes at meetings that department staff held with Collaboratives. School Business Officials and Special Education Directors. This memo should serve to delineate the specific details we would like to see articulated on future transportation bills.

We are requesting that the following elements be included on all FY20 tuition invoices issued to Massachusetts school districts from this point forward:

  1. School/Program Name
  2. School/Program Code
  3. Billing Period
  4. Cost of Billing Period (indicating daily rate and number of days in billing period)
  5. Student SASID Number
  6. Cost of additional personnel on the bus (monitor/aide)

It should be noted that local districts may require additional information from vendors. It is our hope that this information will assist districts clarifying the billing and payment process. This should assist our staff as we review/audit future Circuit Breaker claims.

I would like to thank all of the Commonwealth Collaboratives. the Massachusetts Administrators for Special Education and the Massachusetts Association of School Business Officials for their assistance in this effort.

Thank you in advance for your cooperation.

Last Updated: July 3, 2020

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