Rebate Application Fields

Table 1: All Applicants must complete the table below with the appropriate information

Field DEQ 

Input

Possible criteria 

range

Reasoning

Applicant Information This includes the basic contact information needed to know who 

is applying for funding

Eligible Applicant WHY: To ensure only applicants who are eligible under the 

legislative language are accepted into the rebate program

WHAT: This would be a list of all the types of eligible applicants in 

which the applicant would select which type they are (i.e. State, 

local government, nonprofit organization).

Organization Name WHY: Organizations must be registered with the Central 

Contractor Registry (CCR). CCR is a government-wide registry for 

vendors doing business with the federal government.

WHAT: Enter the legal name of the applicant that will undertake 

the activity. This is the name that the organization has registered 

with the CCR. Information on registering with CCR may be 

obtained by visiting the grants.gov website.

Employer/Taxpayer 

Number (EIN/TIN)

WHY: Required to identify an entity with the Internal Revenue 

Service.

WHAT: Enter the Employer or Taxpayer Identification Number (EIN 

or TIN) as assigned by the Internal revenue Service. If your 

organization is not in the US, enter 44-4444444.

Organizational DUNS

(Data Universal 

Numbering System)

WHY: OMB has determined there is a need for improved statistical 

reporting of federal grants (funds). OMB has adopted the use of 

the DUNS number as a way to identify organizations that receive 

grant (funds) awards and to track how the grant (funds) is 

dispersed.

WHAT: Enter the organization’s DUNS or DUNS+4 number received 

from DUN and Bradstreet. Information on obtaining a DUNS 

number may be obtained by visiting the grants.gov website.

Street 1

Street2

City

ZIP

County/Parish

State

Applicant name Name of the person to contact on matters related to this 

application.

Authorized 

Representative Signature

Enter the name (first and last), telephone number, fax number, 

and email address of the person authorized to sign for the 

applicant.

Type of Application WHY: This program may allow applicants to apply twice during a 

funding period. This field will identify if the applicant is a repeat.

WHAT: This field would allow for two options; new and repeat 

applicant within a given fiscal year. Repeat applications would 

only be accepted after an announcement from EPA.
Rebate Application Fields

Table 2: vehicle/Equipment Information Current Vehicle

Field DEQ 

Input

Possible criteria 

range

Reasoning

Vehicle/Equipment

Information

This section requests the basic information required to 

calculate emissions. If applicants are applying for multiple 

vehicles then they must fill out this section for each vehicle.

Target Fleet YES All of the inputs 

for DEQ/DRIVER*

WHY: Identify vehicle

WHAT: We would provide a selection based on the DEQ and 

DRIVER inputs in the explanation document. Each year, we 

would publish the specific target vehicles we would like to focus 

on. Thus applicants would only be eligible with the appropriate 

target vehicles.

*DEQ: Diesel Emissions Quantifier

DRIVER: Database for Reporting Innovative Vehicle Emission

Reductions

Class/Equipment YES This would be 

defined year to 

year

WHY: Identify vehicle

WHAT: We would provide a selection based on the DEQ and 

DRIVER inputs in the explanation document.

Vehicle Identification 

Number

WHY: Identification and tracking purposes.

Engine Model Year YES This would be 

defined year to 

year

WHY: Used to calculate emissions reduced and to ensure 

vehicle meets the requirements as set forth under the program.

WHAT: Enter the model year of the engine

Engine Family Name WHY: Used to verify engine model year and emissions.

Average Annual Vehicle 

Miles traveled or Annual 

Hours of Operation

YES WHY: Used to calculate emissions reduced.

WHAT: For on-highway vehicles, enter the average vehicle miles 

traveled per year. For nonroad equipment, enter the average 

annual usage rate in hours.

Fuel Consumed in the 

past year

YES WHY: Used to calculate emissions reduced.

WHAT: Enter the type of fuel used.

Average Fuel Consumed 

for fleet in the past year

YES WHY: Used to calculate emissions reduced.

WHAT: Enter in gallons the amount of fuel used for the vehicle.

Idling Hours YES WHY: Used to calculate emissions reduced.

WHAT: Enter the average hours the vehicle idles per year (onhighway only).

Horsepower YES This would be 

defined year to 

year

WHY: Used to calculate emissions reduced.

WHAT: Enter the engine horsepower (nonroad only).

Table 3: Only fill out this table if you are applying for a vehicle/engine replacement rebate

Field DEQ 

Input

Possible criteria 

range

Reasoning

New Vehicle This section requests information on the new 

vehicle/equipment.

New Engine Model Year YES 2010 and newer WHY: Used to calculate emissions reduced and to ensure 

Number of vehicles to be 

replaced/retrofitted 

under this application

Maximum of 5 WHY: Identify how many vehicles the applicant wishes to apply for 

under this competition. Note: applicants may not reapply unless 

stated by EPA for a given fiscal year.
Rebate Application Fields

vehicle meets the requirements as set forth under the program.

WHAT: Enter the model year of the engine

New Engine Family Name WHY: Used verify engine model year and emissions.

Estimated Cost of new 

vehicle

WHY: Applicant must demonstrate progress researching new 

vehicles and has determined?? the total cost associated with 

replacement. 

Proposed Method of 

scrapping vehicle/engine

WHY: Used to ensure applicant understands the old vehicle 

must be completely scrapped and has researched ways to 

complete this task and has researched potential options.

Vehicle Usage 

confirmation

“I certify that the new vehicle will be used in the same manner 

as and is of the same type, similar gross vehicle weight rating or 

horsepower as the vehicle it is replacing.”

Table 4: Only fill out this table if you are applying for a retrofit rebate

Field DEQ 

Input

Possible criteria 

range

Reasoning

New Vehicle This section requests information on the selected retrofit 

strategy.

Technology Type YES WHY: Identify the type of technology (eg diesel particulate filter 

selective catalytic reduction, etc).

WHAT: We would provide a list of retrofit options that the 

applicant would select.

Verifying Agency EPA or CARB* WHY: Used to verify the technology is verified. Any technology 

used, must be verified by EPA or CARB.

CARB: California Air Resources Board

Technology 

Manufacturer

WHY: Used to confirm technology is verified on one of the 

possible lists.

Technology Applicability WHY: Used to confirm technology is verified on one of the 

possible lists. This information can be copied directly from 

either EPA or CARB’s verified list.

WHAT: The applicability of a technology can be found in both 

EPA’s and CARB’s verified technology list. Copying the 

applicability into the application demonstrates that the applier 

understands what engines and vehicles this technology is 

verified for and will only use said technology on applicable 

engines and vehicles.

Data Logging Completed WHY: Some technologies require data logging to be completed 

to ensure correct performance of the technology.

With the application (or reservation form) the applicant must attach:

 Supporting documentation from organization on company letterhead that utilizes the services of the 

vehicles of the private owner, if the applicant is a private fleet owner.

 If the rebate is for a replacement:

o A quote for the new vehicle must be included with application.

o A document from a credible place that will scrap the old bus

 If the rebate is for a retrofit device that requires data logging; this must be completed and submitted 

with the application.