EA~ United States ._.,.,~ Environmental Protection 

"' Agency 

2018 DERA School Bus Rebate 

Program Guide 
ft EA~United States ..... ~ Environmental Protection ,., Agency 

2018 DERA School Bus Rebate 

Program Guide 

Transportation and Climate Division 

Offce of Transportation and Air Quality 

U.S. Environmental Protection Agency 

EPA-420-B-18-044 

October 2018 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Table of Contents 

Section 1: Overview ........................................................................................................................ 2 

Section 2: Eligible Applicants .......................................................................................................... 2 

Section 3: Eligible Vehicles.............................................................................................................. 3 

Section 4: Funding Amounts........................................................................................................... 5 

Section 5: Application ..................................................................................................................... 5 

Section 6: Selection......................................................................................................................... 8 

Section 7: Notification .................................................................................................................... 9 

Section 8: Purchase Order Submittal.............................................................................................. 9 

Section 9: Vehicle Delivery.............................................................................................................. 9 

Section 10: Scrappage................................................................................................................... 10 

Section 11: Request for Payment ................................................................................................. 11 

Section 12: Payment ..................................................................................................................... 11 

Section 13: Cancellation of Rebate Application............................................................................ 11 

Section 14: Agency Contacts......................................................................................................... 11 

Appendix A: Rebate Timeline........................................................................................................ 12 

Appendix B: Sample Application for a Public Entity ..................................................................... 13 

Appendix C: Sample Application for a Private Entity.................................................................... 14 

Appendix D: Letter Template for State-Owned Buses.................................................................. 15 

Appendix E: Rebate Application Checklist .................................................................................... 16 

Appendix F: Sample Scrappage Photos......................................................................................... 17 

Appendix G: Sample Scrappage Certification Letter..................................................................... 23 

Appendix H: Terms and Conditions .............................................................................................. 24 

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Section 1: Overview 

This document details the criteria and requirements for the 2018 Diesel Emission Reduction Act (DERA) 

School Bus Rebate Program. 

As background, the U.S. EPA’s Diesel Emissions Reduction program (DERA) was originally authorized by 

Title VII, Subtitle G (Section 791 to 797) of the Energy Policy Act of 2005 (Public Law 109-58). DERA was 

amended by the Diesel Emissions Reduction Act of 2010 (Public Law 111-364), codified at 42 U.S.C 

16131 et seq, adding, among other provisions, a rebate program option. 

School buses collectively travel over four billion miles each year, providing the safest transportation to 

and from school for more than 25 million American children every day. However, diesel exhaust from 

these buses has a negative impact on human health, especially for children who have faster breathing 

rates than adults and whose lungs are not yet fully developed. EPA designed this rebate program to 

encourage school bus fleet turnover so more children can ride buses meeting the cleanest emissions 

standards. These new buses can reduce pollution like nitrogen oxides (NOx) and particulate matter (PM) 

by over 90% compared to older diesel buses. This results in cleaner air on the bus, in bus loading areas, 

and throughout the communities in which they operate. 

In this funding opportunity, eligible applicants include public schools and private fleets serving public 

schools. Applicants selected in the lottery will be awarded rebates for replacing old diesel school buses 

powered by model year 2006 or older engines with new buses powered by 2017 or newer model year 

engines. Eligible replacement school buses may operate on diesel, gasoline, battery, or alternative fuels 

such as natural gas or propane. Depending on bus size, EPA will offer $15,000 -$20,000 per bus to fleets 

scrapping and replacing their old buses. Scrapping old buses is necessary to ensure that the older, dirty 

buses will not be put back on the road. 

Please continue reading for detailed instructions on how to apply and participate in this funding 

opportunity. See Appendix A for the 2018 DERA School Bus Rebate Program timeline. 

Section 2: Eligible Applicants 

Eligible Applicants Include: 

• Regional, state or local agency, or port authority, or tribal government or native village, which 

has jurisdiction over transportation or air quality, including public school districts and 

municipalities. 

o A Tribal government is a Federally recognized Indian tribal government, which is any 

Indian tribe, band, nation, or other recognized group or community (including Native 

villages) certified by the Secretary of the Interior as eligible for special programs and 

services through the Bureau of Indian Affairs. 

• Private entities that operate school buses under a contract with an entity listed above. 

o If the applicant is a private entity, the applicant must certify on the rebate application 

that it has an existing and executed contract to provide transportation services to a 

specific public school district at the time of the rebate application. Private schools and 

other organizations that operate school buses are not eligible to apply for this rebate, 

unless they operate those school buses under a contract with an entity listed above. 

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Bus Ownership: 

At the time of application, the applicant must own and operate the school bus for which funds are being 

requested. The applicant must submit a copy of the current vehicle title and vehicle registration if 

registration is required by law in the state where the vehicle operates. If vehicle registration is not 

included in the application package, the applicant must submit documentation that registration is not 

required in its jurisdiction. If the existing vehicle title is not available at the time of application, a copy of 

the current and valid vehicle registration may be used as alternative ownership documentation until a 

duplicate title is obtained. Note: Leased buses and buses with active lien-holders do not qualify for 

rebates. 

In some cases, a company may have wholly owned subsidiaries that own the buses that will be replaced. 

In this situation, the application may be submitted under the name of the parent company. If the owner 

listed on the bus title differs from the name of the parent company, then the applicant must also 

provide a letter of explanation that details the relationship between the parent company and 

subsidiaries. 

State-Owned Buses: 

Public school districts that operate state-owned school buses meeting the 2018 DERA School Bus Rebate 

Program requirements may apply to replace up to 10 buses per district. Each public school district 

applicant must submit the required ownership documents as stated above in the Program Guide that 

show state ownership. The buses targeted for replacement must meet the requirements for eligibility as 

stated in Section 3 of the Program Guide. 

The district must submit a signed letter from the state agency that owns the buses authorizing the 

district to participate in the rebate program and, if the district is selected, to proceed with the required 

scrappage of the replaced bus. The letter must be signed by the authorizing official and must be 

submitted on the official letterhead of the state agency that owns the buses. Please see Appendix D for 

a template of this letter. 

Section 3: Eligible Vehicles 

For the 2018 DERA School Bus Rebate Program, a school bus is defined as a vehicle primarily used for 

transporting 10 or more preprimary, primary, or secondary school students to schools or homes. 

Public and private applicants with school bus fleet sizes between 1-100 buses may submit only one 

rebate application that includes up to 10 eligible replacements. Public and private applicants with school 

bus fleet sizes with 101 or more buses may submit two rebate applications that include up to 10 eligible 

replacements. To submit two applications, at least one of the applications must list 10 buses for 

replacement. Applicants submitting two applications must list different buses on each application. 

Applicants must sign both applications. 

Fleet size is determined by how many buses are in current operation and meet the above definition of a 

school bus. Current operation is defined as having accumulated at least 10,000 or more miles 

transporting students over the most recent 12 months, or having been in use at least three days per 

week transporting students during the current school year. 

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See the following table for the limits on the number of bus replacements that can be requested in the 

rebate program: 

Table 1: Maximum Number of Replacements 

Total Bus 

Fleet Size 

Number of 

Applications Permitted 

Bus Replacements 

Per Application 

Total Replacements 

Per Applicant 

1-100 1 Up to 10 replacements Up to 10 replacements 

101 and over 2 Up to 10 replacements Up to 20 replacements 

Old Vehicles to be Replaced: 

Vehicles listed for replacement must be: 

• Diesel school buses powered by a 2006 or older model year engine; 

• Gross Vehicle Weight Rating (GVWR) of 10,001 lbs or more; 

• Owned by the applicant or state government without any liens on the title; 

• Able to start, move in all directions, and have all operational parts; and 

• Have accumulated at least 10,000 or more miles transporting students over the most recent 12 

months, or been in use for at least three days per week transporting students during the current 

school year. 

Applicants are required to certify on the rebate application that the school bus or buses to be replaced 

meet these operational requirements. 

New Replacement Vehicles: 

Replacement school buses may not be ordered under this funding opportunity until the applicant has 

been selected and has received the selection letter from EPA. 

All replacement buses must meet the following criteria: 

• Powered by a certified 2017 or newer model year engine, or operate solely on electricity. 

Eligible replacement school buses may operate on diesel, gasoline, battery, or alternative fuels; 

• Be smaller than, or no more than one vehicle class size larger than the original school bus. For 

example, a class 6 bus (as determined by GVWR, see Table 5 below), can be replaced with a class 

7 or smaller bus, but not a class 8 bus; 

• Be purchased, not leased or leased-to-own; 

• Operate in the same manner and over similar routes as the original school bus; and 

• Meet Federal safety standards. 

The selected applicant (selectee) takes sole responsibility for ensuring the replacement bus remains in 

operational condition. In addition, selectees must agree to: 

• Register the replacement bus as required by state law (if applicable); 

• Maintain insurance as required by law; 

• Not make modifications to the emission control system on the replacement school bus or 

engine; and 

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• Be available for follow-up inspection of the school bus and related documents for three years 

after receipt of the rebate, if requested by EPA or its designee. 

Selectees must maintain ownership of the replacement school bus for three years after receipt of the 

rebate, and the bus must be used primarily for transporting 10 or more preprimary, primary, or 

secondary school students to schools or homes during that three-year period. If the replacement school 

bus is sold before the end of the three-year period or used for purposes other than described above, the 

selectee may be required to return up to the full amount of the rebate to EPA. The amount required to 

be returned is at the discretion of EPA, and will be determined on a case-by-case basis. 

Section 4: Funding Amounts 

For the 2018 DERA School Bus Rebate Program, EPA anticipates offering $9,000,000 in rebates, subject 

to the availability of funds. Funding will not be provided for administrative expenses. EPA reserves the 

right to partially fund applications, reject all applications and make no selections under the program, or 

to make fewer selections than anticipated. 

The table below lists the rebate amount offered for replacement school buses. The Gross Vehicle Weight 

Rating (GVWR) of the replacement bus determines the rebate amount. For example, downsizing from a 

class 6 bus to a class 5 or smaller bus would yield a rebate of $15,000 rather than $20,000. A fleet could 

also replace a class 5 bus with a class 6 bus (but no larger), and would qualify for a rebate of $20,000 

based on the class of the replacement bus. Note: EPA will not increase the bus funding amount if a fleet 

incorrectly requests $15,000 per bus rather than $20,000 per bus. 

Table 2: Bus Size and Rebate Amounts for Replacements 

Class Gross Vehicle Weight Rating of Replacement Rebate Amount 

Class 3 10,001-14,000 lbs. $15,000 

Class 4 14,001-16,000 lbs. $15,000 

Class 5 16,001-19,500 lbs. $15,000 

Class 6 19,501-26,000 lbs. $20,000 

Class 7 26,001-33,000 lbs. $20,000 

Class 8 33,001+ lbs. $20,000 

Section 5: Application 

EPA must receive all rebate applications and required supporting documentation by Tuesday, 

November 6, 2018, 4:00 pm Eastern Time. The application should be downloaded as a fillable Portable 

Document File (PDF) from the Clean Diesel Rebates website. See Appendices B and C for sample rebate 

applications. See Appendix E for a checklist outlining the application requirements. 

To open the application, please download the PDF to your desktop before opening it with the free 

Adobe Reader program. Be advised: Opening the PDF in your web browser or email client instead of 

Adobe Reader may cause an error message to appear with the words “Please wait...”. For more 

information about PDFs and a link to download the free Adobe Reader program, please see 

www.epa.gov/home/pdf-files. 

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The rebate application includes identifying information such as organization name, Dun and Bradstreet 

(DUNS) number, Employer ID Number (EIN), and the name of the organization’s authorized 

representative, who can sign on behalf of the applicant organization. If an applicant does not have a 

DUNS or EIN, they must obtain one prior to applying for a rebate. Organizations may obtain a DUNS 

number at no cost by calling the toll-free DUNS number request line at 1-866-705-5711, or visiting the 

D&B website at: www.dnb.com/duns-number.html. An EIN may be obtained by visiting the IRS website 

at: www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-for-an-Employer-IdentificationNumber-EIN-Online 

The rebate application requires the applicant to supply the following information related to the school 

buses to be replaced: 

1) Vehicle Information Number (VIN) 

The VIN or vehicle identification number is most frequently located on the driver’s side dash 

and is visible through the windshield. The VIN can also be located on the vehicle title. The 

VIN is 17 letters and numbers and does not use the letters “I” or “O” so as to avoid 

confusion with the numbers 1 and 0. 

2) Engine Model Year 

The engine model year can be found on the nameplate that is permanently affixed to the 

engine. The engine model year can also be determined from the 12 character EPA engine 

family name. The first character in the engine family name corresponds with the engine 

model year pursuant to the table below. For example, the EPA engine family name on the 

engine plate in the photo in Appendix F of this program guide is 1NVXH0466ANB which 

corresponds with engine model year 2001. Note: The engine model year is often one or 

more years older than the vehicle model year. Be sure to use the engine model year when 

filling out your application and Payment Request Form, not the vehicle model year. 

Table 4: First Character of EPA Engine Family Name and Corresponding Engine Model Year 

1980 A 1990 L 2000 Y 2010 A 

1981 B 1991 M 2001 1 2011 B 

1982 C 1992 N 2002 2 2012 C 

1983 D 1993 P 2003 3 2013 D 

1984 E 1994 R 2004 4 2014 E 

1985 F 1995 S 2005 5 2015 F 

1986 G 1996 T 2006 6 2016 G 

1987 H 1997 V 2007 7 2017 H 

1988 J 1998 W 2008 8 2018 J 

1989 K 1999 X 2009 9 2019 K 

3) Gross Vehicle Weight Rating (GVWR) 

Gross vehicle weight rating is often listed on the same sticker that the VIN is displayed on 

near the driver’s side dash. It may also be listed on the bus registration. Note: Replacement 

buses must not be more than one class size larger than the original bus. 

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Table 5: Vehicle Class and Gross Vehicle Weight Rating 

Class Gross Vehicle Weight Rating 

Class 3 10,001-14,000 lbs. 

Class 4 14,001-16,000 lbs. 

Class 5 16,001-19,500 lbs. 

Class 6 19,501-26,000 lbs. 

Class 7 26,001-33,000 lbs. 

Class 8 33,001 lbs+ 

4) Engine Manufacturer 

The engine manufacturer is the manufacturer of the original engine. This information can 

usually be found on the engine nameplate. 

5) Engine Family Name 

The EPA engine family name is a 12-character number/letter designation included on the 

engine nameplate for all heavy-duty truck engines sold in the United States. The EPA engine 

family name is usually found on the nameplate that is permanently affixed to the engine. 

The exact location and appearance of the nameplate varies by engine manufacturer. See 

Appendix F for a photo of an engine nameplate. 

If the EPA engine family name does not appear on the engine or it is difficult to read, the 

manufacturer of your engine may be able to assist you in determining the engine family 

name. Some manufacturers also have online tools where their customers can enter engine 

serial numbers and determine the engine family name. 

6) Annual Miles 

Annual miles traveled should be obtained from driver or maintenance logs. 

7) Annual Fuel Use 

Annual fuel consumption should be obtained from driver or maintenance logs. 

8) Annual Idling Hours 

Hours idling may be based on actual hours idling or estimated based on known usage. 

9) Rebate Amount 

See Section 4 to find the corresponding rebate amounts. This field should autofill based on 

the GVWR entered. Note: You will need to edit this field if you are downsizing or upsizing 

between a class 5 and class 6 bus to reflect the rebate amount corresponding with the 

replacement bus class size. 

10) Idle Reduction Policy 

Use the drop-down menu to indicate if the school transportation provider has an idle 

reduction policy for the buses listed on the application. This is not a requirement for 

eligibility, it is for inventory purposes only. For more information about idle reduction, 

please visit www.epa.gov/cleandiesel/clean-school-bus-idle-reduction. 

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Note: The Original Vehicle table on the first page of the application has space to list only five buses. 

Applicants may list up to 5 additional buses on page two of the application. 

By signing the rebate application, applicants are certifying that the information provided is true to the 

best of their knowledge. EPA reserves the right to request copies of documentation, such as activity 

logs, to verify the above information. 

EPA may contact an applicant to clarify any information provided by the applicant. 

See Appendix B for a sample rebate application for a public school district and Appendix C for a sample 

rebate application for a private fleet owner. 

Submitting the Application: 

Applicants must submit the application via email. A copy of the vehicle title and registration for each bus 

must be submitted with the application package, and must be attached to the email. The applicant must 

be listed on the title as the sole owner of the vehicle unless applying to replace state-owned buses. 

Public school districts applying with state-owned buses must also submit a signed letter (see Appendix 

D) on the official letterhead of the state agency that owns the buses at the time of application. See 

Section 2 for additional information. 

Email the completed rebate application, along with a scanned copy of each vehicle’s title and 

registration, and if applicable, a letter from the state agency that owns the buses to: 

CleanDieselRebate@epa.gov. Emailed applications must include the subject line: “DERA 2018 SCHOOL 

BUS REBATE APPLICATION –“ and the name of your organization. If the applicant does not have access 

to email, please call the help line at 877-623-2322 for assistance. 

Section 6: Selection 

All applications that are submitted to EPA by the deadline will be assigned a unique identification 

number. These numbers will be placed in an ordered list using a random number generator lottery 

process. Subject to the availability of funds, EPA will select applicants for funding from the list in this 

order: 

1. The single highest ranked applicant from each state and territory1 

2. The remaining highest ranked applicants until all EPA HQ funds2 are allocated 

3. If an EPA Region3 contributes additional funding to the rebate program, the remaining highest 

ranked applicants from that Region until all funds provided by that Region are allocated 

After selection, each selectee will be assigned an EPA contact to work with throughout the rebate 

process. The rebate contact will confirm applicant eligibility and assist the applicant with any questions 

on fulfilling the rebate program requirements. 

1 Territories includes Puerto Rico, Washington DC, Virgin Islands, American Samoa, and the Northern Mariana 

Islands. EPA will also ensure that at least one tribal applicant is selected for funding, if an application from a tribal 

entity is received. 

2 Estimated to be $9 million 3 See a map of EPA Regions at the following link: www.epa.gov/aboutepa#pane-4 

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Applicants not selected by lottery will remain in random number order on the wait list. If a selectee does 

not complete the remaining required steps in the rebate process, drops out, or is otherwise deemed 

ineligible, that selectee will be removed from the program. The funds from that selectee will be offered 

to other 2018 applicants if there is sufficient time remaining in the 2018 Rebate Program. EPA will follow 

the selection process above when reallocating these funds. 

Both the selectees and applicant waitlist will be posted on the Clean Diesel Rebates website. 

Section 7: Notification 

EPA will notify selectees and those applicants that are on the wait list within 60 days of the application 

deadline. 

Selectees must register in the System for Award Management (SAM). EPA will direct selectees to 

register in SAM prior to receiving their official selection letter. Information can be found at 

www.sam.gov. 

After the selectee receives the official selection letter from EPA, they can purchase the eligible 

replacement school bus. 

Section 8: Purchase Order Submittal 

Proof of purchase for the new school bus is required to be submitted to EPA within 90 days of the date 

of the selection letter. The date of the purchase cannot pre-date the date of the selection letter. The 

proof of purchase may be a procurement request, purchase order, or any other document that clearly 

shows a transaction being initiated between the selectee and a school bus vendor on purchaser 

letterhead and include the following information for each bus: 

1) Purchaser name, address, and phone number; 

2) Vendor name, address, and phone number; 

3) Vehicle make, model, GVWR, engine model year, and purchase price; 

4) Purchase order date; and 

5) Vehicle delivery date estimate. 

Selectees that submit false or misleading information may be barred from future participation in DERA 

and other federal funding programs or may face other penalties. 

The proof of purchase document should be scanned and saved in PDF format titled “Proof of Purchase” 

and should be emailed to your assigned EPA contact. The subject line should include, “DERA 2018 

School Bus Proof of Purchase –“, and the name of your organization. 

Section 9: Vehicle Delivery 

Selectees must take delivery of the new vehicle within eight months from the date of the selection letter 

and prior to submitting the payment request to EPA. New vehicles must meet the requirements 

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described in Section 3. Selectees must obtain documentation of proof of delivery from the vendor. Proof 

of delivery must be submitted to EPA with the Payment Request Form as described in Section 11. 

Section 10: Scrappage 

Each bus being replaced must be scrapped or rendered permanently disabled prior to the selectee 

submitting the payment request to EPA. Scrappage may be completed by the selectee or by a salvage 

yard, or similar service, provided all scrappage requirements are met and all necessary documentation is 

provided. The bus being replaced must be scrapped and permanently disabled by: 

1) Drilling a three inch by three-inch hole completely through the engine block; and 

2) Cutting the chassis rail in half. 

Past selectees have successfully used a three-inch hole-saw or a torch to create the hole in the engine 

block. 

Proof of scrappage must be provided with the payment request. Scrappage documentation must include 

JPEG images of the following with corresponding file names. Please append the last 4 digits of the bus’s 

VIN to the file name (e.g., SideProfile1234.jpg): 

Table 6: Scrappage Photos 

Photo File Name (insert last 4 digits of VIN for “####”) 

1 Side profile of the bus SideProfile####.jpg 

2 Vehicle Identification Number (VIN) label VIN####.jpg 

3 Engine plate showing the EPA engine family name EngineTag####.jpg 

4 Chassis rail cut in half Chassis####.jpg 

5 Engine block, prior to hole being drilled EngineBlockPrior####.jpg 

6 Engine block, after hole has been drilled EngineBlockAfter####.jpg 

Please see Appendix F for example scrappage photos. 

The selectee must also provide a letter on their letterhead or the letterhead of the salvage yard that 

performed the service confirming the scrappage requirements have been met. The letter must be signed 

by the salvage yard that performed the service, or, if the selectee performs the scrappage service 

themselves, the authorized representative listed on the application form. A template of the letter may 

be found in Appendix G. The letter must include: 

1) The date the buses were scrapped; 

2) A listing of the buses with engine model year and VIN; and 

3) The name and contact information for the entity that scrapped the buses 

The letter confirming scrappage should be scanned and saved in PDF format titled “Scrappage Letter” 

and emailed to your rebate contact. This letter should be sent with the JPEG scrappage photos. 

Equipment and vehicle components that are not part of the engine or chassis may be salvaged from the 

bus being replaced (e.g., seats, tires, etc.). The engine and chassis may be sold for scrap metal, provided 

that the bus is disposed of in accordance with federal and state requirements for vehicle disposal. 

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Section 11: Request for Payment 

Selectees must submit the following documentation to request reimbursement from EPA: 

• Payment Request Form; 

• Scrappage photos and letter for buses being replaced (see Section 10); 

• A copy of the invoice for the new bus; and 

• Proof of delivery of the new bus (e.g., dated bill of lading or delivery date on invoice) 

To request reimbursement, email the completed Payment Request Form, proof of scrappage for 

replaced buses, a copy of the invoice for the new bus, and a copy of the proof of delivery for new buses 

in PDF format as attachments to your assigned EPA contact. These documents must be sent no later 

than eight months after the date of the selection letter (see Section 7). The subject line should include, 

“DERA 2018 School Bus Payment Request and Scrappage – “, and the name of your organization. 

Section 12: Payment 

Once EPA has received and approved the selectee’s Payment Request Form and supporting 

documentation, EPA will issue the rebate funds electronically to the selectee. EPA anticipates the 

payment will be issued to the selectee within a month from when complete documentation is received 

by EPA. 

Section 13: Cancellation of Rebate Application 

If a selectee fails to submit all the required forms and other documents by the deadline, the rebate 

application will be canceled and any reserved funds may be offered to other applicants on the waiting 

list. EPA will notify the selectee prior to canceling any reserved funds. 

Section 14: Agency Contacts 

EPA will respond to questions from individual applicants regarding eligibility criteria, administrative 

issues related to the submission of the application, and requests for clarification about any of the 

language or provisions in the announcement through a “Frequently Asked Questions” document. 

Applicants may email written questions to: CleanDiesel@epa.gov. Please type “Rebate Application 

Question” in the subject line of your email. Questions and answers will be posted in the FAQ document 

at www.epa.gov/cleandiesel/clean-diesel-rebates. The deadline for submitting application questions is 

Tuesday, October 30, 2018. Selectees will be assigned an EPA contact to assist with any questions 

throughout the project period. 

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Appendix A: Rebate Timeline 

Table 7: Rebate Timeline 

October 1, 2018 2018 DERA School Bus Rebate Program opens. EPA begins accepting 

application submissions to CleanDieselRebate@epa.gov 

October 30, 2018 Deadline for submitting application questions to 

CleanDiesel@epa.gov helpline 

November 6, 2018, 

4pm Eastern Time 

Deadline for submitting applications 

January 2019 

(Estimated) 

EPA posts selectees and waiting list online and emails official 

selection letters to selectees 

April 2019 

(Estimated) 

Deadline for submitting copies of purchase orders for replacement 

buses to EPA (90 days after the date on the selection letters) 

September 2019 

(Estimated) 

Deadline for Payment Request Form and supporting documentation 

(8 months after the date on the selection letters) 

Within one month of 

receipt of complete 

Payment Request Form 

and supporting 

documentation 

EPA will process the payment and the selectee will receive an 

electronic deposit in the bank account associated with their SAM.gov 

registration 

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&EPA United staies Environmental Protection Agency 

National Clean Diesel Rebate Program 

0MB Number: 2060-0686 

Exp·ration Date: 31311'2019 

Rebate Appl1ca~ion 

Ap·plicant Information FundingYearl2018 ] Target Fleet !school Bus Rebate Type !Replacement 

Organization Name IAnytown Publlc School District I 

Address (No PO Boxes)! 1234 Main St I 

City IAnytown -j I County/Parish IAnyCou nty · II State ! IL BIi ZIP 112345 ·1 

Employer/Taxpayer No. [Efi!ll 112-345678.9 II DUNS Code 1123456789 11  Check iforga:rii.mtion i s a fede ~ 

1reco~nized lribsl government 

fEOgible Entity Information tor Private Fleet AppUcants On!.y {Public fleets sttou1<1 skip IIJis section) 1 I Privale fleet Offl1efS are able lo awlir fer Ulding fRlm Ille Naficml Oean Diesel Rebate Progam if the wehicle(s) or eqLipment. fer ..t,idit liming is being R!<Jlesled, I 

1""' etarenll!f con1racted or leased ID• ari eligible enlily. Am, eligb'e etntily is a federall. reiji,nal, slat~ lbcal. or tribal agency or port aihJrily with j,risdicii:m rnier I 

I ~ion or air qμ . For adtliliooal iafamation regarding p:ivale fleet app5;:al!lts and itile Ellfilies .• p ease r:efer lo the Program Guide. I I I 

: Etigible Entity Type , I Eligible Entity Name I Eligible Entity Location (County, State) 

ii l:1111 11 

:11 I By checking this box, I certify lhe fieet ofvehid e(s) or equipment, far which rebate fimds are being requested, meet the 

:IL_J requ·rernenls for private fieels as described above and in the terms and conditi.ons within the Program Guide. 

1------------------------------------------------------------------------------- 0riginal Vehic.le(s): See pg. 2 for additional rows to fist a total of 1.1p to 1 O bus€S for replacement 

Velhicle Identification Erigine Gross Diesel 8-Qine EPAEng:sie Annual Annual Annual Rebate 

Number (VIN~ Model Vehide Manufacture,- Fami&y Name" Miles Fuel Idling Project Type Amoont Year Weight Use HOUIS 

1 QAMAA9AXY1123456 2000 30,000 Engine Co .. YXXXOOCOOOOO 11.222 1,400 270 Replacemenl $20,000 

2 9AIIAAA9AXW1 123'1515 UIQQ 14,000 Engine Co. WXXXOOCOOOOD 13.000 1,500 200 Replacemenl $15,000 

3 Replacement 

4 Replacemenl 

5 Replacement 

. See Section 5 of the Program Guide for assistance 1n locating lhe 12 characte r EPA engmie 

family J'l:ame on the engine n:am1!pla.te I liotal Funds Requested! I $35,oooll 

By ohecl!ing this box, I C6tify lhat the vehicle(s), listed for replacement are 

operational and meet the eligib~ity requirements defined in the Program Gllide. 

By checking this box, I certify lhat the vehicie(s} l1sted wi be proper1y disposed 

of according to the requirements defined in the Program Glltde. 

I Total llllnlbe,-of Buses in :Fleet"1 140 

•~Fleets wi1h 101 or m ore bu:,,e:s m:ay 

submit up to two applic..tions, listing up to 

10 ~ buses J)~ applicatio:n 

✓ By S!ign·ng, I certify the statements and information provided in this applkation are true and accurate lo lhe best of my 

knowl'.edge. H selected for funding, I agree to provide tile required documentation and assurances necessary for funding_ 

F ding for the National Clean Dtesel, Rebate Program is subject to continuing federal, appropriations. 

Authorized Representative Name l!Jane Smilh 

Trtle !Transportation Director II Ema~ ljsmith@anytownschool.edu 11 IPhonell (12:3) 456-7890 

Authomed Regreserrlative Signature ~ I Date9128/201 s. .1 

Alternate Representative Name l!John Wilson 

TIiie IVice Principal II Ema~ IJwi1son,@anytownschool.edu II Phone j (12:3) 456-7891 

If sig~ eleclmnically, click "Submit by Emil" below and. allaoh_ vehicle tie., and r:egislration doc1s11enls. For pepetr sgiatures. ftease scan the signed rebate 

"l'flhcation and subm:I lo Cleao[Jj"5"18ebale@epa p with :td11c'e tiUe and l"QISrahm dooume:ats as described ,., this ftnl1ng OJ¥]fi>Jnily's f:uuam G;nde I Submit by Email I I Print Form 

11 

I 

I 

I 

I 

Appendix B: Sample Application for a Public Entity 

Jane Smith 

Page 13 of 25 
 

 

&EPA United states Environmental Proteciion Agency 0 'MB Number: 2060-0686 

National Clean Diesel Rebate Program Expiration Date: 3/3112019 

Rebate Application 

Ap;pl icant lnformati:on Funding Yearli2018 ! Target Fleet !school Bus I Rebate Type !Replacement I 

Organization Name IAnyl:own Transport Co. I 

Address (No PO Boxe:s),4321 Main St. I 

City IAnytowo II County/Parish IAflyCounty I stale I IL l:111 ZIP 112345 I 

EmployerfTaxpayer No. (EfilTINJ 1·12-345678.9 II DUNS Code 1123456789 ! IID Check if o,genization ,is a federally :reoo{ln~ed lribal governmen 

iEDIJible Etitll lnfocmatio foe ertvate E!leet 8'2D'litats Qol:i,: ceublic fleets should ski1i lllm sei.tica) l I Priwale fleet OM1.etS are ab.le la awl¥ far ilnding from Ille Naliooal Clean [];esel Rebate ~lhe ""'"icle(s) or eqtipment. far ltm:!l, ftn:ling is being reqaesled, I 

1 are <UJelllfr a:iniradBd or leased la an ei\gjble entity. Am, eligb'e emtily i,s a federal. regonal, sl , local. ..-1riball ~ oor pert auihorily with ;,nsdicfun awr 1 

I 1ranspcx:tafioo, oor air qμa!iy. FOi' adttition:al infannalion rE!Qil[ding priitale fleet a cants and illle entities. pease refer io !he Program Gllide. I I I 

I 

I Efigi:lle Entity Type I Eligible Entity Name ii Eligible Entity Locafion (County, State) 

: II Loe.al Govt/ Agency l:JI IAnytown Publlic Sdlool Diisbict I IAnytown, IL I 

: l{J By checking this bole, I cemfy Ille fleet o.f vehicle(s) or equipment, for which rebate funds are being requested, meet the 

: requ·rernents for private fleets as described above and in lhe terms and cond11ions within the Program Guide. [ _______________________________________________________________________________ Orig·nal Veh-cle{s): See pg. 2 for additional rows to ~st a total of up to 1 O buses for replacement 

Vehicle ldentilica1ion Erig. e Gross Diese.1 8-gine EPAEn~ e AnrMJal Annual Anooal Rebate Model Vehicle Fuel Idling Project Type Number (VIN) Year Weight Manufacturer Family Name" Mires Use Hours Amoont 

1 fJA!iAAAA!iAAXY1123456 2{)1)(] 30,000 Engine Co. vxxxaocoooaa 11.222 1,<100 27[) Replace men! $20,0011 

2 9AQAAA.9AXW1 1234515 UIOO 1<1,000 8-gine Co. WXXXDOCOODOO 13.000 1,500 2(][) Replace men! $15,000 

3 Replacemenl 

4 Replacemenl 

5 Replacemenl 

·•s-ee Section 5 oU he Program Guide for assistance in locating. the 12 character EPA engine I uotal Funds Requested I $35,oooil family name 001 lhe engine nameplate 

~ Yesl• I Does younchool! transportation provider have an idle reduction policy? I Total NLinllE!I" of Buses in A eet'7; 140 [Z] By 11 checking this box, I certify lhat the vehicle(s) listed for rq>lacement are 

operational and meet the eligibility requirements defined in the Program Guide. .. Fleets wi1h 101 or more bus-es may 

[Z] By checking this box, I cemfy lllat the vehicle(s) 11sted w im be property disposed sub mil ,up to two applications, listing LIP to 

of according to the requirements defined in the Program Guide. 1 D lfiff:el1fili buses per application 

Ap;plica1111t Signature lll.J By S!igning, I certify the statements and infonnation provided in this appl1cation are lrue and a~urate to Ille b est o.f my 

knowl'edge. H selected forfund1ng, I agree to provide the required documerllalion and assurances n ecessary for funding. 

Funding for the National Clean Diesel Rebate Program is subject to conliriuing federal! appropriations.. 

Aulhmized Representative Name [Jane Smi~h I 

Trtle !owner II Email ljsmi.th@anytowntransport.com I Phone l (123) 456-7890 I 

Aulbclizi::d Be11cezllia:liille Slgaalum -.::> I Date 9128/201 a 

Alternate Representative Name ~ ohn Wilson I 

Trtle !Assistant II Ema, liwilso:n@a:nytowntr:ansport.com I Phone l ( 123) 456-7891 I 

lff sign:ng eleclrcnically, click "Slubmil ll'J' Emil" below amd attach vehicle tir.e amd remsb;ation ,cxxumenfs, For pepeir s91abures. p'.ease scan !he signed rebiile 

application and stJtmt io Clearn[JjeseJReba!eCi)ep;,.gpy with IIEfljde litl'e and r,;gslralia:t do;mnents as desaribed in !his ftming •IJWllrttlnity's Progam GJjde, 

I Submit by Email I I PrintForm I 

Appendix C: Sample Application for a Private Entity 

Jane Smith 

Page 14 of 25 
 

 

 

 

 

 

 

 

 

 

 

Appendix D: Letter Template for State-Owned Buses 

[MUST BE PRINTED ON OFFICIAL LETTERHEAD OF THE STATE AGENCY THAT OWNS THE BUS LISTED ON 

THE APPLICATION] 

The [NAME OF STATE AGENCY THAT OWNS THE BUSES] owns the buses operated by [SCHOOL DISTRICT 

NAME]. The [NAME OF STATE AGENCY THAT OWNS THE BUSES] authorizes [AUTHORIZED APPLICANT 

REPRESENTATIVE NAME] to apply on behalf of [SCHOOL DISTRICT NAME] to the U.S. Environmental 

Protection Agency for the 2018 DERA School Bus Rebate Program to replace the buses listed on the 

application. 

[SCHOOL DISTRICT NAME] may apply to replace up to 10 buses owned by the state and operated by the 

[NAME OF SCHOOL DISTRICT]. [SCHOOL DISTRICT NAME] must submit the signed rebate application, 

the required documents as stated in the Program Guide, and this signed letter to be eligible for 

participation in the 2018 DERA School Bus Rebate Program. 

If selected to participate, [SCHOOL DISTRICT NAME] is authorized by the [NAME OF THE STATE AGENCY 

THAT OWNS THE BUSES] to proceed with all scrappage requirements as set out in the Program Guide. 

All other eligibility restrictions for the applicant, vehicles, and program requirements must be met as 

specified in the 2018 Program Guide. All eligible applications will be selected by a lottery system. 

[SIGNATURE OF THE AUTHORIZED REPRESENTATIVE OF 

THE STATE AGENCY THAT OWNS THE BUSES] 

[PHONE NUMBER OF THE AUTHORIZED 

REPRESENTATIVE] 

Page 15 of 25 
 

 

 

 

 

 

 

Appendix E: Rebate Application Checklist 

The following information is required for an application to be considered eligible to potentially receive 

funds through the 2018 DERA School Bus Rebate Program. 

Applicants must email the materials listed below to CleanDieselRebate@epa.gov by Tuesday, November 

6, 2018, 4:00 pm Eastern Time. 

 Confirm eligibility of applicant to apply (Section 2) 

 Confirm vehicle eligibility (Section 3) including: 

o School bus engine model year requirements 

o Operation specifications 

 Complete the rebate application posted on the Clean Diesel Rebates website 

o Complete vehicle information required on the rebate application for each school bus to 

be replaced 

o Include Dun and Bradstreet (DUNS) and Employer ID Number (EIN) 

o Provide name, title, contact information, and signature of the applicant’s authorized 

representative 

o Provide name, title, and contact information for an alternate representative who can be 

reached if the authorized representative is unavailable 

 Attach a scanned copy of the vehicle title and registration for each bus to be replaced. Note: A 

school bus with an active lien-holder does not qualify in this program 

 For public school districts applying with state-owned buses, attach a signed letter on official 

state agency letterhead (Appendix D) 

Page 16 of 25 
 

 

 

Appendix F: Sample Scrappage Photos 

1) Side profile of the bus - SideProfile####.jpg (Add last 4 digits of VIN in place of “####”) 

Page 17 of 25 
 

 

NUFACTURED BY 

AMl:RICAN TRANSPORTATION CORPORATION 

DA 7"E OF MANUFACTURE 05 MO. 01 YR. 

GVWR 16,034 KGS ( 35,350 LBS >¢::==:::::::=====:::::t 

GAWR FRONT 5,601 KGS ( 12,350 LBS) !·TH 

295/75R22 ~.G TIRES 14 PLY AT 

758 KPa ( 110 PSI) COLD 

RIMS 22 .5X9.00 AXLE SiNGLE 

GAWR REAR 10,432KGS ( 23,000 LBS ) WITH 

11R22.5H TIRES 14 PLYAT 

758 KPa ( 110 PSI) COLD 

R.IMS 22.5X8.25 AXLE DUAL 

THIS VEHICLE CONFORMS TO ALL 

APPLICABLE FEDERAL MOTOR 

VEHICLE SAFETY STANDARDS IN 

· EFFECT ON THE DATE OF 

Mt~NUFACTURE SH"OWNABOV . 

2) Vehicle Identification Number (VIN) label - VIN####.jpg 

Gross Vehicle 

Weight Rating (lbs.) 

17-character VIN 

Page 18 of 25 
 

 

WORT.ANT ENGIN~~ INFORM- ATION~· 'J 

,,.()fffANT MOTEUA INFORMATIONS ~ - NGtNE ~ANUF ACTURED BY: E ~~--~-:~ -;11~,.-1, 

IK)TEUR FABRIOUE PAA: . ·- "--/" ...... 

--~TIONAL TRUCK AND ENGINE CORPORAT ION 

I 

0 

-0-- - . 

0 

··• o> w 

- UI 

. -3 

,3 

~ . 

: 466 in3 

1.6 L 

1NVXH0466ANB 

CH230 

/ID'I. ew ~ - 230 @ 2300 

EMISSIONS CONTROL SYSTEMS 

DI. TC. ECM. CAC 

m11111m1111111111111111111r111 0 

N 

.~ ~1-------~-=--=c-===-'---- • 5 I11i EJQl: HAS II PlliMARY INTEtilED SERVICE 

·z 

-I 

. 

I> 

. m 

l ~ f ' 

l.ffl.DTIW AS A MEOI\Jlil FIEAI/Y-DUTY DIESEL 

BIJl ml OJfOOf,IS 10 U.S. EPA. CALIFORNIA; 

~J.11.N AIID. Hll CANADIAN HEAVY-OUlY DIESEL 

IEQUlkRi lfflXABlE FOH THE M'llliD MODEL 

IDJJ. !JI) IS ~If~ TO O"' TE ONIDIESEL FUEL; 

G fllTEUI A ETE PRltJCIPALE!JfNT CONCU EN TANT 

IJJU'J l«llEUI DIESEl ROOUSTE DE GAMME MOYENNE 

n m aif.ffll wi REGIMENTS DN-'EPA -', fi.lJJ. E-.U. H Ill CNOOA. APPLICAfllE~ . L'ANNEE 

!If IQlLf lflklff El EST C£RTIFIE OUR 

IK!mR Al.I " DIESEL. 

3) Engine tag - EngineTag####.jpg 

Engine model year 

12-character EPA 

engine family name 

Other engine family 

identification. 

Insufficient number of 

characters to be the 

12-character EPA 

engine family name. 

Do not use this ID on 

your rebate materials. 

Page 19 of 25 
 

 

' ~-.- ~ 

. ..· .. • - •  /- . ~ •,.,. 

.· . . ..;./ ~-- .... 

4) Chassis rail cut in half - Chassis####.jpg 

Page 20 of 25 
 

5) Engine block, prior to hole being drilled - EngineBlockPrior####.jpg 

Page 21 of 25 
 

6) Engine block, after hole has been drilled - EngineBlockAfter####.jpg 

Page 22 of 25 
 

 

 

 

 

 

 

 

Appendix G: Sample Scrappage Certification Letter 

[MUST BE PRINTED ON THE APPLICANT’S OR SALVAGE YARD’S LETTERHEAD] 

[DATE] 

The following bus(es) was/were disposed of according to Section 10 of the 2018 DERA School Bus 

Rebate Program Guide. The program requires that the bus being replaced must be scrapped and 

permanently disabled by 1) drilling a three inch by three-inch hole completely through the engine block; 

and 2) cutting the chassis rail in half. 

I confirm that the EPA scrappage requirements have been met. [NAME OF ENTITY THAT SCRAPPED THE 

BUS] performed the bus scrappage on [DATE]. The phone number of the organization is [PHONE 

NUMBER]. 

[BUS 1 VIN] [ENGINE MODEL YEAR] 

[BUS 2 VIN] [ENGINE MODEL YEAR] 

[SIGNATURE OF AUTHORIZED REPRESENTATIVE OF SELECTEE OR SALVAGE YARD REPRESENTATIVE] 

Page 23 of 25 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix H: Terms and Conditions 

Applicants are required to comply with the following terms and conditions. By signing the rebate 

application (see Appendix B for example), applicants certify that they have read and agree to the 

requirements of this document and the program terms and conditions. 

Use of Replacement School Bus 

The replacement school bus must be no more than one vehicle class size larger and operate in a similar 

manner and over similar routes as the bus it replaces. In addition, the selectee agrees that they will: 

• Register the replacement school bus as required by state law (if applicable); 

• Maintain vehicle insurance as required by state law (if applicable); 

• Not make significant modifications to the emission control system on the replacement school 

bus or engine; and 

• Be available for follow-up inspection of the school bus for three years after the receipt of the 

rebate, if requested by EPA or its designee. 

Ownership of Replacement School Bus 

Selectees must maintain ownership of the replacement school bus for three years after receipt of the 

rebate and the bus must primarily be used for transporting 10 or more preprimary, primary or 

secondary school students to schools or homes during that three-year period. If the replacement school 

bus is sold before the end of the three-year period or used for purposes other than described above, the 

selectee may be required to return up to the full amount of the rebate to EPA. The amount required to 

be returned is at the discretion of EPA, and will be determined on a case-by-case basis. 

Restriction for Mandated Measures 

Pursuant to 42 U.S.C. 16132(d)(2), no funds awarded under the 2018 DERA School Bus Rebate Program 

shall be used to fund the costs of emission reductions that are mandated under federal law. 

Restriction for Federal and Environmental Mitigation Funding Sources 

Federal funds for school bus replacements must not be used in combination with any other federal 

funding. In addition, funds awarded under this program may not be used to meet cost-sharing 

requirements for projects funded with environmental mitigation funds4

, and vice versa. 

Documentation Requirement 

If an applicant is selected, that selectee is responsible for providing the Payment Request Form and 

required supporting documentation to EPA. Selectees are responsible for maintaining copies of all 

submitted forms and documents, and EPA responses, for a period of three years after receipt of the 

rebate. 

EPA Responsibilities 

EPA will review rebate applications for eligibility within the timelines established in Section 7. EPA will 

promptly notify applicants that have been selected for rebates by email within 45 days of the close of 

4 For example, Volkswagen Environmental Mitigation Trust funds cannot be used to fund the same bus that is 

being replaced under this rebate program 

Page 24 of 25 
 

 

 

 

 

 

 

 

 

 

 

the open application period. EPA will also post a list of selectees and organizations on the waiting list on 

the Clean Diesel Rebates website. 

Disbursement of Funds 

EPA will issue rebate funds within a month of determining that a selectee has submitted a completed 

Payment Request Form and all supporting documents, including proof of scrappage of the replaced 

vehicle and proof of the new vehicle delivery or technology installation. If necessary, EPA may request 

additional documentation from a selectee prior to issuing funds if EPA determines that any required 

information is missing or incomplete. In such a case, EPA will provide the selectee with a reasonable 

amount of time to submit additional information. 

Emission Reductions Reporting 

EPA will use the vehicle information supplied by applicants to calculate emissions reductions 

attributable to the 2018 DERA School Bus Rebate Program for the purposes of program evaluation and 

reporting to Congress on the effectiveness of the program. 

Program Audit 

EPA will conduct random reviews of selectees to protect against waste, fraud, and abuse. As part of this 

process, EPA, or its designees, may request copies of rebate documents from prior selectees who have 

received rebates, or may request documentation from current selectees to verify statements made on 

the application and payment forms. EPA, or its designees, may also conduct site visits to confirm 

documentation is on hand and that replacement buses are still in service. Selectees are expected to 

comply with site visit requests and recordkeeping requirements and must supply EPA with any 

requested documents for three years from date of rebate issuance, or risk cancellation of an active 

rebate application or other enforcement action. 

Record Retention Requirements 

Selectees must retain all financial records, supporting documents, accounting books and other evidence 

of Rebate Program activities for three years after receipt of the rebate. If any litigation, claim, or audit is 

started before the expiration of the three-year period, the recipient must maintain all appropriate 

records until these actions are completed and all issues resolved. 

Page 25 of 25