Clean School Bus Rebates: Close Out Form

This page provides information on the Close Out Form to be used by selectees that were awarded funding; received delivery of new replacement buses and (if applicable) related electric bus charging infrastructure; and appropriately scrapped, donated, or sold their old buses.
 

Funding Opportunity Deadline
2022 Rebates October 31, 2024, 4:00 p.m. ET
2023 Rebates May 29, 2026, 4:00 p.m. ET

EPA will consider extension requests for the Close Out Form on a case-by-case basis and may grant extensions if sufficient justification is provided. Please email cleanschoolbus@epa.gov with your 2022 CSB Rebate Program Close Out Form extension request after July 1, 2024, including the justification for the extension and the date by which you anticipate being able to submit your Close Out Form. The deadline to submit an extension request is October 1, 2024, 4:00 p.m. ET. EPA currently expects to review and approve/deny all 2022 CSB Rebate Program Close Out Form deadline extension requests by October 24, 2024. Any questions about clean school bus deployment topics, such as school bus basics (electric, propane, and CNG), charging equipment, utility connections, bus performance, and operational considerations like routing and maintenance, can be directed to the Joint Office at CleanSchoolBusTA@nrel.gov for free assistance with working through these questions promptly.

Applicant Dashboard Rebate Forms

To submit a Close Out Form or view records of your submitted Application and Payment Request Forms, go to the applicant dashboard.

On this page:

Who Can Submit a Close Out Form?

  1. Only selectees that were awarded funding based on their Clean School Bus rebate application; received funding based on their approved Payment Request Form; and have taken delivery of buses, installed electric bus charging infrastructure (if applicable), and replaced their old buses can submit a Close Out Form.
  2. Check the System for Award Management (SAM.gov) to ensure your organization is actively registered as an entity. Selectees must maintain an active SAM.gov entity registration, including annual renewals, throughout the project period that ends in October 2024.
    1. Note: An individual user account on SAM.gov is not the same thing as an organization’s entity registration.
    2. Review all SAM.gov entity registration information for accuracy, including bank accounts, addresses, the Unique Entity Identifier (UEI), and Points of Contact.
  3. Only individuals with email addresses listed as one of the following Points of Contact (POC) under an active SAM.gov entity registration will have access to create, edit, save, and submit a Clean School Bus Rebate Close Out Form:
    1. Electronic Business POC
    2. Alternate Electronic Business POC
    3. Government Business POC
    4. Alternate Government Business POC
  4. Individuals listed as SAM.gov POCs will be prompted to use login.gov when accessing the Close Out Form. They must use the same POC email address listed in SAM.gov for their login.gov account. Depending on whether they have used login.gov before, they may be prompted to create a free login.gov account.

What Information Do I Need to Complete the Close Out Form?

Before starting the application, it is helpful to have the following information at hand:

  1. The 12-character SAM.gov UEI for your organization
  2. Contact information for your organization, old and new bus owner(s), infrastructure owner(s), infrastructure supplier(s)
  3. Final invoices and proof of delivery (e.g., dated bill of lading) for all new buses and infrastructure
  4. Current fleet size and number of electric school buses in current fleet
  5. Old Bus annual idling hours and odometer reading
  6. Proof of old bus scrappage (destroyed engine and chassis rail with VIN number, and letter from scrap yard/entity that scrapped buses)
  7. New Bus specifications and costs: including new bus VIN, EPA vehicle family, fuel type, model, model year, bus delivery date, GVWR, annual mileage estimate, annual idling hours (propane or CNG), fuel consumption (propane or CNG), range (EV), bidirectional charging capability (EV), battery capacity (EV), and auxiliary heater type (EV)
  8. New EV Bus battery and powertrain warranty information
  9. Photo of each New Bus showing VIN number
  10. Photo of each installed charging pedestal or equipment
  11. Non-EPA school bus and infrastructure funding information including type, funding source and dollar amount (if applicable)
  12. Electric bus charger information (type, manufacturer, model, maximum output power, year of manufacture, number of plugs, bidirectional charging capability)
  13. All costs associated with infrastructure, including charger purchase and installation, and other eligible infrastructure costs
  14. Address where infrastructure was installed

Where Can I Get Help?

  1. If your organization has a finance office, they may be familiar with your organization’s entity registration status on SAM.gov. For assistance with SAM.gov registrations, please first review the SAM.gov help page. If you need further assistance, reach out to the Federal Service Desk (FSD). FSD is the only official and free government resource for assistance with SAM.gov. Please exercise caution with other websites that claim to assist with SAM.gov registrations for a fee.
  2. Review Sections 9 and 10 of the 2022 Clean School Bus (CSB) Program Guide (pdf) (1.1 MB, May 2022, EPA-420-B-22-025) for information on the scrappage, sale, or donation of old buses and the Close Out Form. Be sure to carefully review Appendix C of the Program Guide for additional terms and conditions of the 2022 CSB Rebates. Additional information on completing the Close Out Form can be found in the Close Out Form User Guide below.
  3. For questions on accessing and using the Close Out Form, please first review the User Guide below. If you have questions after reviewing this information, contact cleanschoolbus@epa.gov.

User Guide for Close Out Form

Clean School Bus

Contact Us About Clean School Bus Program Funding
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Last updated on June 18, 2024