Clean School Bus Rebates: Payment Request Form

This page provides information on the Payment Request Form to be used by selectees that were awarded funding and now want to request a rebate payment for new replacement buses and related electric bus charging infrastructure.

Funding Opportunity Deadline
2022 Rebates April 28, 2023, 4:00 p.m. ET
2023 Rebates November 29, 2024, 4:00 p.m. ET

2022 CSB Rebate Selectees must submit their payment request form by their approved extension date or request an additional extension by submitting sufficient justification to cleanschoolbus@epa.gov.

EPA will consider extension requests for the Payment Request Form on a case-by-case basis and may grant extensions if sufficient justification is provided. Please use the Change Request Form in the Applicant Dashboard to submit your 2023 CSB Rebate Program Payment Request Form extension request after August 1, 2024, including the justification for the extension and the date by which you anticipate being able to submit your Payment Request Form. The deadline to submit an extension request is November 1, 2024, 4:00 p.m. ET. EPA currently expects to review and approve/deny all 2023 CSB Rebate Program Payment Request Form deadline extension requests by November 22, 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 Payment Request Form, or view a record of your submitted application, go to the applicant dashboard.

On this page:

SAM.gov Registration

SAM.gov registration is required to apply to the CSB Rebate Program. Learn more. EPA recommends logging into your SAM.gov account every couple months to maintain an active account.

Who Can Submit a Payment Request Form?

  1. Only selectees that were awarded funding based on their Clean School Bus rebate application can request a rebate payment for new replacement buses and related electric bus charging infrastructure (if applicable).
  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 April 2026.
    1. Note: An individual user account on SAM.gov is not the same thing as an organization’s entity registration
    2. Note: If an entity other than the school district is applying on behalf of that school district, the SAM.gov-registered entity that is listed on the application as the primary applicant will be the same entity that will receive the funds if selected. EPA can only provide funds to the SAM.gov-registered entity that is listed as the primary applicant on the application. Selectees are responsible for ensuring their SAM.gov account remains up-to-date and all information in the SAM.gov account, including points of contact and bank account details, is accurate.
    3. 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 payment request or application:
    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 Payment Request 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 Payment Request 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. If your organization’s active SAM.gov entity registration includes multiple bank accounts, you will also need to know the 4-digit Electronic Funds Transfer (EFT) Indicator associated with the bank account you want funds to be disbursed to
  2. The buses from you submitted application to be included on this Payment Request Form and the associated purchase orders (to confirm buses, review your submitted application accessed from the Applicant Dashboard)
  3. The primary contact information for your organization
  4. Purchase Order number and date
  5. Purchaser information including name, address and phone number
  6. Vehicle/equipment vendor information including name, address and phone number
  7. Estimated remaining life of old buses to be replaced
  8. The 7-character National Center for Education Statistics (NCES) District ID for the school district the old bus primarily served during the 2022-2023 school year
  9. New bus information including make, model, model year, gross vehicle weight rating (GVWR), estimated delivery date, and purchase price
  10. Electric bus charging infrastructure information (if applicable), including number of Level 2 chargers and hardware costs, number of DC Fast chargers and hardware costs, and other eligible charging infrastructure costs described in Section 4 of the 2022 Clean School Bus (CSB) Rebates Program Guide (pdf) (1.1 MB, May 2022, EPA-420-B-22-025)
  11. File(s) containing image(s) of the purchase order on vendor letterhead. Acceptable file formats include .pdf, .png, .jpeg, and .jpg.

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 Section 8 of the 2023 Clean School Bus Rebate Program Guide (pdf) (1.1 MB, May 2024, EPA-420-B-24-034) for information on the Payment Request Form, Purchase Order, and Payment. Additional information on completing the Payment Request Form can be found in the Payment Request User Guide below.
  3. For questions on accessing and using the Payment Request Form, please first review the User Guide below. If you have questions after reviewing this information, contact cleanschoolbus@epa.gov.

User Guide for Payment Request Form

Purchase Order and Sales Order Document Examples

Linked below are two annotated examples of purchase and sales order documents that have been accepted. Example 1a and 1b represent a submission that has the required information split across two documents, while Example 2 has all of the required information on a single document.

Clean School Bus

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Last updated on November 8, 2024