Clean School Bus Program
Purchasing and Invoice Documentation
Guide
4% United States
Environmental Protection
Agency
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Clean School Bus Program
Purchasing and Invoice Documentation
Guide
Legacy Emissions Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
NOTICE
This technical report does not necessarily represent final EPA decisions or positions. It is
intended to present technical analysis of issues using data that are currently available.
The purpose in the release of such reports is to facilitate the exchange of technical
information and to inform the public of technical developments.
United States
Environmental Protectio
^1 M *Agency
EPA-420-B-26-008
March 2026
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Table of Contents
Summary 2
Details to Include on Purchasing and Invoice Documents 3
Purchase Order/Sales Order 3
Invoice 4
Vehicle Title 4
Proof of delivery 4
Checklists 6
Visual Examples of Accepted Documents 12
Appendix A: Example Purchase Orders 13
Vehicle Examples 13
Infrastructure Equipment Examples 16
Appendix B: Example Invoices 18
Vehicle Examples 18
Infrastructure Equipment Examples 22
Appendix C: Additional Documentation 27
Vehicle Title 27
EPA Engine Family Number 27
Proof of delivery 28
Appendix D: Guidelines and Regulations 30
1
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Summary
This Clean School Bus (CSB) Program Purchasing and Invoice Documentation Guide is designed
to assist funding recipients with ensuring that documentation for eligible project costs have the
appropriate information to facilitate necessary review by the U.S. Environmental Protection
Agency (EPA), and to support recipients with proper recordkeeping for audits. This guide is
intended to cover both CSB rebate and grant programs and provides several checklists. These
checklists are voluntary and are not required to be submitted as part of the funding program's
paperwork; however, they may be useful resources to ensure that each document has the
relevant information. Certain programs have specific invoice and purchasing documentation
requirements. Funding recipients should always check the Notice of Funding Opportunity
(NOFO) or program guide and terms and conditions of their funding opportunity to determine
what items are needed as a program requirement or in case of an audit.
Note that while this guide is focused on purchasing documentation and invoices, funding
recipients should reference their program terms and conditions for other project
documentation requirements, such as vehicle scrappage, and other project close out
documents. Please contact the EPA project officer or the CSB Helpline
(cleanschoolbus@epa.gov) if additional assistance is needed.
Additional resources can be found on our website:
• Clean School Bus Program:
o https://www.epa.gov/cleanschoolbus
• CSB Rebates Past Program Documents:
o https://www.epa.gov/cleanschoolbus/clean-school-bus-rebates-past-program-
documents
o Use the Search feature on this page to look for previous Program Guides or the
Document Type arrows to find them.
• CSB Rebates Program Questions & Answers (Q&A) Documents:
o https://www.epa.gov/cleanschoolbus/clean-school-bus-rebates-past-program-
documents
o Use the Seach feature on this page to look for previous Q&A Documents or the
Document Type arrows to find them.
• CSB Grant Program NOFO:
o https://www.epa .gov/clea nschoolbus/clea n-school-bus-progra m-grants#2023-
notice-opportunity
• CSB Grant Program Q&A Documents:
o https://www.epa.gov/cleanschoolbus/clean-school-bus-program-grants#Q&A
2
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Details to Include on Purchasing and Invoice Documents
The following list of documents are required to either be submitted under a CSB rebate or
retained for a grant program.1 Specifically, funding recipients in the CSB Program typically
submit or retain purchase orders/sale orders, invoices, and documentation specific to EPA-
funded equipment such as vehicle titles and proof of delivery. The key information to include on
each of these types of documents is listed below. This information is a combination of best
practices and program requirements. Please refer to the NOFO or program guide for that
funding opportunity or contact the EPA Project Officer or CSB Helpline
(cleanschoolbus@epa.gov) if additional assistance is needed.
Purchase Order/Sales Order
• Document is on dealer/vendor letterhead
• Document is clearly labeled as 'purchase order' or 'sales order'
• Document(s) includes:
o Date order was placed (Note: Order date cannot pre-date the date of selection
notification for rebates or the date of award for grants)
o Estimated date of delivery
o Purchaser name, address, business phone number
o Dealer name, address, business phone number
o Signatures of purchaser and seller
o Vehicle make, model, model year, fuel type, Gross Vehicle Weight Rating (GVWR),
purchase price
o Eligible infrastructure (if needed)2
¦ Make, model, model year, quantity
¦ Any warranty, training, and consulting costs
¦ Installation quote and purchase price
o EPA Vehicle Family or California Air Resources Board (CARB) Certification for each
vehicle (refer to Appendix D for visual example)
o Americans with Disabilities Act (ADA) authorized equipment expenses
o Telematic hard/software affixed to vehicle
o Additional costs, such as personnel or contract work
1 While documentation are not required to be submitted to EPA under the CSB grant program, grantees are
required to retain documentation of their purchases and they must be made available to EPA upon request
per 2 CFR 200.337.
2 Note: Infrastructure may be included on a separate purchase order/ sales order from the newvehicle(s).
3
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For visual examples of purchase orders/sales orders that include the information outlined
above, refer to Appendix A.
Invoice
• Document is on dealer/vendor letterhead
• Document is clearly labeled as 'invoice'
• Document(s) includes:
o Dealer or place of purchase name, address, business phone number
o Dollar amount of each vehicle or piece of equipment
o Short description of each line item (make, model, model year, fuel type, Vehicle
Identification Number (VIN), GVWR)
o Additional costs such as personnel or contract work
o Signatures of purchaser and seller
o Date order was placed, date invoice was signed
o Date of delivery
o Eligible infrastructure (if needed)3
¦ Make, model, model year, serial number, quantity
¦ Date of service or equipment delivered
¦ Vendor information
¦ Itemized list of services performed
¦ Itemized list of supplies used for installation services
For visual examples of invoices with the information outlined above, refer to Appendix B.
Vehicle Titles
• VIN
• State
• Model Year
Proof of delivery (may include but is not limited to)
• Date of delivery
• Shipping or installation address
• Original order information
• Signature of purchaser
• Shipping company information
• The above information can be included on documentation such as:
3 Note: Infrastructure may be included on a separate invoice from the new vehicle(s).
4
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o A dated Bill of Lading that matches delivery information
o Delivery receipt
o Invoices with equipment delivery information
o Email confirmation from an equipment vendor
For visual examples of Vehicle Titles and Proofs of Delivery with the information outlined above,
refer to Appendix C.
5
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Checklists
The following checklists are intended to serve as a resource for funding program recipients to
ensure purchasing documentation (e.g., purchase orders) and invoices provide information to
facilitate the EPA review. The checklists reflect relevant Federal regulations (i.e., 2 CFR Part 200),
program guides and NOFOs for the CSB Program.4 While some of the checklist items may not be
required for all funding programs, using the relevant checklist can make sure that a purchasing
document and invoice is informative and complete, which assists the EPA with the approval
process and conducting program oversight. The use of these checklists is optional, and they do
not need to be submitted to the EPA or the EPA Project Officer.
Purchase Orders
1. Is this document clearly labeled as a purchase
order or sales order and on the dealer's/vendor's
letterhead?
Is the dealer/vendor's name, address, and business
phone number clearly stated?
Is the purchaser's name, address, and business
phone number clearly stated?
• If the purchaser or address is different from
the entity receiving the vehicle (e.g., school
district), then please ensure this is made
clear with the receiver's name, address, and
business phone number.
Does the document include signatures from both
parties?
1. ~
Document letterhead: ~
Vendor's contact information with
phone number: ~
Purchaser's information: ~
Signatures: ~
2. Does each vehicle or piece of infrastructure have a
description?
Descriptive information to include for vehicles
eligible for project funding:
Make
Model
Model year
2. ~
Vehicle description items: ~
4 Please refer to the Resources section at the start of this document for Links to the CSB NOFO and program
guides.
6
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- GVWR
Quantity
Fuel type
Price
Additional equipment like ADA
authorized equipment expenses or
telematic hard/software affixed to
the vehicle. This should be clearly
visible as a separate line item.
Descriptive information to include for infrastructure
Infrastructure description items: ~
eligible for project funding:
Make
Model
Model year
Serial number
Quantity
kilowatt (kW) power
Level of charger
Does each vehicle or piece of infrastructure
Price description items: ~
equipment have a clearly described price?
Descriptive information to include for each price:
Dollar amount
Tax
Separately list prices for:
• Delivery fees
• Warranty
• Training costs
• Consulting fees
• Any other EPA-funded cost
3. Are there dates for:
3. ~
Estimated date of delivery?
Estimated date of delivery: ~
Date the order was placed? *Note:
Date of order placement: ~
This cannot predate the date of
selection notification for rebate
recipient, or the award date for
grantees*
7
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4. Ensure any additional documentation required
under the funding opportunity in a readable format.
Submit the documentation or hold it for review upon
audit based on guidance from the applicable
program guide or the EPA project officer. Examples
of additional documentation include:
Request for deposits or advanced
payments
Paid checks
Request for Proposals
Letters of approval or agreement for
contractual purchases
Engineering plans
Technical specification sheets
Agreements with utilities (where
applicable for Electric Vehicle Supply
Equipment (EVSE) installation)
Warranties
4. ~
Request for deposit: ~
Paid checks: ~
Request for Proposals: ~
Letters of approval: ~
Engineering plans: ~
Technical specification sheets: ~
Agreements with utilities: ~
Warranties: ~
5. Submit all required documentation as needed to
the respective digital platform for the funding
program. If unsure about how to submit these items,
please contact the EPA Project Officer or the CSB
Helpline. The use of this checklist is optional, and it
does not need to be submitted to the EPA.
5. ~
8
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Invoices
1. Is this document clearly labeled as a purchase
order or sales order, on the dealer's/vendor's
letterhead?
1. ~
Document letterhead: ~
Is the dealer/vendor's name, address, and business
phone number clearly stated?
Contact info with phone number: ~
Is the purchaser's name, address, and business phone
number clearly stated?
Purchaser's information: ~
• If the purchaser or address is different from
the entity receiving the vehicle (school
district), please ensure this is made clear with
the receiver's name, address, and business
phone number.
Does the document include signatures from both
parties?
Signatures: ~
2. Does each piece of equipment (e.g., vehicle or
charger) have its own line or is it clearly indicated
that a line includes multiple pieces of equipment?
2. ~
Does each line have the following information to
describe vehicles listed on an invoice?:
Make
Model
Model year
- GVWR
Fuel type
- VIN
Price
Additional equipment like ADA
authorized equipment expenses or
telematic hard/software affixed to the
vehicle
Vehicle description items: ~
Does each line have the following information to
describe infrastructure?
Make
Model
Model year
Serial number
Infrastructure description items: ~
9
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Quantity
kW power
Level of charger
Price
Does each vehicle or infrastructure include the
following information to describe price?
Price description items: ~
Dollar amount for each vehicle and
charger
Tax
Delivery fees
Any discounts
Warranty
Training costs
Consulting fees
Any other EPA-funded cost
3. Is there a signature for the purchaser and a
3. ~
signature for the seller? Are the names and
companies of each person clearly labeled?
4. Are there dates for:
4. ~
Delivery/installation?
Invoice signature?
Delivery/Installation: ~
Original order placement?
Invoice Signature: ~
Original order placement: ~
5. Ensure any additional required documentation is in
5. ~
a readable format, per NOFO or funding opportunity
program guide or terms and conditions. Follow the
program specific information for what
documentation to submit and what documentation
to retain for review upon audit.
Examples may include:
Proof of delivery (see Proof of delivery
section on page 4 for more details)
Proof of delivery: ~
Title and registration of new vehicle
Any changes in the vehicle(s) replaced
Title/registration: ~
10
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Scrappage documentation or
sale/donation documentation for
vehicle(s) replaced
Any vehicle changes: ~
Scrappage documentation: ~
6. Submit all required documentation as needed to
the respective digital platform for the funding
program. If unsure about how to submit these items,
please contact the EPA Project Officer or the CSB
Helpline. The use of this checklist is optional, and it
does not need to be submitted to the EPA.
6. ~
11
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Visual Examples of Accepted Documents
The following appendices provide examples of purchase or sales orders and invoices as a
visual point of reference for information to include on each type of document. Please note
that some information within these documents has been redacted. Additional annotations have
been added to point out the specific information outlined in the checklists included in this
guide.
All pertinent information (price, make, model) should be clearly legible and typed. However, the
EPA recognizes that the nature of some invoicing documentation requires that handwritten
notes or signatures are used to denote a completed transaction for equipment or services. In
such instances, the EPA will review this documentation and may communicate with the
recipient point of contact for further clarification or documentation.
Appendix A: Example Purchase Orders
Vehicle Examples
Infrastructure Equipment Examples
Appendix B: Examples Invoices
Vehicle Examples
Infrastructure Equipment Examples
Appendix C: Additional Documentation
Vehicle Title
EPA Engine Family Number
Proof of Delivery
Appendix D: Guidelines and Regulations
12
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Appendix A: Example Purchase Orders
Vehicle Examples
This purchase order is on the dealer's
letterhead, the address arid contact
information for the school is providedand an
estimated delivery date is provided.
~School Bus Purchase Order
For
chool District, EPA Clean School Bus Awardee 2022
Address:
Phone Number:
PO Date:
PO Number:
Bus Model:
Capacity:
GVWR:
Quantity:
F.O.B.:
Features:
Terms:
Delivery:
Dealer Installs:
(lncl. Parts & Labor)
December 12, 2022
2024
77p
32,0001b
5 (five)
Meets all Federal Motor Vehicle Safety Standards.
Meets all Wisconsin Trans. 300 requirements.
Equipped per attached specification.
Payment in full at time of delivery.
License and title fees are included in price.
Estimated Summer 2023
Lettering and Fleet Numbers
Price (Qty 5): $ 119,985
Grand Total: —S 599,925
NOTE; SpectfioaBcffc and pricing shewn here were lr e?ect st :Fne of quote, n iseplng with its policy of continual
SMcfllcaUDTE ana pitting *
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3 Order
CHANGES TO AW ITEM OB PRICE MUST BE
mmomo before shipping. for pq
TERMS
aCOMDITK
PO# MUST BE ON MA I MVOCeS MAIL *1,
invoices to mmsm movw, packing
SLIPS
IKEQUIBED ON ALL SHIPMENTS.
Tojwf sofoitewNS
OflTC Of
P.O. 1Mb: IW27/2D22
P.O. Issued To.
Questions ? See PC
Location Twnspoftifc^t
ftopct:
Reference-: L &A> } 7-psngr buses. qfy 25
Bet:
Ship To:
VeWcM ?
AMn;
WOT 023
Acceuftt:
Award Numfcer:
««»«
ffTTrwilSr
TSSipSir
^3fra_=B_^_T_p-
cfflrtflHonsl sfpi® ®chxrf to *tth 3-pmw
174.<5B.M 4.361 ,*?1 BO 367. OM 0
3.1*3 M
Ford Gcckis 7.3L V8 f^jpssw engine mat & y*ar umrtiKed mNr waruBft,
Feud SRtiu :.'i ;¦u.rvss j>t *sr: 5 v*2-unlimdEdsrie warranty
from m# ffsif tajslisad sin# ctasri AC wtfe skit cxindiwiHsri.
aWffi 31,590
m LED !$»»« Lwggsp en toft «ta« of sw eu»
Pnc« imsss ss» ba«, metehng tax.
ESwwiwl DttHwiy B«r 12 monffia frem PO date
SpM«H>Olniliuettoni:
EPAO»n 9eii«
1 on 10-28-22
This purchase order is on the
dealer's letterhead, the contact
information for both the school
and dealer are provideditem
details like quantity, make, model
and unit price are provided, and
there is a signature at the bottom.
APPRO* SIGNATURES:
i
NOTES.
i-Total:
¦ ¦: Y
Tolal Amount
Buyer
Qrfl« Via;
4*1,47, M
IJITII
amliii
Wlillff
Email
)R CUrr
14
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SALES ORDER
Date: 12/13/2022
SALESPERSON
P.O.#
SHIPPED VIA
F O B. POINT
TERMS
DELIVER
NET
1 1
QTY DESCRIPTION AMOUNT
(5) 2024^
B FUEL TYPE: ELECTRIC, BUS GVWR: 33,000 LBS,
$374,976.00 per unit
$1,874,880.00
DELIVERY ETA: February/March & November/December 2023
This sales order is on the dealer's
letterhead, the billing and shipping
information are provided, and specific
item details are provided like quantity,
make, model, fuel type, GVWR, and
price per unit.
SUBTOTAL
$1,874,880-00
REMIT PAYMENT TO:
TOTAL $1,874,880.00
SALES TAX
BALANCE DUE $1,874,880.00
Thank you pr your business!
QUESTIONS?
MAILING ADDRESS
PHYSICAL ADDRESS
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Infrastructure Equipment Examples
exompi.
Fmnll
or mail to sfcovt »dd ress.
PO wr^t^r hp r>r sS Hneurrwsflrlfi
Project CATEGORICAL
Date Required: 04/21/2023
Award Number:
Lit©
Qiy Unit Pari#
Descriptor
UrHIFYtce
E*terwftd
Twt
Freight
1
1 EA
lY DC Chaeger - JOkW
45,25900
46,250.00
0.00
0.00
Nlakcii
Modctj
r.stiTnaS^^WI^^K: tt/2W2ftX5
This purchase order is on the dealer's
letterhead, the contact information for both
the dealer and school are provided, specific
item details for chargers are included like
quantity\ make, model, and estimated delivery
date, and a signature is at the bottom.
45,259.00
APPROVAL SIGNATURES:
Freight:
~ o 'tio
46.259 DO
16
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Dfi-i'
This sales order is on the dealer's
letterhead, specific item details are
provided like quantity, make, model,
and price per unit, and signatures for
both the dealer and school are
provided at the bottom.
Congratulations on balng $©tec<«l tor funding torn the EPA Clwn School Bw 2022
purchase alMneetifc achool buees, charging tSatton units and aflglbie ctiargin§
Ontahalfc ~
document Is to confirm ft# s
Charflir makcidMp
Chargaf modal: DC Wallbac 1PH 2®8fi4Ct¥ (CCS)
Quantity. 2
l pnoo (per unit); IU A23 0C
Program, to
lit de business with you The purpoaa of this
The price reflected In the purchase oniui^—2022-12-20, is final. The prtce listed above only
appltos to the 2022 EFA Clean School Bus Rebate Program and will not apply to futon year* of the program,
The OfctRiMUKl (Mvwy vJtrto fui iitistf rfiarglrii) rtpfign units Is 2023-04-1?,
Ptefltfe not# fiat not ar- eligible i-friWvcure expense unttar thttCttan
Rabate Program guideline#, Therefore. It i« our pleasure lo offer tils amrmm
for 1-year from iM»rv» data of #1# vahide and ehafgifi g station unit
free,
auiiofteetf repfsssntatt¥#s
that this documant owisllutes e sain transaction t
This letter lias been acknowledged and Is hereby algnsd by
w
signalofy)
Pab-WYY»DD)
L
ailttarizad aignataiy)
M3/ol/f5
(Oat# - WYY-MM-DD)
\
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Appendix B: Example Invoices
Vehicle Examples
This purchase order is on the dealer's
letterhead, the address arid contact
information for the school is provided, and an
estimated delivery date is provided.
~School Bus Purchase Order
For
chool District, EPA Clean School Bus Awardee 2022
Address:
Phone Number:
PO Date:
PO Number:
Bus Model:
Capacity:
GVWR:
Quantity:
F.O.B.:
Features:
Terms:
Delivery:
Dealer Installs:
(lncl. Parts & Labor)
December 12, 2022
2024
77p
32,0001b
5 (five)
Meets all Federal Motor Vehicle Safety Standards.
Meets all Wisconsin Trans. 300 requirements.
Equipped per attached specification.
Payment in full at time of delivery.
License and title fees are included in price.
Estimated Summer 2023
Lettering and Fleet Numbers
Price (Qty 5): $ 119,985
Grand Total: —S 599,925
NOTE; SpectfioaBcffc and pricing shewn here were lr e?ect st :Fne of quote, n iseplng with its policy of continual
SMcfllcaUDTE ana pitting *
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Invoice#
October 5, 2023
Bill To
PO#J
U214
Body
VIN
Item Description
Amount
F541858
lOne
ft Propane
$126,924.00
1 1
j EPA Credit
-$30,000.00
F541859 j
One(l) 202
ft Propane
$126,924.00
^ZZZZJ
EPA Credit
-$30,000.00
F541860
One (1) 20"
•Propane
$126,924.00
1
1 EPA Credit
$30,000.00
Subtotal
Tax Rate
Amount Due
$290,772.00
0.00%
$290,772.00
Make all checks payable td
The address for Billing as listed above will also be used for titling unless otherwise specified. If there Is any error with
the information as listed, please notify us to correct it. Please update Information that Is out of date or In error so
that delivery can be done expeditiously. If a llenholder Is necessary on documents/title, please riotifiy us before
delivery Is scheduled.
If you have any questions concerning this invoice, use the following contact information:
Thank you for your buslnessl
Page 2 / 2
- +
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PRODUCT)*}:
«tW VCH ICU - UNIT#: 265/3 7
*-MAKE-MODEL
sEfttrtLwiWftca Gvwii odomekji ajLOR bootstvle
WfcSYAX
HftCE
ELtcmre ftt/s
i3.'3W Yeltow
Vdiirie- Price
MO
Smioijio
QfilRKT OPflOWS
ND
$S2,72BXar
add&eml pa#e$, subject to (he ancepaf»» of sWs **f«jneftt tnr Seler, puovin^ !o the te*ms and
con&Sons 00 shis pitfi a.nd (be tolwuvnjt Add'tonel rerros and Condliom. Eu^c-r atitnowte^as
t^>M6'jyc?has reortwdand raid both lihi page andalof the Md t ktu? Tom sand Cam dtKms
lids Agreement cancels and sgoef&edei any pri-or vr-dwdancSnfi <* agreements reiem*k«B, spectfeattenv terms other arranEerntrts are to he retted upon by H-iyee,
they mint he *ft wwtfctf and spreiftca^- IdsnOJcd relerenced in the, Agreement; othavdse,
they iid not he ba>diri on on antarccahk- aRair.it Srfer. There are no wnvrtlen, c-uJ afmcfncnb
fectareen tit pal!i
Dale
Fw t-1 l-aJ-zass 0
PRODUCT^ PURCHASE PRICE
420,829.00
SALES TAX
OOtl
TIRE TAX
* a 00
FEDERAL RETAIL EXQSt TAX
~ 0.00
Total purchase price
420,529.00
LESS TOTAL NET TRAOE-fN
AtlOWAKCE
a 00
LESS CASH DOWN PAYMENT
Jss.otmoO
IWtMO BALANCE
25.S2&O0
y'tfiy,- ; 1 .1 y " 1 -1.1 T :¦
A£
-------
For Parts and Accounting
Phonal
Fail
Invoice
Dal#
Invoice #
7/23/2023
S.O. No.
P.O. No.
Terms
Ship Via
Mileage
Unit/Body#
VIN#
Nel 30
Item
New Bus ¦ Ne
Description
2023(
EU3CTRIC SCHOOL BUS
59 PASSENGER CAPACITY
PLEASE REMIT PAYMBNT TO
Ordered
Backordered
Invoiced
Rate
398,1S2. Of)
Amount
39S.1S2.00T
This invoice is on the dealer's
letterhead, the address and phone
number are provided for both the
dealer and buyer, and the item
description includes the make, model,
year and quantity.
Subtotal
33 98,182,00
Sales Tax (0.0%)
JChOO
Total
$398,182.00
Pay me n ts/C redits
$0.00
Balance Due
$398,182.00
21
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Infrastructure Equipment Examples
L.
INSURANCE COVERAGE INCLUDES:
~ FIRE AKO THEFT
~ COLLISION AMT- DEDUCT
~ PUBUCLIABIUTY-AMT.
~ PROPERTY DAMAGE - AMT.
OPTIONAL EQUIPMENT AND ACCESSORIES
DESCRIPTION
ICE-30KW DC CHARGER
This invoice is on the dealer's letterhead, the addresses
and phone numbers are listed for both parties, the
make, model, VIN and price are clearly listed, and the
final total is calculated at the bottom.
SALES TAX
LICENSE AND TITLE
TOTAL CASH PRICE
FINANCING
INSURANCE
TOTAL TIME PRICE
SETTLEMENT:
DEPOSIT
CASH ON DEUV5HY
THADE-tN
LE5SUEN
TYPE
¦m
PAYMENTS
EPA 2022 CLEAtt
SCHOOL BUS REBATE
$46,259.00
$46,259.00
$46,259.00
$26,259.00
$20,000.00
$46,259.00
22
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This invoice is on the dealer's letterheadthe
addresses and phone numbers for both parties
are listedand each item has a thorough
description with dates, prices, discounts, and
quantities (continued onto the next page).
INVOICE
07/12/2024
07/12/2024
07/12/2024
07/12/2024
07/12/2024
07/12/2024
Commissjonrng &
Startup of the first
AC o» DC
Cfta/giros SMon
Jfcr
DC Chargers - 36
Months Prepaid
JSB
Plan - 36 mofitis
Prepaid
ICE-30 CCS1
Shipping tor
dcwb evse
ConirrKssiomng & Startup c* the first AC
of DC Charging Sta&on (DO NOT USE
torT-54,T-124, T-164, any High Bower
Stations). Scope of Work - TMtftfl with
a production Battery Secaic Veh«eie.
warranty vent catio n of installation,
submission of OEM commissioning
docuiTtents. Includes labor & travel.
NOTE Additional tups will require
Change Order to be signed Price is
tor single up to commisssofi All the
chargers. Customer induced changes
that require an additional trip-is) will be
quoted 33 time S materia! Change
Order.
Software fcx Charger
Management. DC chargers.^^^^^^
porta! access tor dashboard reportng,
access management. Mes-based load
management. 36 Months Prepaid
One-time software, hardware
confauration and sefciptee tor the
ortad (per gate)
1.SOO.M
1,500.00
^ Data Plan to ensure
connecSivrty - CeSular Data 4G/SG 36
Months Prepaid
DC waiibo*, 30*wma*. output, 150 -
lOOOVdc out, 430V 3js fnput, CCS1
Waltmount, Cellular, RFC
Ground Sftipeing Costs for one DC
walitw* Charger
1.334J00
190.00
360.00
15,610.00
350.00
1,334.00
180 00
360.00
15,610.00
350 DO
23
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07/12/2024
07/12/2024
Advanced Deposit Advanced Deposit
Progress Invoice
Adjustment
Progress Invoice Adjustment: 10%
-^,5 _Not
to exceed Installation Amount use
alternative progress invoice
adjustment for excess/noll-up to 10%.
Change percentage to match and Use
Negative Line Items for Pre-
Deterniined Payment Rates for
example 5QMO/10
This SKU AFFECTS
PEEyENUE*'*** ************
9.667.00
1.933.40
-9,667.00
-1,933.40
We er^oy doing feusfrie&s #ltt» you!
For qteslions regarding uite invoice or your accomt, email us at
Pease mate Electronic Payments to:
Account Name:
Account Nliffnl
ACH Routing Number
Wire Rowing Nut per,
SWIFT Code:
f*€Ke Include invoice rumbens) pau on an Electronic Payments.
SUBTOTAL
TAX
TOTAL
PAYMENT
BALANCE DUE
7,733.60
0.00
7,733.60
7,733.60
USD 0.00
PAID
This invoice is on the dealer's letterheadthe
addresses and phone numbers for both parties
are listed, and each item has a thorough
description with dates, prices, discounts, and
quantities (continued from the previous page).
Page2cf2
24
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INVOICE
TRANSPORTATION DIRECTOR
Inwoics Number
Invoice Oats
Customer Number
Ftircnaae Orter Number
0/1/2021
' ' ' ; UPON DELIVE
L AMERICAN
PASSENGER BROWN
$ AND FLOOR
MSI a.
SAKE |Vt;l1 bMG;Nt BR/iKE
R E T A 1. D (1X h AL 3 TR=! PR j E F
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vVfcBAS-O
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STORAGE
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1
CAMERA SYSTEM
: ; Q COO
I h T = »• c R pa A C P I "AC -< S
UNDf-HP.JB 51 r:-::AOE
SPEC:A. VEE3GP AC
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. $
r \
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SA1ISWAX
mm: OVB-ii
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l-HPO
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nwi
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®
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m
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rn
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MAKE VI Stt MODEL PASS1NCCR5
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i am n
¦a am 72
1VA C24Q2
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2BJ4 i\V»2 ?i
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mmucmi-smmsm
4«Kp.C8HJl.B2Ifiifi)
-smsucsKmieiisi i
®RSUC&%^i2175)2
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Appendix C: Additional Documentation
Vehicle Title
A copy of the vehicle title to any new bus is required to be submitted upon the completion of
the rebate program. This is one of the documents required to be submitted with the Close Out
Form, Funding recipients should refer to the rebate program guide for their funding year for
more detailed information. At a minimum, each vehicle title should include:
• VIN
• State
• Model year
Each state or territory has different details that are required on their vehicle titles. Ensure that
the title for the new bus follows the requirements for the place of ownership.
EPA Engine Family Number
umni
mm/mm k
& LTD. WE ill JAMS
FNGINE FAMILY: 4SZXL04.3FTA
^S^Lr ^i coi ArcyPUT • Am cm-' FUEL RATE 85.8 ¦***'•
ENGINEJJ ISP LAC EMENT .4329 cm LASH (COLDJ
• EmUST EMISSION (lew. 0.4 »
CONTROL SYSTEM- EM. TC. DF |N)T|A INJECTION^
THIS ENGINE 1 ^CERTIFIED TO CURB^DLE £
An EPA engine family number is a unique 12-character alpha-numeric code that identifies a
group of engines with similar emission characteristics, model year, and manufacturer. The EPA
engine family number is found on the engine's nameplate, typically located on the engine
block. Please visit this website or email the CSB Helpline if additional information is needed:
https://www.epa.gov/ve-certification/information-about-family-naming-conventions-vehicles-
and-engines
27
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Proof of delivery
The examples below are proof of delivery documents for vehicles and infrastructure,
respectively.
OtUVtBV .RECEIPT
WCWBEBVnNftj AHDAitomt ALL W UBS
L*mL TW1 rtlflCLT IS OEUTOBFO TO CUST-QMCA atLOW
IHYUUTIklhtri l^STSS^t. ftbeHAL KtfflWlAV USE TJJC OH
iHZ^ac&rrM *«epT» * KM FHt MBCH* D€aC#ESStO
¥£MCL« AN(1 NO Q T HER TAKEl OF Nff t
hU Afli due on Ml WMifia; hush bus
ClKTEfl ACCOmSD IHl TRAM Mn THE »pvi OEicmocft VCMU
Prmd.lWrw
Tht iii4*ragn*d Ruth Bw* C**M tffyteyw
»>"'¦ *»®» ciartoraw film** rtwv*.
««" all h*h c#
" "«£«*** 11 H»WrELV ACCfPTAULE
J . AWT BFFEREIWjg BETWgEM t ME QQGW)- I t 11 Ul tAGC
*h&ee»ii«LE*QeiMCiTiBAg«m. ^'tH
T^3T5^
"SuSTSST^^SwT
THE
This vehicle delivery receipt contains the original order information {e.g., make,
and VIN) and the signature of the purchaser.
model,
-------
Em ^ RF QUIRED
MUST BE NOTED ON
BILL OF IADING
This infrastructure proof of delivery document contains the date of delivery, the shipping
address, the original order information (e.g., serial numbers, item descriptions, quantity), and
the shipping company information.
29
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Appendix D: Guidelines and Regulations
Code of Federal Regulations (CFR): Title 2, Subtitle A, Chapter II, Part 200:
https://www.ecfr.gov/current/title-2/subtitle-A/chapter-ll/part-200
All CSB grantees are subject to the requirements of 2 CFR Part 200. This section of the CFR
details important information regarding participant support costs, auditing measures, contracts
vs. subawards, application requirements, etc. The CFR requirements are applicable to grant
recipients only, but these regulations are a useful reference for rebate recipients as well.
The following bullets have been summarized for key points, please use the CFR website to
locate the full text of the regulations.
Important sections for grantee reference:
• 2 CFR 200.1: Definitions - Acquisition cost means the (total) cost of the asset
including the cost to ready the asset for its intended use. For example, acquisition
cost for equipment means the net invoice price of the equipment, including the cost
of any modifications, attachments, accessories, or auxiliary apparatus necessary to
make it usable for the purpose for which it is acquired.
• 2 CFR 200.302: Financial management - Maintaining records that precisely identify
the amount, source, and expenditure of Federal funds for Federal awards, (a) All
recipient and subrecipient financial management systems must be sufficient to
permit the preparation of reports required by the terms and conditions; and tracking
expenditures to establish that funds have been used in accordance with Federal
statutes, regulations, and the terms and conditions of the Federal award.
• 2 CFR 200.302 (b) (3): EPA Project Officers can request additional documentation
that contains information necessary to identify Federal awards, authorizations,
financial obligations, unobligated balances, as well as assets, expenditures, income,
and interest. All records must be supported by source documentation.
• 2 CFR 200.318 (a): Documented procurement procedures - The recipient or
subrecipient must maintain and use documented procedures for procurement
transactions under a Federal award or subaward, including for acquisition of
property or services. The recipient or subrecipient must maintain records (e.g.,
30
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receipts, email communications regarding delivery timelines) sufficient to detail the
history of each procurement transaction.
2 CFR 200.328 (c): Financial reporting - The recipient or subrecipient must submit
financial reports as required by the Federal award. Reports submitted annually must
be due no later than 90 calendar days after the reporting period. Reports submitted
quarterly or semiannually must be due no later than 30 calendar days after the
reporting period, (d) The final financial report submitted by the recipient must be due
no later than 120 calendar days after the conclusion of the period of performance. A
subrecipient must submit a final financial report to a pass-through entity no later
than 90 calendar days after the conclusion of the period of performance. The Federal
agency or pass-through entity may extend the due date for any financial report with
justification from the recipient or subrecipient.
2 CFR 200.334: Record retention requirements - The records for property and
equipment acquired with the support of Federal funds must be retained for three
years after final disposition.
2 CFR 200.336: Methods for collection, transmission, and storage of information -
When practicable, the Federal agency or pass-through entity and the recipient or
subrecipient must collect, transmit, and store Federal award information in open and
machine-readable formats.
2 CFR 200.337: Access to records - The Federal agency or pass-through entity,
Inspectors General, the Comptroller General of the United States, or any of their
authorized representatives have the right of access to any records and personnel of
the recipient or subrecipient pertinent to the Federal award to perform audits,
execute site visits, interview and discuss documents, or for any other official use.
31
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