2023 Clean School Bus Grant Program
Guidelines for Project Closeout
Evidence
4% United States
Environmental Protection
Agency
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2023 Clean School Bus Grant Program
Guidelines for Project Closeout
Evidence
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-26-009
March 2026
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Introduction
The United States Environmental Protection Agency (EPA) requires that mobile source funding
assistance recipients provide evidence for all projects involving the replacement of existing
internal combustion engines, vehicles, and equipment with new, lower emitting technologies.
These guidelines are intended to facilitate and expedite the EPA project review and closure
process by streamlining funding recipients' submission of documents that are required for each
EPA funded vehicle and infrastructure unit. Recipients are encouraged to apply these guidelines
when compiling their statements and photographic evidence. Otherwise, EPA review and
approval may take additional time, and require re-submissions to correct errors or add missing
information. All funding recipients should refer to their funding program documentation (e.g.,
Notice of Funding Opportunity (NOFO)) and collaborate with their EPA Project Officer, or other
appropriate agency point of contact, to ensure they meet the requirements of their specific
funding opportunity. These guidelines include the following content for the 2023 Clean School
Bus (CSB) Grant Program:
• Existing Vehicle Eligibility Statement
• Existing Vehicle Scrappage Statement and Photographic Evidence
• Existing Vehicle Sell or Donate Statement
• New Vehicle Photographic Evidence
• EPA Funded Infrastructure Photographic Evidence
• Submission and File Naming Instructions
Existing Vehicle Eligibility Statement
Funding recipients are required to submit an Eligibility Statement for each existing vehicle to
attest that the listed vehicle is eligible to be scrapped, sold, or donated under the 2023 Clean
School Bus Grant Program. A copy of the most recent Office of Management and Budget (OMB)
approved Eligibility Statement is found within the 2023 CSB Grants Sample Eligibility and
Disposition Template located on the Clean School Bus Grants Program webpage.1 Grantees may
submit an Eligibility Statement prior to scrapping, selling, or donating to receive EPA feedback
on whether the vehicle is eligible under program requirements. This best practice helps to avoid
scrapping, selling, or donating a vehicle that is later identified as ineligible.
The Eligibility Statement(s) must be completed and signed by both the existing vehicle owner
and the grantee (if the grantee is not the existing vehicle owner). The information on the
Eligibility Statement must match with what is listed within the Fleet Description tab of the most
1 The Existing Vehicle Eligibility Statement is located under "Application Documents and Reference Materials" and
then "Grantee Resources" on the CSB Grant Program webpage.
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recent progress report and the project's subsequent final report. Grantees may submit either (a)
a separate statement for each vehicle/piece of equipment, or (b) a single blanket statement per
vehicle owner with an attached spreadsheet that lists the required information for all vehicles
scrapped, sold, or donated by that owner. If a grantee chooses to attach a single blanket
statement and include an attached spreadsheet per vehicle owner, the spreadsheet must
contain information for all applicable fields on the Eligibility Statement. An example CSB Vehicle
Eligibility Statement Spreadsheet is located on the Clean School Bus Grants Program webpage.2
Please see the Submission and File Naming Instructions below for more information on how to
submit Eligibility Statements.
Existing Vehicle Scrappage Statement and Photographic
Evidence
Funding under the 2023 Clean School Bus NOFO cannot be used for the purchase of vehicles to
expand a fleet. Thus, the vehicle being replaced should be either scrapped, sold, or donated. If
scrapped, a Certificate of Destruction/Scrappage Statement is required for each replaced
vehicle, in addition to photographic evidence. All scrapped vehicles should be permanently
disabled within the grant period of performance by:
1. Disabling the engine: cut a three-inch-by-three-inch hole in the engine block (the part of
the engine containing the cylinders), or of another, pre-approved scrappage method that
permanently disables the engine.
2. Disabling the chassis: cut completely through the frame/frame rails on each side of the
vehicle at a point located between the front and rear axles, or of another pre-approved,
scrappage method that permanently disables the chassis.
Grantees are required to attest to the appropriate disposal in a signed Scrappage Statement.
The Scrappage Statement must be completed and signed by the existing vehicle owner, the
grantee (if the grantee is not the existing vehicle owner), and dismantler. If required evidence is
missing or illegible, then the recipient must inform their EPA Project Officer before submission
of the final project report and include explanations/justifications for the absent or illegible
evidence. A copy of the most recent OMB approved Existing Bus Scrappage Statement is found
within the 2023 CSB Grants Sample Eligibility and Disposition Template (pp. 2-6) located on the
Clean School Bus Grants Program webpage.3 Please see the Submission and File Naming
2 The example Vehicle Eligibility spreadsheet is located under "Application Documents and Reference Materials"
and then "Grantee Resources" on the CSB Grant Program webpage.
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Instructions section for more information on how to submit Existing Bus Scrappage Statement(s)
and photographic evidence. A detailed list of required photographic evidence is found below.
1. Side profile of the bus, prior to disabling: Image must include a legible, unique identifier
(e.g., bus number).
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2. Vehicle Identification Number (VIN) tag: image must include a legible, 17-character VIN.
The photo should be a readable display of the VIN plate rather than a photo of just the
bus with the VIN imposed over the photo.
INC VEH MFD BYs FREIGHTLINER
GVWR 12477KG (27500LB)
iWp front :04537 KG (lOOOOLB) W/22 . 5X7 . 5GRIMS, 10R22 . _
"I RE8@690KPA( 100PSI) COLD r "F,!LDAD RATING , SINGLfc
,WP PEAR : 07940 KG ( 17500LB ) W/22 . 5X7 » 50RIMS , 10R22 . -
TI RE5<=6B9KPA ( i OOPSI) CDLD , "F"LOAD RATING, DUAL
ITS VEHIC! F CflMFDRMS TO ALL. APPLICABLE FEDERAL MO
i»,Lt SAFETY STANDAKUt} u* ^ctpeC T IN- OB/2005
IN: 4UZAAXCS87CW31624 VMH. " V; F: SCHOOL
:HASSIS ID NO: 56586
EfiUI P
+dr:
3. Engine label: Image must show a legible ID or serial number, engine family number,
and engine model year.
"65437
Rr»0 Order 15313
Vrtvt lash coht oTi
SSS®*,
ID/Serial Number
EPA Family Name
Engine Model Year
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4. Engine block prior to scrappage: image must clearly show the engine block prior to
cutting a hole in the engine block.
5. Engine block rendered permanently inoperable: Image must clearly show the engine
block rendered permanently inoperable [e.g., hole drilled, crushed, or shredded).
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6. Chassis rail(s) or other structural components rendered permanently inoperable: I mage
must clearly show chassis rails, or other cut structural components rendered
permanently inoperable [e.g., irreparable cuts, crushed, or shredded).
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7. Other/Optional: Fully Destroyed vehicle {e.g., shredded or crushed).
Existing Vehicle Sell or Donate Statement
If a fleet has no eligible 2010 or older diesel school buses AND is requesting zero-emission
school bus replacements, a 2011 or newer diesel or non-diesel internal combustion engine can
be sold or donated. A copy of the most recent OMB approved vehicle Sell or Donate Statement
is found within the 2023 CSB Grants Sample Eligibility and Disposition Template (pp. 7-9) located
on the Clean School Bus webpage.4 The Sell or Donate Statement must be completed and
signed by both the prior vehicle owner and new owner of the vehicle. The information on the
Sell or Donate Statement must match what is listed within the Fleet Description tab of the
project's final report. Please see the Submission and File Naming Instructions below for more
information on how to submit Sell or Donate Statements.
New Vehicle Photographic Evidence
Funding recipients are required to submit photographic evidence for all new zero and low-
emission school buses purchased with EPA funds. The new vehicle photographic evidence
requirements are found within the most recent OMB approved 2023 CSB Grants Sample
Eligibility and Disposition Template (p.6 and p.9) located on the Clean School Bus webpage5. The
VIN tag must match with what is listed within the Fleet Description tab of the project's final
4 The Vehicle Sell or Donate Statement is located under "Application Documents and Reference Materials" and then
"Grantee Resources" on the CSB Grant Program webpage.
5 The Vehicle Sell or Donate Statement is located under "Application Documents and Reference Materials" and then
"Grantee Resources" on the CSB Grant Program webpage.
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report. The Vehicle Emission Control Information (VECI) label is preferred but not required.
Please see the Submission and File Naming Instructions for more information on how to submit
new vehicle photographic evidence. A detailed list of required photographic evidence with
examples is found immediately below.
1. Front profile of the New Vehicle: Clear image, with unique identifier (e.g., bus number),
if applicable.
2. Side profile of New Vehicle: Clear image, must include a unique identifier (e.g., bus
number).
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3. VIN or VECI tag: Image must include a legible vehicle information plate that displays the
17-character VIN and manufacturer. The photo should be a readable display of the VIN
plate rather than a photo of just the bus with the VIN imposed over the photo.
WITH LAUhUKWlA'b clo- inn.
ill
PNVX2VOCVXMU
FUEL TYPE: ELECTRIC
Mi ill!1 111!' !?S"
I B I "j
IK m
. :*\\\
..mill1
| LRRA
. Urban
J V UUUH"' *¦
VIN: 4DREBE2N3RB192078
r:\r\MR- 14969 KG
330QQ LB
Date of MFR.
10/2023
Emission Control
Identifiers:
LRRA
Fuel Type
VEHICLE EMISSION CONTROL INFORMATION
VIN - 1BAKGCHH3RF805446
Vocational vehicles with 19,501-
33,000 pounds GVWR
VEHICLE FAMILY NAME - PBBB2VOCWIHD
THIS VEHICLE COMPLIES WITH U.S. AND CALIFORNIA EPA
REGULATIONS FOR MY 2023 HEAVY-DUTY VEHICLES
THIS VEHICLE WAS CERTIFIED AS A
SCHOOL BUS UNDER 40 CFR
1037.105(h).
See driver's handbook tor proper maintenance of thiyVohicle
GAWR: Fi
22.!
GAWR: R
22.
V.I.N* IBi
.V*
EPA Funded Infrastructure Photographic Evidence
Funding recipients are required to submit photographic evidence for all infrastructure
purchased with EPA funds. The infrastructure photographic evidence requirements are found
within the most recent OMB approved 2023 CSB Grants Sample Eligibility and Disposition
Template (p.6 and p.9) located on the Clean School Bus webpage6. The serial number of the
equipment unit must match with what is listed within the Electric Vehicle (EV) Infrastructure tab
6 The Vehicle Sell or Donate Statement is located under "Application Documents and Reference Materials" and then
"Grantee Resources" on the CSB Grant Program webpage.
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of the project's final report. Please see the Submission and File Naming Instructions for more
information on how to submit new infrastructure photographic evidence. A detailed list of
required photographic evidence with examples is found immediately below.
1. Infrastructure Unit: A clear, legible photo of each infrastructure unit's plate, including
the serial number and manufacturer.
XYZ
Manufacturer
TwraDCWartboxUL-CI
SWVH3P119W1001& (SN TWBULR0-IT1-0921-037
Gwbil (D 6AGC079381
to manual Ra*np*oof
Norn. 100A/60H*
Max. 60A
240f?WV»c L-L 2V*»Pt
1W-920V m
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AVERTISSEMEMT-
ATTENTION:
CHARGING STATION
Mufti: EK-1193-1
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CAUTION'
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2. Installed unit: A clear photo of each installed infrastructure unit.
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Submission and File Naming Instructions
Funding recipients should collaborate with their EPA Project Officer to determine the best
method for submitting vehicle eligibility statement(s), vehicle disposition statement(s) and
photographic evidence. Funding recipients may submit documentation via email or via a
separate portal; the EPA Project Officer will have additional details. If submitting evidence via
email, please submit all materials to the EPA Project Officer and the Clean School Bus inbox
cleanschoolbus(5)epa.ciov.
Submitting Existing Vehicle Eligibility Statement
As described above, grantees may submit either (a) a separate statement for each vehicle per
vehicle owner, or (b) a single blanket statement per vehicle owner with an attached spreadsheet
that lists the required information for all vehicles scrapped, sold, or donated by that owner. If a
grantee chooses to submit a statement for each vehicle, the vehicle Eligibility Statements should
be collated into a single PDF file for each vehicle owner. For example, a school district sub-
program grantee who owns their entire fleet is replacing 15 legacy school buses with 15 zero or
low-emission buses would submit a single PDF file that collates all 15 completed and signed
vehicle Eligibility Statements. A third-party sub-program grantee, on the other hand, would
submit at least four separate PDF files, i.e., one collated PDF for each existing vehicle owner.
Alternatively, grantees may choose to submit a single blanket vehicle Eligibility Statement per
vehicle owner with an attached spreadsheet. The spreadsheet must include information for all
applicable fields on the vehicle Eligibility Statement.
To expedite the review process, the following color-coded file naming convention should be
used for both the PDF and Vehicle Eligibility spreadsheet. The fleet owner number is used as the
fleet identifier. The number of eligible vehicles within the file must match the number listed in
the file name.
EPA Grant ID_GranteeName/Acronym _FleetOwnerNumber_Name of beneficiary School
Distric _Total number of vehicle replacements in fleet/batch
Example: 'Clean Air Agency' replaced 35 buses across five beneficiary school districts. Four of
the five beneficiary school districts own the buses that will be replaced. Capital Hill School
District has two fleet owners. 'Clean Air Agency' will have a total of six unique fleets (fleets 1-6).
The 'Clean Air Agency' will submit either (a) six collated Eligibility Statement PDF files, (b) six
blanket Eligibility Statements PDF files with six separate Vehicle Eligibility spreadsheets, or (c)
some combination of collated and blanket Eligibility Statement PDF files. Each PDF file, whether
collated or a blanket statement, represent one fleet owner. The file names for each of the six
PDFs files are listed below.
12345678_CleanAirAgency_Fleetl_Capital Hill School District_2
12345678_CleanAirAgency_Fleet2_Capital Hill School District_l
12345678_ CleanAirAgency _Fleet3_Springdale Independent School district_l
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_20
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12345678_ CleanAirAgency _Fleet5_ Sea Breeze Public School_10
12345678_ CleanAirAgency _Fleet6_Chesterwood Charter School_l
Sea Breeze Public School is scrapping all 10 of their buses and will submit one blanket Eligibility
Statement PDF file with a completed Vehicle Eligibility spreadsheet. Capital Hill School District,
on the other hand, wants to combine the two Eligibility Statements for their two vehicles for
Fleet 1 into one single, collated PDF file. Both methods are allowable. The Sea Breeze Public
School blanket Eligibility Statement PDF file and the Capital Hill School District collated Eligibility
Statement PDF file account for two of the six PDF files that 'Clean Air Agency' will submit to
their EPA Project Officer.
If a fleet is being scrapped in batches, a collated or blanket Eligibility Statement PDF file can be
submitted as a batch using the naming convention outlined above and adding a batch identifier
(_BatchX)
12345678_ CleanAirAgency _Fleet3_Sunshine County School District_10BatchA
12345678_ CleanAirAgency _Fleet3_Sunshine County School District_10BatchB
Submitting a New/Existing Vehicle Statement and Photographic Evidence
All statements and photographic evidence per replacement process should be collated into a
single new/existing vehicle PDF file using the last four digits of the new vehicle VIN as the
identifier. A funding recipient who is replacing 25 legacy school buses with 25 zero or low-
emission buses, for example, would submit 25 new/existing vehicle PDF files. Each file should
include new vehicle evidence, existing vehicle disposition statement, and if applicable, existing
vehicle scrappage evidence. All photographic evidence should be limited to 1-2 photos per
page.
Documentation Order
1. New Vehicle Photographic Evidence
o Front profile of the New Vehicle
o Side profile of new vehicle
o VIN tag or Vehicle Emission Control Information
2. Existing Vehicle Scrappage Statement OR Existing Vehicle Sell/Donate Statement
3. Existing Vehicle Scrappage Photographic Evidence - only applicable if legacy vehicle
is being scrapped.
o Side profile of the bus, prior to disabling
o VIN tag
o Engine label
o Engine block prior to scrappage
o Engine block rendered permanently inoperable
o Chassis rail(s) or other structural components rendered permanently
inoperable
4. Other
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To expedite the review process, please use the file order and file naming convention outlined
below.
EPA Grant ID_GranteeName/Acronym_FleetOwnerNumber_ Beneficiary School Namejast four
digits of VIN of New Vehicle
Example: 'Clean Air Agency' replaced 35 buses across five beneficiary school districts. The
grantee will submit 35 separate new/existing vehicle statement and evidence PDF files labeled
as the following:
12345678_Cli anAirAgency_Fleetl_Capital Hill School District_4526
12345678_CleanAirAgency_Fleetl_Capital Hill School District_4527
12345678_CleanAirAgency_Fleet2_Capital Hill School District_4528
12345678_ CleanAirAgency _Fleet3_Springdale Independent School district_3902
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_2021
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_2022
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_2023
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_2045
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_2046
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_2047
12345678_ CleanAirAgency _Fleet5_ Sea Breeze Public School_5446
12345678_ CleanAirAgency _Fleet6_Chesterwood Charter School_3745
Submitting EPA Funded Infrastructure Photographic Evidence
Photographic evidence of EPA funded and installed infrastructure should be collated into a
single PDF file by beneficiary school district AND equipment model. To expedite the review
process, the following file naming convention should be used.
EPA Grant ID_GranteeName/Acronym _FleetOwnerNumber_Name of beneficiary School
Distric _Model_Total number of units
Example: 'Clean Air Agency' purchased two models of Electric Vehicle Supply Equipment (EVSE)
(five Level 2 and 16 Direct Current (DC) Level 3) and installed them at five different beneficiary
school districts. 'Clean Air Agency' will submit seven separate PDF files labeled as the following:
12345678_CI cy_Fleetl_Capital Hill School District_ABC30_2
12345678_CleanAirAgency_Fleet2_Capital Hill School District_ ABC80_1
12345678_ CleanAirAgency _Fleet3_Springdale Independent School district_ ABC 80_1
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_ ABC 30_9
12345678_ CleanAirAgency _Fleet4_Sunshine County School District_ ABC 80_2
12345678_ CleanAirAgency _Fleet5_ Sea Breeze Public School_ ABC 30_5
12345678_ CleanAirAgency _Fleet6_Chesterwood Charter School_ ABC30_1
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