For contracts with frequent daily rate changes, transport providers must email a monthly summary to the appropriate operational area within the Integrated Passenger Transport Unit.
Only when costs have been approved, should transport providers submit corresponding invoices. This approach supports prompt invoice payment.
Education transport monthly costings
Monthly costings submitted at the start of October; include bulk changes from the end of July, and throughout August and September
Monthly costings submitted at the start of November to August; include changes from the previous month. Most daily rate changes should have already been individually approved by the Integrated Passenger Transport Unit
Adult Social Care transport monthly costings
Monthly costings submitted at the start of each month; include changes from the previous month. Most daily rate changes should have already been individually approved by the Integrated Passenger Transport Unit
For contracts that transport passengers attending education bases; costings submitted at the start of August include bulk changes from the end of July, and those at the start of October include bulk changes from September
Checklist
When preparing costings, transport providers must consider the following:
Base term dates
School non-pupil days
Accurate daily rates
Initial daily rate related to final daily rate of previous month
Start dates of daily rate changes
Explanation of daily rate changes
Correct cost alteration matrix rates for vehicles, mileages and passenger assistants
Passengers temporarily not travelling
Equipment purchases and the passengers they relate to, such as Crelling Harnesses
Unexpected base closures, such as snow days
Missed journeys and double runs
Costings format
Transport providers should submit monthly costings with information listed in chronological order. Where spreadsheets are used, formulas must be accurate.