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School Bus: Charging Voucher

School Bus: Charging Voucher

1. Introduction

The New York School Bus Incentive Program (NYSBIP) is a program that grants vouchers to public school districts and third-party operators under contract with a public school district for electric school buses and charging infrastructure. The Charging Voucher enables districts to receive a reimbursement for installing chargers and associated charging infrastructure for their new electric school buses. Disadvantaged Communities will receive at least 35% and ideally 40% of program funding.

The Charging Voucher Application contains eight (8) separate steps. Review the information at the top of every step. It provides high-level guidance and requirements that may be necessary for you to complete each step.

  • Fields marked with a red asterisk (*) are required and must be completed before you can move on to the next step. 

  • Clicking Next at the bottom of any step will save your progress (if all required fields have been completed) should you be unable to complete the agreement in one sitting.

To complete and submit a New Application, log into the NYSBIP Charging Voucher Portal and follow the instructions below.

2. Register for a Portal Account

To register for a portal account, access this link: Portal Registration Link.

The Portal Registration website contains two (2) messages at the top. The first provides guidance on what company information should be entered into the Company Information section of the registration form. The second message provides a link to the NYSBIP Charging Voucher Portal login page should you lose it.

  1. Complete the School or Company Information section, being sure to populate all required fields (shown with a red asterisk * )

    Please register with the main School or Company information, not the sub-entity (LLCs, Inc, etc.) information.

  1. Complete the Contact Information section, being sure to populate all required fields (shown with a red asterisk * )

  1. Click Create at the bottom of the registration form.

  1. The email address you provide in the Contact Information section of the registration page will receive an email notification. Within the email notification, click the Hyperlink to finalize the registration process by choosing a password.

  1. Once you complete the registration and set your password, you can log into the NYSBIP Charging Voucher Portal at any time using this link: NYSBIP Charging Voucher Portal.

3. Submit Charging Voucher Application

3.1. Choose School District

  1. On the NYSBIP Charging Voucher Portal home page, click Start a New Charging Incentive Application or the Start a New Application button at the top left. 

  1. Type in the School District in the Choose School District field and click Next.

3.2. Choose School Bus Project

  1. If you are applying for chargers for buses that were purchased through NYSERDA's New York School Bus Incentive Program, choose the project under the Project section then click Next, otherwise follow the guidance in step 2 below.

    The project will only show up if the school bus district has previously applied for an NYSBIP School Bus Voucher.

  1. If you are applying for chargers for buses that were NOT purchased through NYSERDA's New York School Bus Incentive Program, check off the box below then click Next.

3.3. Enter Project Data

Depending on who is completing the application or qualification for the Fleet Electrification Plan bonus, additional information may be required. Once all required sections are complete, click Next. 

  1. Applicant Primary Contact

    Fill in the information in all required fields. 

  1. Addition Contact (Person at School)

    If you are not from a school, but a Third-Party Operator (company representing a school), check off the box and fill in the information in all required fields.

  1. Incentive Information

    If you qualify for the Fleet Electrification Plan bonus, answer the following questions:

    1. Is the Fleet Electrification Plan complete? 

      1. If not, Is the Fleet Electrification Plan through NYSERDA?

        1. If yes, please provide the Electrification Plan Contract #.

        2. If not, please email  schoolbus@nyserda.com  to provide information and an expected date of completion for the electrification plan.

    If your Fleet Electrification Plan is not complete, you will have 180 days from pre-approval to submit your completed Fleet Electrification Plan.

3.4. Verify Charger Locations

  1. For applications with multiple locations, click the New button to add additional locations. 

  1. Fill in the required fields then click Save.

  1. Once all locations for where the chargers, to charge the buses, will be installed, click Next.

3.5. Charger Information

If you do not yet know the details of the charging equipment that will be installed, you can skip the instructions in this Charging Information tab and proceed directly to the next tab: Upload Documents. Once you know the charging equipment details, you can return to this application and enter in the related details at a later date.

Charging equipment details must be submitted within 60 days of pre-approval if you are not completing a Fleet Electrification Plan, and 180 days if you are completing a Fleet Electrification Plan.

  1. If you know what charging equipment will be installed, click New and enter the information. 

  1. Enter information in all fields then click Save. 

    Total Number of Ports on the Charger must be either 1 or 2 (Single or Dual-port charger).

  1. Once all Charger(s) are added, click Next. 

3.6. Upload Documents

The information below guides when specific documents must be uploaded as part of the application.

  1. Upload all required documents listed by clicking on Upload Files. 

  1. Click Done when the file finishes uploading.

  1. Once all required documents are uploaded, click Next.

3.7. Terms and Conditions and Submit Application

  1. Review the Terms and Conditions then check off the Checkbox and click Submit Application.

3.8. Thank You

  1. Once the application is complete, click on Return to check the current application status. 

4. Next Steps

4.1. Submission Verification

You will receive the following email communication upon successful submission of your Project Application. Be on the lookout for future email communications regarding the status of your application and follow any of the instructions sets below to learn how to address any issues that may arise.

Dear Test,

Re: Application #

Thank you for submitting the initial information for your charging voucher application. You have 60 days to upload the charger information in your application or your application will be canceled, and the incentive funds will be returned to the funding pool.

To add your charger information, sign into the portal and select the application #

Please contact NYSBIP@energycenter.org with any questions or concerns. 

To sign up for Electronic Transfer of Funds, visit: https://nyserda.seamlessdocs.com/f/EFTForm

Thank you. 

NY School Bus Incentive Program Team
866-595-7917 
NYSBIP@energycenter.org 

This electronic message may contain privileged or confidential information. If you are not the intended recipient of this e-mail, please delete it from your system and advise the sender.

4.2. Document Rejection

NYSERDA program staff will review all submitted documents to ensure they meet program requirements. Documents that do not meet program requirements will need to be re-submitted. Follow the guidance in the email notification you receive for rejected documents and use the instructions below to re-upload a required document once you have addressed the issues outlined in the email communication.

You can expect the following communication via email if any document is rejected:

Dear Test,

Re: Application #

Thank you for submitting a charging voucher application through the NY School Bus Incentive Program (NYSBIP).  

The supporting documents contain the following issue(s): 

1  a) Document Name - test
    b) File Name - test
    c) Notes - test

You must provide the required information within 15 calendar days of this notice or your application will be rejected. Upload the revised documents directly to the project record by logging into the user portal: portal link

If you have any questions, please email NYSBIP@energycenter.org.

Thank you,

The NY School Bus Incentive Program (NYSBIP) Team 
866-595-7917 
NYSBIP@energycenter.org 

This electronic message may contain privileged or confidential information. If you are not the intended recipient of this e-mail, please delete it from your system and advise the sender. 

  1. If you receive a Document Rejection Email, click on the Hyperlink in the email to resubmit your document.

  1. Click on Upload New File to upload then click Next.

  1. Once the document is uploaded successfully, a thank you message will display. Close the window and wait for the application approval email.

4.3. Application Received

If you did not include the Charging Module Data during the initial application submission or you did not submit the completed Fleet Electrification Plan (if applicable), once your application status is updated to Received, you will be able to return to the application and add the charging data or Fleet Electrification Plan. Follow the steps below for instructions on the process.

  1. Back on the Salesforce Portal home page, click on Enter Charging Module Date.

  1. Click on the button then click on New under the New Charger section.

  1. Enter the information for the charger then click Save.

  1. Once all of the chargers are added, click Next.

  1. Once the charger information is added successfully, a thank you message will be displayed. Close the window and wait for a communication from a NYSERDA Project Manager.

4.4. Application Approval/Voucher Redemption

Follow the steps below for the Voucher Redemption process once you have received email notification of application approval.

You can expect the following communication via email once your application is approved:

Dear Test,

Re: Application #

Congratulations! The charging voucher for the above referenced NYSERDA NY School Bus Incentive Program application has been approved.

260000 has been reserved for fifteen months. You must submit the required delivery information and documents before your application will be canceled, and the incentive funds will be returned to the funding pool. Prior to the 15-month deadline, you can apply for up to a six-month extension which will be approved or denied solely at NYSERDA’s discretion. No payments will be made until NYSERDA has received and approved all documents required in the Program Implementation Manual.

Remember, you MUST notify and collaborate with NYSERDA before issuing any press releases or conducting any media outreach regarding this charging infrastructure.

If you have any questions, please email NYSBIP@energycenter.org.

Thank you,

The NY School Bus Incentive Program (NYSBIP) Team
866-595-7917
NYSBIP@energycenter.org

This electronic message may contain privileged or confidential information. If you are not the intended recipient of this e-mail, please delete it from your system and advise the sender

  1. Once you have received email notification of application approval, re-access the NYSBIP Charging Voucher Portal and click on the Redeem Voucher option on the home page.

  1. On the new window, click on the Down Arrow button then click Edit.

     

    The charger information is required for each red-bordered module in the list. 

  1. Fill in each required field then click Save.

  1. Once all charger information is added, click Next.

 

  1. Upload a file for every project deliverable listed by clicking on Upload File.

  • Charging Infrastructure Installer Certification

  • Charger Cut Sheet(s)

  • Site Host Agreement

  • Copy of Permit

  • Itemized Invoice for Charging Infrastructure

  • Final Purchase Order

  • Installed Site Photo

  • Serial Number Photo

  • Final School Bus Purchase Order - with delivery date confirmation

  1. On the pop-up window, click on Upload Files to add your document then click on Upload File once the document is uploaded successfully. 

  1. Once all required documents are uploaded, click Next.

  1. Click Submit if the window shows a green check mark. 

  1. Once the requested deliverables are uploaded successfully, a thank you message will be displayed. Close the window and wait for the status update. 

4.5. Resubmit Deliverable Document(s)

NYSERDA program staff will review all submitted deliverables to ensure they meet program requirements. Deliverables that do not meet program requirements will need to be re-submitted. Follow the guidance in the email notification you receive for rejected deliverables and use the instructions below to re-upload a required deliverable once you have addressed the issues outlined in the email communication.

You can expect the following communication via email if any deliverable is rejected:

Dear test,

Re: Application #

Thank you for submitting an application to NYSERDA’s School Bus Charger program. While reviewing your application we noticed the following issues and/or require additional information:

  • Item 1

  • Item 2

Please open this link to access the project deliverable resubmission page and provide the requested information within ten business days or the application may be rejected: portal link

Please contact NYTVIP@energycenter.org with any questions or concerns. 

Thank you.

NY School Bus Incentive Program Team
866-595-7917 
NYTVIP@energycenter.org 

This electronic message may contain privileged or confidential information. If you are not the intended recipient of this e-mail, please delete it from your system and advise the sender.

  1. If you receive a Deliverable Resubmission Email, click on the Hyperlink in the email to resubmit your document.

  1. Locate the deliverable with Rejected status and click on Upload File to re-upload. 

  1. Click Upload Files and locate your new document. 

  1.  Click Done when the upload is complete.

  1. Click Upload File again to complete the step.

  1. The re-uploaded document will show under the Submitted status, click Next.

  1. Once the document is uploaded successfully, a thank you message will display. Close the window and wait for the application approval email.