The quality and availability of transportation services to Head Start families is affected by the true cost of transporting children (45 CFR 1310.23(a)). Each agency should become fully knowledgeable about their cost for transportation services. It is important that an agency control cost by comparing their cost with any existing alternatives.

Each Head Start agency must make a reasonable effort to explore available options for transportation services other than providing these services on their own (45 CFR 1310.23(b)), such as:

• contracting for these services with a private or non-profit organization or individual, such a school transportation contractor.
• participating in any existing public or non-profit private transportation system in the community.
• locating other human service agencies that might with to collaborate in providing transportation services (45 CFR 1310.23(b)(3)).  

The list below can serve as a starting point for agencies looking to determining the true cost of their transportation services.

EQUIPMENT COSTS

• Vehicles
  • Purchase/Lease price
  • Maintenance/Repair
  • Fuel/Oil/Fluids
  • Parts (tires, transmission, etc.)
  • Depreciation

• Supplies
  • Child Safety Restraint Systems (CSRS)
  • Communication system
  • Body fluid cleanup kit
  • Emergency safety equipment
  • First aid kit
  • Cleaning supplies

PERSONNEL AND RELATED COSTS

• Recruitment
• Background checks
• Drug and alcohol testing
• License and renewal fees
• Training
• Salaries
• Fringe benefits
• Management

PROPERTY COSTS

• Buildings (rent, mortgage, depreciation)
• Bus Yard
  • Rent/Land purchase
  • Security
  • Maintenance
  • Taxes

• Maintenance Yard
  • Rent/Land purchase
  • Security
  • Maintenance
  • Taxes
  • Tools/Equipment
  • Safety Equipment

GENERAL COSTS

• Insurance (equipment, property, student, staff, etc.)
• Substitute staff/Backup personnel
• Substitute vehicle
• State/District inspection fees
• DMV registration fees
• Information technology costs
• Indirect costs

Note: This tip sheet is intended to assist Head Start programs with identifying their true costs of transportation. These tips are to be considered as a starting point and need to be adjusted for items not on this list. Local needs must be considered when a program establishes its own transportation services.