Personal Transport Budgets

Explore how Personal Transport Budgets (PTB) for eligible children can benefit you and how to apply.

A Personal Transport Budget is a payment made in advance that allows you to arrange flexible travel for your eligible child, instead of using transport provided by the County Council.

School Transport will prioritise public transport passes and Personal Transport Budgets (where appropriate) when considering transport arrangements.

Payments are made to the parent/carer who is named on the School Transport application.

How PTBs might benefit you

PTBs can benefit families in a range of ways, including:

  • flexibility to make travel arrangements that best meet the child’s needs and circumstances
  • parents and carers can combine their Personal Transport Budgets to arrange shared transport, providing more flexible travel options for their children
  • support independence for transition to college
New applicants

For children who are eligible, the transport assistance provided may be a:

  • pass for use on public transport
  • personal transport budget (PTB) for parents to use for transport to school
  • contracted school bus
  • taxi service

Once your application has been submitted, we will review your application to determine which form of transport is most appropriate and cost-effective. This will include considering whether a PTB is a suitable option.

We may need to discuss the options with you before we confirm your travel arrangements.

If you are offered a PTB and you decline this option, the School Transport Service requires 15 working days from the date of refusal for making alternative transport arrangements.

In certain circumstances a PTB may be the only form of transport support available for some Post-16 students. Where there is no suitable alternative transport provision for the young person, the County Council may not offer any other Post‑16 transport assistance beyond a PTB. Read more about Post 16 transport for young people with SEND.

Please note that mileage reimbursement is calculated based on the shortest distance by road, not the quickest or preferred route.

Existing users

If you are an existing School Transport user and would like to consider a PTB, you can submit an enquiry via the online form.

How we pay you

Payments will be made by the County Council into your designated bank account in eleven equal monthly instalments between September and July (or pro rata). You will need to provide us with your bank details when you sign the PTB Agreement.

How you can use the budget

Your personal transport budget must be used to get your child to school or education setting. There are a number of ways you can use your budget, such as:

  • to cover fuel costs or wear and tear on your car (currently in line with HMRC guideline rates)
  • to pay for a shared taxi journey with other students
  • paying other people to take your child to school or college when/if you are not able
  • paying for someone to support your child to arrive at school safely and ready to learn
  • paying for childcare for your other children whilst you're transporting your eligible child
  • buying travel passes for your other children so they can get home whilst you're collecting your eligible child

Further details can be found in our PTB terms and conditions.

Cancellation of a PTB

The County Council could cancel your PTB if:

  • your child’s attendance is unacceptable and/or they are regularly late for school. The County Council will check your child’s attendance with their school 
  • you move home and your child is no longer eligible for school transport
  • you have not made safe travel arrangements for your child/young person
  • your child/young person leaves the school/education setting
  • a more cost-effective option becomes available
Contact

If you have any general queries relating to PTBs, you can use the online enquiry form.

If you have any queries relating to PTB payments, you can use the online enquiry form.

Frequently asked questions
My child is eligible for school transport. If I am offered a Personal Transport Budget, how much would I be paid and how is this calculated?

Personal Transport Budgets are calculated based on the return distance between the child’s home address and their school twice per day, using the information provided in your School Transport application. We will account for any additional support package requirements, INSET days and parental contributions that may be due (where applicable).

Payments will be made by the County Council into your designated bank account in 11 equal monthly instalments between September and July (or pro rata). You will need to provide us with your bank details when you sign the PTB Agreement.

For example, if you agree to a PTB for your child who starts school on 1 September and continues until the end of the academic year (assuming 100% school attendance) it would be calculated as follows:

190 school days x PTB Daily Rate (minus annual parental contribution where applicable = Total PTB for one academic year.

The total PTB would be then split into 11 equal monthly payments.

Where applicable the total payment would be adjusted further by any days your child is absent from school.

If you agree to a PTB for your child during the school year, the amount paid would be adjusted pro rata based on the date the PTB started.

Would the Personal Transport Budget be adjusted for INSET days?

The PTB calculation accounts for estimated INSET days. This approach works well in practice and has resulted in minimal issues for parents.

However, if you believe there are any days missing or due for payment, you can contact us using the online enquiry form. Any such request must be supported by an attendance report from the school.

Further details can be found in our PTB terms and conditions.

If I need to pay a parental contribution for my child’s discretionary transport, how would this work?

If you are required to pay a parental contribution towards your child’s discretionary transport, the amount would be deducted from the overall Personal Transport Budget allocation.

For example, for a child who starts school on 1 September and continues until the end of the academic year (assuming 100% school attendance), it would be calculated as follows:

190 school days x PTB Daily Rate (minus parental contribution) = Total PTB for one academic year.

The total PTB would be then split into 11 equal monthly payments.

Where applicable the total payment would be adjusted further by any days your child is absent from school.

If you agree to a PTB for your child during the school year, the amount paid would be adjusted pro rata based on the date the PTB started, less the parental contribution amount.

You can find more information about parental contributions and other fees.

What happens if my child is ill and is absent from school?

Your child’s attendance record will be reviewed and the payments for any applicable days that they are absent will be deducted from future PTB payments.

You are required to contact the School Transport service to inform us of any absences lasting over a week. You can contact us using the online enquiry form.

If your child’s attendance drops below an acceptable level without reason, your PTB could be withdrawn. We would always discuss this with you before taking any action.

What should I do if my circumstances change?

If your child is eligible for school transport and your school or home address changes, you must make a new school transport application. You can find out more about changes to travel arrangements.

If there are any changes to your child’s needs we need to know about, you can contact us using the online enquiry form.

We take overpayments seriously and would investigate any instances where we may suspect this has occurred.

Further details can be found in our PTB terms and conditions.

I have one child who is eligible for school transport and has a PTB. I have a second child who is currently going through the assessment process for an EHC Plan. Would I receive a PTB for each child?

You would need to submit a school transport application for your second child in the first instance, where a decision would be made about their eligibility. You may need to wait until your second child has received their EHC Plan before the School Transport service can consider transport requirements for that child.

If your second child is eligible for school transport, the PTB value may remain the same if both children attend the same place of education. If your children attend different schools, the PTB would be reassessed and adjusted based on the transport needs of both children.

You can find more information about eligibility criteria for children with SEND.

If I have two children eligible for school transport who attend different schools, how would my PTB be calculated?

Your PTB would be calculated based on the round-trip distance for transporting both children. This includes travel from your home address to the first school, then to the second school, and back home - twice per day.

We will account for any additional support package requirements, INSET days and parental contributions that may be due (where applicable).

Would the PTB payments be taxed or affect my benefits?

No, PTB payments are not treated as taxable income, and they do not affect your benefits.

This is because the payment is made to support your child’s travel to and from school, rather than income for you as a parent or carer. It is intended to ensure your child can travel safely and appropriately each day and should only be used for this purpose

If you have specific concerns about your personal circumstances, you may wish to seek independent advice.

Do I need to collect any receipts for petrol etc.?

No. Once the payments are made to you, you can use them in the way that works best for your family, as long as they support your child getting to and from school safely and in line with travel requirements.

My child is a boarder. Would this affect the size of my PTB?

If your child is eligible for school transport and you are offered a PTB, it would be considered in the same way as all other applicants.

Your PTB funding would be calculated based on the number of days transport is required.

Would I receive the PTB until my child finishes at the school they attend?

Once a PTB has been agreed, if your child remains eligible for school transport, PTB arrangements would normally continue into future academic years, providing your child remains at their current school and home address. As a reminder, if your child or young person is currently receiving transport and their home address or school changes, a new transport application will be required.

In some cases, school transport is provided on a discretionary basis. This means transport is arranged for a fixed period of time. The end date for your child’s transport will be confirmed in the information you receive from the School Transport service.

The School Transport service also reviews all PTB arrangements at least once a year to ensure they remain cost-effective and appropriate. When we contact you, parents are required to complete an annual declaration form to confirm the most up-to-date information regarding your child’s circumstances.

As a result of this review, there may be more suitable transport arrangements that are offered to you. The review also takes your child’s attendance into consideration. If a PTB is withdrawn following this review process, you will receive 28 days’ notice.

Would I receive a PTB for my child to attend two schools?

Transport assistance is only usually provided for one educational setting. If you apply for a PTB, it would be assessed for the main school where the child is currently enrolled.

In certain circumstances, an exception to policy could apply for some students depending on their eligibility assessment. You can find more information in paragraphs 4.30 and 4.31 of our School Transport Policy.

My PTB request has been refused, can I appeal?

There might be circumstances where a Personal Transport Budget is not appropriate, for example where we can arrange transport for you at a lower cost. This will be assessed as part of the application process. The County Council will make the final decision based on all the available information.

There are several other transport options that could be provided for children eligible for School Transport. The transport provided may be a contracted school bus, pass for use on public transport, or a taxi service.

If you believe there are grounds to appeal against a decision we have made about your child’s transport eligibility or the suitability of arrangements put in place, you can request a review by a senior officer. You can find more information about school transport appeals.

If I am offered a PTB but find that at a later date it does not work for my child or my circumstances change, can I change back to the previous transport arrangement?

PTBs are voluntary so you can withdraw from the PTB if it’s no longer working for your child. Please bear in mind that it may take up to 15 working days from the date of refusal for making alternative transport arrangements.

Please be aware that new transport arrangements may not necessarily be the same transport provider or driver that your child may have had in the past.