Notes for guidance on how to complete forms PSV 310-S and PSV 311-S
Form PSV 310-S (yellow form) for kilometres to be run
You should enter your best estimate of the kilometres you intend to run between the dates shown on the front of the form. Please note that it is not in your interest to overestimate, as any amount overpaid will be recovered from the next estimate claim.
Section 1: You should enter the intended number of service kilometres to be run based on your timetables.
In order that the grant payments may reflect any seasonal variations in stage kilometres run, the estimate of service kilometres for the period should be divided in quarters (i.e. every three calendar months).
Column 1: You should enter your route/service number.
Column 2: The registration number given to you by the Traffic Area Office.
Column 3: You should enter the date on which the service began and the issue number of the Notice and Proceedings in which it first appeared.
Column 4: You should enter the longest one-way journey on the route eligible for BSOG.
Column 5: The total estimated number of journeys to be run on the route in one week during the period covered by the claim (average weekly number of journeys).
Column 6: The total estimated number of journeys to be run on the route in the period covered by the claim (usually one year).
Column 7: The total estimated service Kms on which BSOG is claimed.
Please supply timetables if the following apply:
- You have not sent timetables in respect of the service(s) to Transport Scotland previously;
- The service has been introduced within the last year;
- The service frequency and/or route has changed within the last year;
Form PSV 311-S (green form) for kilometres actually run
You will see that the information required is very like that on PSV 310-S except that you will have to enter the actual number of service kilometres run based on your service records; you must not enter estimated
figures on the PSV 311-S.
It is not necessary to divide the actual kilometres run by quarterly periods as on the estimated claim; you should only complete those of section 1 where the start and end dates of the claim period appear. Transport Scotland will send you a PSV 311-S when your claim year is coming to an end. We may split the 'from' and 'to' column at section 1 if the payment rate changes mid-year. If this does happen we will hand-write on the PSV 311-S with the relevant dates.
You should note that the payments which you receive based on an estimated claim are not yours by right but are subject to the condition that you submit a PSV 311-S certified by an independent accountant/auditor within three months of the end of the claim period. If you do not submit a properly certified PSV 311-S, or submit a PSV 311-S that is not supported by full accurate records, Transport Scotland may withhold payments on a current estimated claim, recover payments already made or even exclude you from further participation in the scheme.
Please enclose a copy of your record of scheduled kilometres lost/not travelled with each certified claim.
From 1 April 2011 we also require a letter from your auditors which sets out which tests have been done and which routes (and figures) have been sample checked as part of the certification process.
The following explanation should be read in conjunction with the 'Notes for Guidance' which are printed on the back of each claim form. This is not an official document but a guide that operators may find helpful when completing the form.
Start with Section 2
Column 1: Service number - how the service is identified by passengers, usually by numbers or destination.
Column 2: The registration number of the service(s); more than one service may have been authorised under the same registration.
Column 3: Self-explanatory - as much detail as possible will enable Transport Scotland to identify and check the registration details. (It will be helpful to record dates of authorised variations when kilometres run were affected).
Column 4: The longest single route length (not including dead kilometres) for each service. Alternatively, if a timetable is complicated with a number of journeys at varying lengths, you may quote the total daily number of kilometres operated. You should enclose a copy of the timetable showing the kilometres for each section of the journey.
Column 5: The actual average number of journeys run on the route in one week during the period covered by the claim (average weekly number of journeys).
Column 6: The actual number of journeys run on the route in the period covered by the claim (usually one year).
Column 7: The total service Kms on which BSOG is claimed.
Column 8: The actual number of Kms, per the timetable, not run on the route in the period covered by the claim.