6 Tips for Keeping Your School Transportation Budget on Track

The cost of school transportation represents a large part of any school district’s annual budget. From managing fuel and maintenance costs to ensuring driver salaries and up-to-date safety measures, districts must allocate resources carefully to keep transportation services running smoothly. 

Balancing a tight budget with students’ evolving transportation needs is an ongoing challenge. Below, we outline a number of strategies that can help keep school transportation expenses on track for the next school year — and beyond.

1. Optimize your routing to match students with vehicles that meet their needs

With the rise of AI solutions and machine learning technology, advanced algorithms can analyze various factors — such as student needs, locations, and vehicle capacity — to create the most efficient routes. By doing so, schools and districts can significantly cut down on fuel consumption, minimize unnecessary stops, and streamline driver schedules, ultimately leading to cost savings.

At Colorado Springs School District 11, RouteWise AI™ has helped the district increase the efficiency of its transportation operations, leading to savings that enabled an increase in bus driver pay.

2. Fill gaps with supplemental transportation solutions 

The yellow school bus remains a cornerstone in school transportation, but tapping into supplemental options gives districts access to a flexible driver supply that can be adjusted to meet demand. By paying only for rides that are needed and decreasing dependence on CDL drivers, districts can optimize existing resources while reducing costs.

Partnering with services that employ drivers with caregiving experience can also provide an additional layer of support — and peace of mind for students who need extra care during their rides.

3. Invest in technology that allows for next-day scheduling and timely ride changes

Using technology that supports next-day scheduling and quick ride changes helps to ensure that no student gets left behind while also preventing wasted resources and unnecessary expenses.

Youth experiencing homelessness or students in foster care all too often face destabilizing changes in their home environments that make navigating transportation to and from school difficult. Duncanville Independent School District experienced firsthand how a supplemental transportation provider that leverages technology can respond in hours — not days — when a student experiencing homelessness suddenly relocates.

Small-vehicle transportation solutions that offer innovative technology platforms can enable districts and caregivers to easily create and cancel rides while also providing end-to-end visibility. Offering the flexibility and support needed to get these students to their school of origin on time with fewer delays, these solutions can ultimately save school districts money.

4. Leverage data to track transportation performance and costs

Data is key for routing specialists and transportation coordinators to adjust routes for efficiency, manage resources effectively, and identify areas where they can save district funds. Connecting with a supplemental transportation partner that offers in-app reporting allows access to relevant data at the click of a button.

These insights can be used to support strategic planning and decision making, with an eye toward cost savings. They also allow transportation teams to explore new avenues for staying on budget, such as adding additional riders to existing rides and sharing costs with other districts for students who attend school in a different district than where they live. This adaptability can give districts the tools they need to handle unexpected changes with ease, allowing them to make the most of their vehicle fleet.

5. Streamline transportation through visibility

Maintaining complete transparency throughout a ride allows everyone involved in a student’s journey to stay informed and coordinated. Many transportation providers enable caregivers and parents to track rides in real-time through an app, easing concerns and ensuring punctuality.

In addition, live GPS ride tracking enables transportation teams to proactively address any issues or changes to a ride, providing a smoother, more reliable experience for all parties. This heightened level of visibility fosters a sense of trust and collaboration, while keeping rides on schedule and reducing the likelihood of costly delays.

6. Work with a transportation partner with a proven safety track record 

Partnering with a transportation expert focused on safety reduces unnecessary risks and expenses from accidents and liability issues, helping to maintain a stable and efficient transportation budget. Choosing a transportation partner that follows strict standards for driver vetting and safety processes can reduce the chance of accidents and costly legal issues, while also preventing service interruptions and keeping transportation running smoothly. By maintaining transportation safety and consistency, districts can avoid unexpected expenses.

Keeping transportation budgets on track is essential to guaranteeing safe and reliable transportation for every student. HopSkipDrive’s commitment to solving complex transportation challenges where there is a heightened need for safety, equity, and care helps districts maintain a stable transportation budget without sacrificing student safety or service quality.

Curious about how HopSkipDrive could streamline your district’s transportation budget? Let’s explore the possibilities together.