1 What is a Personal Transport Budget (PTB)?
A Personal Transport Budget (PTB) is a sum of money provided by the council to support parents and carers to arrange transport for their child to school or other educational setting.
It is aimed at children who are eligible for council travel assistance and have Special Educational Needs and Disabilities (SEND). The flexibility of PTBs allows families to create transport solutions that best meet their unique requirements.
Key features of a PTB
Advance payments: A PTB is usually paid monthly in advance, as an equal amount over 10 months, with the month 11 payment being a reconciled amount. Your child’s school attendance will be monitored by West Sussex County Council throughout the school year to ensure we are continuing to pay the correct amount.
Cost per mile: A PTB is paid at 70 pence per mile for a child with SEND. The council will calculate an annual reimbursement figure for you. For families transporting more than one child or young adult with SEND, a PTB is paid per vehicle, not per child or young adult.
Attendance: PTB calculations assume there are 190 days in the school or college year. If this is not the case, adjustments will be made. For mid-year starters, the PTB amount is calculated based on the number of school days remaining from the start date, divided by the number of months left in the academic year (for example, 100 days remaining divided by 5 months = 20 paid days per month).
Flexible use: Families can choose how to spend their budget, within the conditions set out below.
2 How to use a PTB
PTBs are flexible and can be used in various ways, including (but not limited to):
- paying for fuel or running costs of a family vehicle used for transport
- hiring a vehicle if the family does not own one
- paying for shared taxis with other students
- paying for another person to transport siblings, allowing the parent or carer to focus on the eligible child or young adult’s transport
- purchasing travel passes for other children or young adults in the family to support transport arrangements
- paying for childcare for other children in the family to free up the parent or carer’s time to transport the eligible child
- arranging collaborative transport, for example, carpooling with other families
Restrictions on PTB usage are:
- the budget cannot be used for council organised transport services
- it must only be used to facilitate the eligible child or young adult's travel to their educational setting
- PTBs cannot be used for purposes unrelated to education, such as work experience, or any illegal, unlawful, or unsafe activities
Conditions and accountability
Eligibility and use: PTBs are awarded based on the child or young adult’s eligibility for council travel assistance. If attendance falls below 90%, overpayments will be recovered for any days not attended, including authorised absences.
Change of address: If your home address or school changes, you must notify the Personal Transport Budget administration team at ptbqueries@westsussex.gov.uk with at least 10 working days’ notice.
Legal and safety obligations: If you employ someone using the PTB (for childcare or transport), you are responsible for complying with employment laws, taxes, insurance, health and safety regulations and ensuring that any employed individuals have an up-to-date Disclosure and Barring Service (DBS) certificate.
Cost efficiency: The council reserves the right to withdraw a PTB and instead provide other forms of transport assistance if this becomes more appropriate or cost-effective.
3 How the amount is determined
Rate per mile
The standard rate is 70 pence per mile, calculated based on the shortest road distance between your home and your child or young adult’s educational setting. The amount includes 2 return trips per day (4 legs of the journey).
The council does not consider other variables such as faster routes when assessing applications.
Assessment criteria
Factors such as your child or young adult’s needs, the distance and duration of the journey and other available council provided transport options are also considered when determining the PTB amount. We will also consider whether your child or young adult can travel independently or requires assistance.
Mileage allowances
While PTBs have largely replaced mileage allowances, in some exceptional cases, mileage allowances may still be offered temporarily, usually for children or young adults whose school attendance is necessarily low. These are assessed individually on a case-by-case basis.
4 Applying for a PTB
You do not need to apply. We will contact you if you are eligible.
5 Contact us
If you have any questions about your Personal Transport Budget (PTB), need to report a change in your circumstances, or would like further information, get in touch using the details below. We’re here to help.
Email ptbqueries@westsussex.gov.uk for all enquiries about:
- eligibility
- payment schedules
- changes in address or school
- attendance queries
- general information about how your PTB works
When emailing us, include:
- your child or young adult’s full name
- your child or young adult’s date of birth
- your contract reference (if known)
- a clear description of your enquiry