|(a) Effective date. This rule applies only to motor fuel transactions that take place on or after January 1, 2004. Motor fuel transactions that occur prior to January 1, 2004, will be governed by sections in Texas Administrative Code, Title 34, Part 1, Chapter 3, Subchapter L. (b) Application. To purchase gasoline or diesel fuel less the state tax and not prepay the liquefied gas tax for vehicles equipped to use liquefied gas, a commercial transportation company that provides transportation services to a public school district in Texas must submit to the comptroller an affidavit stating: (1) that the company has contracted with a specific public school district to provide transportation services (other than charter trips) for the school district; (2) that motor fuel purchased tax free will be used exclusively by the company to provide the transportation services for the school district; and (3) the vehicle identification number and vehicle license plate number for each vehicle equipped to use liquefied gas to furnish transportation services exclusively to public school districts in Texas. (c) Exception letter. After review and approval of the affidavit, the comptroller shall issue to the company a letter of exception specifying that the company may purchase tax free gasoline and/or diesel fuel used to provide transportation services to a public school district in Texas. The letter of exception may be reproduced for licensed suppliers and licensed distributors. An exception letter shall be issued to the company for specific vehicles operated using liquefied gas. The letter may be furnished to inspectors when a liquefied gas-powered bus is undergoing a safety inspection and to liquefied gas dealers when the company purchases liquefied gas tax free to be placed into the fuel supply tank of the bus. (d) Records required. A commercial transportation company providing transportation services to a Texas public school district shall keep separate records for tax-free and tax-paid fuels. Both sets of records must show: (1) the number of gallons of gasoline, diesel fuel, and liquefied gas on hand on the first day of each month; (2) the number of gallons of gasoline, diesel fuel, and liquefied gas purchased or received, showing the name of the seller and the date of each purchase; (3) the date and number of gallons of gasoline, diesel fuel, and liquefied gas delivered into the fuel supply tanks of vehicles used to furnish transportation services to public school districts; (4) the date and number of gallons of gasoline, diesel fuel, and liquefied gas delivered into the fuel supply tanks of vehicles used to furnish transportation services other than to public school districts; (5) the date and number of miles traveled to provide transportation services for the public school district, including starting point, destination, purpose of trip, beginning and ending odometer readings, vehicle identification number, and the vehicle license plate number; (6) the date and number of miles traveled to provide transportation services for customers other than public school district(s), including the beginning and ending odometer readings, vehicle identification number, and vehicle license plate number of the vehicle so used. (e) Taxable use. A commercial transportation company forfeits its right to purchase fuel tax free if: (1) the fuel is sold, other than to a Texas public school district for which the commercial transportation company provides transportation services; or (2) the fuel is used in a vehicle for any purpose other than providing transportation services for a Texas public school district. (f) Cancellation or completion of contract. A commercial transportation company shall report the following to the comptroller within five days of the cancellation or completion of a contract with a Texas public school district: (1) the total number of gallons of tax-free gasoline and/or diesel fuel on hand in storage tanks and in the fuel supply tanks of motor vehicles, and remit the tax due on the ending tax-free inventory; and/or (2) in the case of a liquefied gas vehicle, obtain a liquefied gas tax decal for previously excepted vehicles used to provide transportation services under the canceled/completed contract. (g) Charter trips. A commercial transportation company that charters round-trip transportation to special events for a Texas public school district may claim a refund for the fuel used in the charter vehicle. (1) The refund shall be computed by starting the trip with a full fuel supply tank or tanks, maintaining records of the fuel delivered into the fuel supply tank or tanks of the vehicle during the trip, and filling the fuel supply tank or tanks upon arrival back at the origination point. The number of gallons delivered into the fuel supply tank or tanks after the start of the trip will be the number of gallons upon which the charter company may claim a tax refund. (2) The records required by subsection (d)(5) of this section shall also be maintained for each charter trip. (3) The commercial transportation company shall keep a copy of the billing to the school district for the trip. (h) Refunds. (1) A commercial transportation company providing transportation services to a Texas public school district may file a claim for refund of state taxes paid on gasoline and diesel fuel used exclusively for such transportation purposes. (2) A metropolitan rapid transit authority operating under Transportation Code, Chapter 451, that is party to a contract governed by Education Code, §34.008, and that is providing transportation services to a Texas public school district may file a claim for refund of state taxes paid on gasoline, diesel fuel and liquefied gas used for such transportation services. (A) A claim for refund must contain the following information by month for each vehicle used to provide public student transportation: (i) total miles traveled, evidenced by odometer or hubometer readings and total miles traveled on public school transportation routes; (ii) hours of service; (iii) total fuel consumed; (iv) total number of student passengers per route; (v) total number of non-student passengers per route; and (vi) records required by Tax Code, §162.127 and §162.229. (B) A claim for refund cannot be made for a single route in any month of a school year in which the number of non-student passengers for that single route is greater than 5.0% of the total passengers for that single route. (C) The gallons of gasoline or diesel fuel eligible for refund in a qualifying month for each vehicle is determined by multiplying the vehicle's average miles-per-gallon for that month by the miles traveled for public school transportation during that month.
Attached Graphic (3) The amount of refund for liquefied gas is determined by dividing the amount paid for an annual liquefied gas tax decal by 12 and then for each qualifying month multiply by the percentage of miles traveled providing public school transportation services.