Bus Subsidies for School Group Visits

Thanks to the generosity of the museum’s members, as well as other contributors, we are pleased to offer bus subsidies to any school groups planning a visit to the museum. Subsidies are available to any school for up to $150 per visit for up to four visits per school year. Subsidies should be requested when booking your class visit, and will be granted on a first-come, first-served basis. If you do not let us know that you need one, we cannot guarantee the subsidy. A bus subsidy form will be sent along with the tour confirmation for you to fill out and return to the museum. Funds are limited, so please book early to take advantage of this opportunity.

Below is a step-by-step explanation of what we need to reserve and process your bus subsidy. PLEASE familiarize yourself with or pass this information along to the person who handles business and accounts-related administration at your school. If you have any questions, call 413.585.2773 or email jzappia@smith.edu.

STEP 1 – Check over your Confirmation Form!
If your confirmation form does not indicate that we plan to offer you a bus subsidy, and you need one, contact jzappia@smith.edu or 413.585.2773 immediately to let us know. Likewise, if we have you down for a bus subsidy that you do not need for whatever reason, please let us know so that we can make those funds available to other needy schools.

STEP 2 – The Paperwork to send to us!
We can only reimburse schools or pay bus companies AFTER your group has visited SCMA. We must receive your paperwork within four weeks after your visit date, otherwise, we cannot guarantee that we will be able to process your subsidy. It is imperative that you collect the materials noted below and send them to:

SCMA-Bus Subsidy
Elm Street at Bedford Terrace
Northampton, MA 01063

• Bus Subsidy Form
  Download, fill out, and return the bus subsidy form
• Invoice
  We must have an official invoice showing the date and charge for the bus. Without this proof of transportation costs, we have NO WAY to process your subsidy. Companies can send us the invoice directly.
• Tax ID
  If SCMA is to send the subsidy to your school or a school organization, such as a PTO, please obtain a copy of your school’s certificate of exemption or have an authorized person fill out the enclosed W-9. If you would like us to pay the bus company directly, this is not necessary.

NOTE: If the bus company you are using requires advance payment, your school or PTO should pay the bus company and we will reimburse that organization. If this is not possible for your school, contact 413.585.2773 for further assistance.