Department for Transport

Transferable Audio-Visual Equipment on Rail Replacement Coaches

Department for Transport reimbursement grants for coach operators in Great Britain that buy transferable audio-visual equipment (portable 'AIR boxes', screens, induction loops) so rail replacement coaches can give the audible and visible next-stop information required by the Public Service Vehicles (Accessible Information) Regulations 2023. It repays up to 75% of the cost of equipping a vehicle, capped at £2,000 per vehicle, with lower rates (50% and 25%) for additional vehicles; operators with recent rail replacement work can claim the top rate for more vehicles. Equipment must already be bought, applications are assessed weekly, and the scheme closes at midday on 18 December 2026 or earlier if the £2 million runs out.

Apply on the funder’s site

You could get: £1 – £99,999
Deadline: 61 days left; 18 December
Effort: Moderate; full application with documents

Who can apply

Coach operators that provide, or are capable of providing, rail replacement services in England, Scotland or Wales: licensed PSV operators that run at least one coach with more than 16 passenger seats and are responsible for delivering services during rail disruption
Operators without a rail replacement track record (new entrants) can apply; those with evidence of rail replacement work in the last 12 months get more generous support
Applicants must already have bought the equipment and be able to cover the upfront cost, since the grant is paid as reimbursement
Leasing companies, aggregators and other intermediaries, and bus-only operators, cannot apply
Multiple licence holders can apply, mapping costs and equipment to each PSV licence
No commitment to future rail replacement work is required

What it funds

Transferable audio-visual equipment that helps rail replacement coaches provide AIR-compliant journey information:

Equipment that can easily be installed, removed and transferred for reuse across vehicles and is capable of generating and providing AIR-compliant journey information (for example a unit that generates AIR-compliant messages and connects into a coach's existing PA system)
Peripheral equipment such as screens and portable induction loops, provided they are easily transferable and either generate AIR-compliant information themselves or support equipment that does (for example transferable screens displaying information from an app you subscribe to)

Funding reimburses a proportion of costs after purchase (typically up to 75% of the cost to equip a vehicle), capped at £2,000 excluding VAT per vehicle or set of equipment; equipment must be bought but need not yet be delivered. Double-deck coaches count as two vehicles. Only one successful application is allowed per applicant.

What it will not fund

Applications from organisations that do not directly operate coaches (for example leasing companies and intermediaries such as aggregators)
Bus operators that do not also operate coaches
Equipment that requires permanent fitting to a vehicle, or specialist engineering skills or certification to install
Equipment that is not capable of generating AIR-compliant journey information, or does not support equipment capable of generating it
The same invoice or equipment already claimed under another public funding scheme

How to apply

Buy eligible transferable equipment (the grant reimburses costs after purchase)
Download the Grant Calculator, Application Workbook, AIR Checklist for Operators and Suppliers and the FAQs from the Find a Grant listing; use the calculator to estimate your reimbursement
Complete the workbook: PSV operator licence details, busiest rail replacement day in the last 12 months with evidence (one row per coach), equipment inventory with costs and evidence, and declarations
Select 'Start new application' on Find a Grant and upload the completed documents and evidence by 12pm on 18 December 2026
Applications are assessed weekly on a rolling basis, normally within a week, and an approve or decline letter is sent
If approved, return the signed paperwork and payment details within 24 days; payment follows within 30 days (DfT aims to pay 90% within 5 working days)

The scheme may close earlier if funding is used up. Queries not covered by the FAQs go to rrcoachesav@cabinetoffice.gov.uk. Unsuccessful applicants may be encouraged to re-apply.

Have ready

Application Workbook (licence, rail replacement evidence, equipment inventory and declarations)
AIR Checklist
Grant Checklist
Grant Calculator
PSV operator licence evidence (PDF or ZIP)
Proof of purchase for the equipment (invoices or receipts)
Equipment technical specifications or installation guides showing AIR capability and transferability
Evidence of rail replacement work on your busiest day in the last 12 months, if claiming the higher tier (e.g. booking confirmations, dispatch logs, invoices)

Templates are in the Find a Grant supporting information; incomplete or inconsistent evidence may delay processing or lead to the application being declined.

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