Field Trip Procedure
Transportation Request and Vehicle Use Procedure
A trip request can not just be sent to Transportation. There are proper procedures that must be followed throughout the process. The requestor will need to take ownership of the process and not make assumptions that someone else is responsible. The trip process needs to flow through the campus secretary or the one designated person at the campus or department.
The Trip Request serves as both the request for a vehicle and the invoice for completed trips.
It is very important that enough lead-time be given to the process of reserving a vehicle or scheduling a field trip. At a minimum, a two-week window should be used for the reservation and approval process. A trip that is needed on short notice will need to be walked through and the trip request delivered to Transportation.
A trip request is not to be submitted containing missing data or information. All information must be known before submitting a Trip Request
If the proper procedures are not followed the trip will not be placed on the schedule.
Trips may use a Transportation driver or be driven by a sponsor or sponsor provided driver. Sponsor provided drivers must be District employees and be approved to drive by Mr. Walker only.
On school days Transportation provided drivers are available from only 8:00 am until 2:30 pm and after 5:00.Trips utilizing Transportation drivers must be structured to have the bus back at the campus no later than 2:30. This means the bus needs to be loaded and on the way back to school in time to be back by 2:30.
For activities that are in conflict with this time window, a drop-off and pick-up after route can be used. If you are doing a drop-off/pick up please beware that it will be 5:00 pm before the driver can leave Cleburne. If you have questions then contact Mr. Walker only.
A school bus cannot legally travel at the higher posted speed limits on highways that cars can. Traffic condition may also impact the trip. Plan according to allow for traffic and the slower speed of the bus.
In calculating mileage allowance must be given for additional schools, stops or other events that may add mileage. Mileage charged for a trip starts from Transportation and ends at Transportation.
The clock time for Transportation provided drivers will start 15 Minutes prior to leaving transportation and will end 15 minutes after returning to transportation. This allows for a pre and post inspection of the bus.
There is a 2-hour minimum for any trip. Field trip cancellations at the last minute that are not based on weather or some similar issue will be charged the 2-hour minimum and any mileage accrued.
Buses are billed at $1.00 a mile.
SUVs are billed at .50 a mile.
Drivers provided by Transportation are billed at their regular rate. The rate of $15.00 an hour for the driver is a safe estimate.
It is advised that mileage and driver time be overestimated. Assistance from Transportation is available if needed.
Vehicle Passenger Capacity
Field Trip Buses will hold 50 passengers at 2 passengers per seat. Student size will dictate the seating arrangement. Seating for elementary trips that are within the city limits may go up to 3 passengers per seat if the students are small enough for about 60-65total passengers. Trips outside the city limits for all grade levels will be limited to 2 passengers per seat for a total of 50 per bus.
SUV’s are limited to 8 total passengers including the driver. Trips with larger students or adults will require a decrease in the capacity to about 6 or 7 passengers. The SUVs are limited in quantity and are not always available. Please see Passenger Vehicle Check-out Procedures and Use document.
The Director of Transportation will make the final decision regarding vehicle capacity or use.
Each campus/department will have an internal process for initial approval. Once initial approval has been granted a Trip Request and a Pre-Acquisition are to be completed. The secretary or designated person will send the Pre-Acquisition and supporting documents to the appropriate person at the central office. The central office will check the budget codes and approve the Pre-Acquisition. The approved Pre-Acquisition will be sent back to your building or department.
Once the Pre-Acquisition is approved a PO request is to be completed in Munis to generate a Purchase Order. A purchase order MUST be issued before any district employee can obligate or spend district funds. Once a Purchase Order is approved the school secretary or designated person will forward the entire 4 part Trip Request to the Transportation Department. Do not send copies of pre-acquisition or supporting documents to Transportation.
When contacting someone at Transportation be sure to identify the school, group, destination, and date of the trip. Remember, any official correspondence is by email only.
Invoicing/Paying for the Trip
When the trip is completed, Transportation will complete the invoice portion of the Trip Request and separate the form.
The white copy is kept at Transportation.
The yellow copy is sent to payroll to pay the driver(s).
The pink and gold copy will be sent back to the campus or department that generated the request. Attach the PO, Pre-Acquisition and other supporting documents to the pink copy and send to accounting for payment.
The gold copy is kept at the school for your records.
Any trip will pay a minimum of 2 hours to the driver.
Trips not canceled before the day of the trip will pay a 2-hour minimum. The driver will
be paid from the originating PO of the group or school.
When a trip is canceled anytime due to “Acts of God” the organization will be only billed for actual time and mileage involved on the trip.
Buses will generally be at the school 15 minutes prior to the scheduled departure time.
Drivers are not to load students until the sponsor is aboard.
The back door or a bus is not to be used for the boarding or off-loading of passengers.
If coolers need to be loaded on the bus the driver is to operate the door as people unfamiliar with the door may damage it. The cooler or anything else cannot block the emergency door or block the aisle.
The driver will already have a direction to the location that they are to follow. Do check with the driver to make sure that you and the driver are on the same page as to the trip location, lunch, and schedule.
When several buses go together on the same trip the buses drivers are to stay together and follow the lead bus.
At the Venue
Buses are not to leave the destination point and return later for the group. Some venues may require off-site parking. The exception will be buses needing to leave and must return for their route responsibilities. This arrangement must be prearranged with Mr. Walker. Make sure you and the driver have each other’s cell number.
The sponsor is to have all parking including offsite parking details worked out with the venue’s customer service representatives before arrival. The driver or transportation is not responsible for fees or parking cost. Make sure that you have allotted for these.
There is no eating or drinking permitted on the bus unless there is prior approval from the Transportation Department.
It is customary to cover the cost of the drivers’ entrance into the venue that the group is attending or the drivers’ meal.
Trips that have a student using a wheelchair can only be driven by a trained Transportation employee. Sponsors are not allowed to operate a wheelchair lift bus.
Field trips and the related destination are limited to the assigned driver and approved sponsor participants. Guest cannot be taken on any trip.
The driver is the ultimate authority regarding safety and operation of the bus. The sponsor is responsible for basic discipline and keeping the noise level down. Students are to remain seated at all times. Classroom behavior is expected on the bus.
Vehicles are to be returned to transportation when the driver has completed the trip. This includes passenger vehicles. The vehicle may be scheduled to go right back out and needs to be available for the next scheduled trip. Keeping a vehicle that is scheduled to return may leave someone the next morning without a vehicle.
Toll-roads' cost is built into the use of the vehicle and do not require a separate PO. The exception is private toll roads.
Gas cards are available for long trips and can be used at virtually any gas station. The receipt must be returned to Transportation along with the card. The user of the card is to sign any receipt with their name. The gas card and receipts are to be turned into Transportation.
Vehicles returned dirty will require a cleanup fee charged back to the group taking the trip.
Updated: August 04, 2017