Chapter 4 - Entering a Field Trip Request – School User



DISD Transportation WebTrips

TRIP REQUESTS MUST BE ENTERED NO LATER THAN 6 WEEKS IN ADVANCE OF DATE OF TRIP

Please Note: If you are trying to enter a trip less than 6 WEEKS in advance of the trip, you will get a message that says: CLOSED-DAY CLOSED FOR ENTRY OF TRIP REQUESTS. You will need to email Transportation to find out if an exception can be made for your request.

LOGGING into WEBTRIPS

One of three ways:

1. From the District Web Page: choose Departments, then Transportation, on the left of the screen choose the link Web Trips. This will take you to a page that provides a link to the Trip Log-In Page.

2. From the Denton ISD Portal: choose Staff, then Sign-On Portal, then Resources, then Web Trips. This will take you to the Web Trips, Log-In Page.

3. Directly from Internet Browser:

This will take you to the Web Trips, Log-In Page.

After you have accessed the Web Trips, Log-In Page:

1. Enter your username in the Username field. *A username and password will be provided by the T.O.M. Field Trip administrator. The link to the passwords for each campus can be found: Log-In information

2. Enter your password in the Password field. (Your password will not be displayed)

3. To enter a new trip request, click the Enter a New Trip Request button.

Entering a New Field Trip Request

When “Enter a New Trip Request” is selected, the Trip Request Detail page is displayed. This page allows entry of trip information. The page is divided into four sections:

1. General Section includes Customer, Destination, Dates, Times, Passenger Information and Group Name. This information is required before a trip can be saved.

Destination Not Available

T.O.M. automatically keeps a list of all past destinations where Denton ISD has taken field trips. Web Trips allows a school user to select any of these existing destinations when entering a field trip request. If a destination is not available, please select the destination “TO BE DETERMINED” in the pull-down menu, then provide the facility name and address in the Trip Comments so that a new destination can be built by the Transportation Department.

LOADING INSTRUCTIONS:

This section will default with the most common loading location for your campus. Not all drivers know the layout of every campus so students will be loaded in the bus lane unless otherwise specified.

SPONSOR NAME AND SPONSOR CELL PHONE CONTACT:

Provide the name of the contact person who will be on the bus. Include their cell phone contact on which they can be reached on the day of the trip in case Transportation needs to contact them. At least one adult sponsor must be on each bus that students are being transported on.

TYPE OF VEHICLES; NAME AND CONTACT NUMBER OF COACH DRIVING (IF APPLICABLE);

ANY ADD'L TRIP COMMENTS SUCH AS SECOND DESTINATION (IF APPLICABLE):

Indicate the type of vehicles that you will need for your trip. (Example: regular bus, wheelchair bus, box truck, tractor unit.) Remember to include all adults and students in the passenger count in case Transportation determines that additional buses are needed to accommodate all passengers.

If a coach is driving the trip, please put the name and cell phone contact number of the coach in this section. If a coach is to drive the trip, the trip requestor should arrange this with the coach who needs to drive prior to inputting the information into the trip request. Transportation does not make these arrangements, only confirms

If your group is going to more than one destination on this trip, please include the name and address of both locations in this section.

Billing Section – For Administrative Use Only

This section is for the use of recording the actual purchase order number obtained from the Business Office. The secretary must enter the purchase order number into the trip request. All non-athletic trip requests are required to have the cost estimate section of the WebTrip form completed. All non-athletic trips a Purchase Order must be done and the Purchase Order number input into the Trip Request. If a Purchase Order number is not inputted, the trip will not be approved. Athletic trip requests are not required to have the cost estimate section of the WebTrip form completed. The coach should type a zero in this field.

COST CALCULATION FORMULA CAN BE FOUND BELOW.

Estimated Cost & Funding Section-Must Be Completed by Requestor

For all trips, the trip requestor must complete a trip cost estimate. For the mileage cost, refer to the following table:

0 – 5 miles = $18.00; 6 –10 miles = $36.00

11 –15 miles = $54.00;16 – 20 miles = $72.00

21 - 25 miles = $90.00; 26 – 30 miles = $108.00

31 – 35 miles = $126.00; 36 – 40 miles = $144.00

41 – 45 miles = $162.00; 46 – 50 miles = $180.00

51 – 55 miles = $198.00; 56 – 60 miles = $216.00

61 – 65 miles = $234.00; 66 – 70 miles = $252.00

71 – 75 miles = $270.00; 76 – 80 miles = $286.00

81 – 85 miles = $304.00; 86 – 90 miles = $322.00

91 – 95 miles = $340.00; 96 –100 miles = $358.00

Over 100 miles = $3.57 a mile; Cost per hour is $16.95.

To calculate the cost for the hours, estimate the hours that you will be gone on your trip and add 2 hours.

(Example: A trip that begins at 9:00 a.m. and ends at 2:30 p.m. is 5.5 hours, add 2 hours for the driver to pretrip and posttrip, would then be 7.5 hours, and round to next whole hour, which would be 8 hours. ((cost of mileage+ (16.95 * 8)= $).

If the Estimated Cost section is not put into the field, you will receive an error message stating that you need to enter an “Internal” number. Go back and enter the Cost Estimate then the program will allow you to move on.

Saving the Field Trip Request

After all trip request information has been entered, click the Save button. WebTrips will refresh the Trip Request Detail page with the saved info. and/or any error messages. At this time, you may change any of the trip information, press Save before Exit. If you do not receive a trip request number when the page is refreshed, your trip request IS NOT SAVED. When you are finished using WebTrips, don’t forget to log out!

TRIP CATEGORY FUNDING CODES

The Trip Category Funding Account is MANDATORY and directs the request to the proper approval path (i.e. Campus, Bilingual, Special Ed, etc.). If you are unsure what your trip category should be, please contact your campus secretary for direction on what fund to select.

Some departments have further lead time requirements in order to process trip requests properly for payment. Please keep in mind these deadlines for departments ARE IN ADDITION TO the Transportation 6 WEEK LEAD TIME to process trip requests. Principal approval is always needed for non-athletic trips prior to any trip request being processed regardless of what funding source is paying for the trip.

A Purchase Order number must be input in the trip request for all Non-Athletic Trips. A trip will not be approved without a Purchase Order

An adult sponsor is required to be on the bus at any time that students are on board.

Food and snacks may be taken to the destination location on the bus but are not to be consumed while the bus is in motion. This is because of choking hazard and food allergies of other passengers.

Field trips groups who are on midday trips, (anytime between 9:00 a.m. and 2:30 p.m.), and out of town must load the bus at the destination location by 1:00 p.m. in order to leave by 1:15 p.m. Groups must be dropped off at the campus by 2:30 p.m. for buses to get to their elementary campuses on time.

Bus usage is based on a first-come, first-serve basis. We try to accommodate all requests, however, UIL trips take precedence.

PRINCIPALS AND ADMINISTRATIVE STAFF:

How to Approve or Deny Trip Requests

When the approver logs on to WebTrips and selects “Work with Trip Requests”, WebTrips shows the approver only the trip requests that are awaiting his/her approval.

WebTrips displays the Trip Request Search page with the trip requests that require approval by this user.

Click an individual Request # on the Trip Request Search page to display the Request Detail page for that request.

The approver can also make any changes to the trip request as necessary. Do one of the following to approve or deny the trip request:

Click the Save button and (if necessary) add optional comments in the Comments section. If required, you may change any information on the trip request detail page at this time, then click the Save button at the very bottom of the Request Detail page. WebTrips will validate and save the trip request information and refresh the trip request detail page.

Click the Deny button and (if necessary) add optional comments in the Comments section. Then click the Save button at the very bottom of the Request Detail page.

When you save the request, WebTrips updates the trip request status to “Denied” and prevents any user from changing the Trip Request Detail Information. WebTrips will refresh the request detail page, reflecting the new status and date the trip request was denied. If you are denying a trip for any reason, it is recommended that you send an email the requestor telling them the reason that you have denied the trip.

After the field trip request has been processed the trips will be added as a Calendar appointment in our google calendar (Transportation Trip Calendar) If a mistake is found, immediately contact Transportation with corrections.

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