Transportation Requests

Use Trip Tracker Links to an external site. to request transportation for field trips, athletic events, and all activity trips. 

  • Username:  Capital first letter of first name and capital first letter and entire last name; Example:  JSmith
  • Starter Password:  Same as username; Example: JSmith

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Click on the Request a Trip in the upper left hand corner. login2.png

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Section 1

  • Trip Name: Type a brief description of the trip (6th grade field trip).
  • Trip Date: Use drop down calendar to select date of trip.
  • Trip Type: This determines the approval route, so select the appropriate type from drop down menu..
  • Activity Type: Pick the best description from the drop down list (FBLA, Baseball, 1 st grade, etc.)
  • Reason for Trip: Please include reason, (competition, choir performance, etc.)
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Section 2

  • Account: Skip this field. 
  • Requester: Select your name in the drop down list. They are alphabetical by last name.
  • Account notes: Use like a comment box. Include anything you need the approvers to know.
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Section 3

  • Origin: Select from the drop down list the point from where the trip will begin. If the trip is only one way, please check the On-Way Trip box.
  • Departure date: Date the trip will be taken
  • Departure time: Time the trip will begin from origin (approximate)
  • Return date: Date the trip will return
  • Return time: Time the trip will return to origin (approximate)
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Section 4

  • Destination: Select a destination from the drop down list. You may add multiple destinations by clicking the Add button after each destination. If your destination is not in the list, please call the Transportation Office.
  • Arrival date: Date when trip needs to arrive at destination
  • Arrival Time: This time must be at least 1 minute later than the departure time. Can't the same as departure time.
  • Departure date: Date you will be departing from destination
  • Departure time: Time you will be departing from your destination. Can’t be the same as the return time.
  • Click the Add button. YOU MUST CLICK "ADD" IN ORDER FOR YOUR DESTINATION TO BE ACCEPTED.
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Section 5

  • Number of adult, students, wheelchairs and vehicles: Enter the appropriate number in each box to the best of your ability. If you need more than one bus you may indicate in the # of vehicles box.
  • Contact Name: Enter your name. 
  • Contact Phone number: Enter your phone number.
  • Notes: You may enter any additional information the driver may need to know about the trip (we are stopping at McDonald’s on the return trip back to school).
  • Click Submit. Your trip has been submitted and you will receive an email when the trip has been scheduled, invoiced and completed.
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Reimbursement of Trip Costs

Any staff member expecting reimbursement of trip costs from another agency, department or vendor must submit the invoice to the appropriate agency, department or vendor. Once you receive notification from the transportation department that your trip has been invoiced you may log back into Trip Tracker and print and invoice.

Reminders from District Office

  1. Please enter your trip request at the earliest possible convenience. A last minute trip request may not be fulfilled due to capacity, number of buses, lack of drivers, and absence of administrator approval.
  2. All requesters should monitor their requests frequently to be sure administrator approval has been obtained in a timely manner. If approval has not been obtained a phone call, email or personal contact may be necessary to ignite the process. Trips can not be scheduled until administrator approval has been granted.
  3. Administrator approval does NOT mean the trip has been scheduled. It is important for you to monitor your request to determine if additional contact is necessary. You receive an email when your trip has been scheduled.
  4. The maximum number of vehicles per day is set at 7. Any requester attempting to request more than 7 will result in an error message. At which point you will need to contact the Transportation Department as all requests more than 7 vehicles will have to be entered by the them. In many cases more than 7 vehicles can be accommodated, however, it will be the transportation departments decision to allow that based on the factors mentioned in #1 above.