Request Category #1: Field Trips - DeKalb County Schools

DCSD 2012-13 SY Transportation Request ManualSeptember 20, 2012 VersionIntroductionThis manual is a reference document for bookkeepers, principals, regional superintendents, regionalcoordinators, and department heads for how requests for transportation are initiated, planned, paid for,and trips conducted. This manual was formerly called the Field Trip Manual.The document is divided into three sections, depending on the type of transportation trip beingrequested:1. Field Trips. These are one-day, one-time trips from the school to a destination, such asFernbank, museums, or other learning destinations. All field trips are to be paid by the schools.Examples are trips to Fernbank Science Center, Zoo Atlanta, Center for Puppetry Arts, etc.2. School-Paid Activities. These are one-time or recurring trips during school or after school thatare planned in advance. These include tutorials, Cool Girls, 21 st Century, student spectatorbuses, athletic scrimmages, etc.3. Pre-Approved Activities. Certain programs that are sponsored by District-level departmentsrequire bus transportation. These activities could be before, during, or after school, as well ason weekends. These are athletics, cheerleaders, band, science tools and technology (STT),community-based instruction (CBI) for special needs students, community-based vocational tech(CBVT) at job sites, etc.This manual may be updated on a frequent basis for the 2012-13 school year. Please check the followingweb page to ensure you are reviewing the latest manual:http://www.dekalb.k12.ga.us/transportation/field-tripsPage 3

DCSD 2012-13 SY Transportation Request ManualSeptember 20, 2012 VersionRequest Category #3: Pre-Approved ActivitiesPrior sections of the trip request manual are geared towards trips and routes that are requested by andpaid by the individual schools. This section focuses on the trips paid by District-level departments. Abudget-owner for a program will coordinate with the Transportation Department in the summer prior tothe school year to list out all pre-approved trips as well as work with the Finance Department in thespring prior to the school year to ensure adequate funds are available.For example, the Athletics Executive Director would develop a list of “pre-approved” trips that would bepaid by the District-level Athletics Account. The Athletics Executive Director is the “budget-owner” andwill pre-approve the trips to fit within their budget. Similarly, this would be done for Band, CBI, CBVT,Alternative School, etc.Approval RequirementsThe budget-owner for the program shall send in a list of all “pre-approved” trips for all school-requestedactivity routes/trips within their budgeted amounts well before the first trip is submitted in STIMS. TheTransportation Department will use their TERMS account code to charge the trips. This process ofsubmitting the budgets and forms for processing pre-approved trips is still under development for the2012-13 SY.DeKalb County School District buses may be used for trips that are 75 miles or shorter. Trips longer than75 miles must be arranged by the school with a private carrier (see section on Non-DCSDTransportation).If needed for special needs students, lift buses must always be specified in the school notes on therequisition in STIMS.Request and Payment Timeline1. While the trip must be on the pre-approved list, a trip request must be submitted by the schoolvia STIMS at least 21 calendar days prior to the activity/route start date.2. The Transportation Department will review the request in STIMS and compare it against the preapprovedlist(s) and if it matches will approve the trip in STIMS at least 17 calendar days prior tothe activity/trip. If there is not a match on the pre-approved list, the trip will be rejected, theTransportation Department will email the school and copy the budget-owner, and the schoolwill need to discuss it with the budget owner. The school may submit it in as a school-paidactivity (see Request Category #2) if the budget-owner will not fund it.Day of Trip/RouteAll non-DeKalb County students are prohibited from riding on the bus. Permission forms and emergencycards must be completed for all students riding the bus. A copy of the emergency card must also be leftin the front office of the local school. All trips or routes should comply with state standard rule 160-5-1-.12F (Student Fees and Charges/Required Student Equipment and Materials).Page 8

DCSD 2012-13 SY Transportation Request ManualSeptember 20, 2012 VersionSTIMS ProceduresInitial Log-OnSTIMS is the on-line computer program that the District uses to reserve a field trip or activity route. Thelatest version is called STIMSWEB Access and can be accessed by cutting and pasting the following intoyour web browser (Internet Explorer):In Internet Explorer, it should look like:http://10.173.3.54:88/LoginFormPlease bookmark this link in your web browserYour login credentials can be obtained from your field trip clerk from the Transportation Department.The log-in information is Case Sensitive. You must use Capital Letters.Page 9

DCSD 2012-13 SY Transportation Request ManualSeptember 20, 2012 VersionAdding a TripThis screen is the actual (fill in the blank) form to request a new field trip. You will enter the appropriateinformation. Use the TAB key to move from one field to the next. Be sure to complete all entries.Special attention should be paid to filling in the fields with the light yellow color.Press this symbol for lookup table or calendar.• The Request No. and school code are automatically filled in when you open the form.• Contact Name of the school must be entered. (This should be the person entering the requisition)• The Group/Class is the particular organization, club, or athletic requesting the trip• Chaperone is the teacher or coach requesting the trip• Enter the Destination of the trip• The Activity Code can be determined by clicking on the lookup box and selecting the appropriateactivity.• The Fund Account can be determined by clicking on the lookup box and selecting the appropriateactivity.• Request Date is automatically filled in by the system with date of request.• Enter the Departure Date, Departure Time, Return Date, and Return Time (for dates you can usethe lookup box to select the appropriate date).• Enter Total Number of Students and Total Number of Adults.Page 11

DCSD 2012-13 SY Transportation Request ManualSeptember 20, 2012 Version• Approved Code should always be PENDING since the trip must be approved by the TransportationDepartment for bus and driver availability.• Bus Needed? Do not check here if you will be obtaining a Private Carrier.• Approved is always Y since the trip must be approved by your Principal before entering into thesystem.• Approved by: Enter your Principal Name here. Please ensure the person requesting the trip has theauthority from the principal to place a Y (for Approved) and the initials (in Approved By) in STIMSprior to submittal.• Approve Notes is to put on stipulations from the principal or regional superintendent on what isapproved.• School Notes and Comments are open fields. Please provide additional information that would helpus serve you on your trip.Page 12

DCSD 2012-13 SY Transportation Request ManualSeptember 20, 2012 VersionTransportation Request Contact NumbersTransportation Payroll and Billing Department: 678-676-1308 Main Line678-676-1514 Fax1. Jackie Woodfin, Payroll/Billing Supervisor, 678-676-14962. Carletha Favors, Payroll/Billing Clerk, 678-676-15033. Geraldine Elder, Payroll/Billing Clerk, 678-676-15004. Cecilee Morton, Payroll/Billing Clerk, 678-676-1501Page 14

Date:Requested by:Phone #:Circle the days of week this program will run: S M T W Th F SBus Pickup Time:4:45pm orBus End Time:Projected number of students:Lift Bus Needed: Y / NAttached list of students & addresses: Y / NPrincipal's/Administrator's Name (Please print):Principal's/Administrator's Signature:SUPERVISOR & MANAGER USE ONLYDriver Assigned:Driver Assigned:Driver Assigned:Driver Assigned:Date Received:2012 - 2013 REQUEST FOR TRANSPORTATION SERVICESFOR ACTIVITIES OR TUTORIALSACTIVITIES AND/OR TUTORIALS MUST BE COMPLETED BY MAY 17thThis form must be completed and all signatures obtained no later than 3 weeks prior to programstart date. Cost estimate will be provided (given the names and addresses are submitted totransportation) in a timely manner and the entire estimate must be pre-paid no later than threedays prior to the start date. For Title I tutorials, payment is not due until after services are provided(i.e., no pre-payment). Transportation will not be provided until this completed form is submitted toTransportation: Attention Payroll . Information will need to be entered in STIMS and approved by theName of Program:Contact Person for Program:Program Start Date:School Code:Projected # of hrs per driver per day:Supervisor's Signature:Manager's Signature:Transportation Manager.Please contact Transportation for your cost estimate.SCHOOL/CONTACT INFORMATIONNumber of buses requested:Number of Chairs:Projected # of miles per day:Bus #:Bus #:Bus #:Bus #:BOOKKEEPERSSchool Name:Title:PROGRAM INFORMATIONType of Program:Phone #:Program End Date:Note: When you receive the invoice for this trip, if you are paying with a county charge code, enter a requisition inGUI using Vendor # V0000565245 (Dept. of Transportation). As soon as the requisition becomes a P.O. go to F822in GUI and receive and post it. You must then write the P.O. number on the invoice and send a copy to AccountsPayable in order for this to be paid. Once this P. O. has been paid please send panel 201 with the check number tothe Transportation Payroll Department to clear your balance. If you are paying with local school funds (Manatee)you can attach a school check to the invoice and send to: Transportation, Attention: Payroll Department.PAYROLL DEPARTMENT USE ONLYDate:Projected daily hours:Projected daily hours:Projected daily hours:Projected daily hours:Date:Date:2012-2013 Request For Transportation Form.xls9/14/2012