The Setup screen is used to identify Bus Drivers, Bus Driver Pools or categories, Supporting Organizations, Field Trip Destinations, transportation accounts used to accept incoming payment for approved field trips, as well as notifications.
Use the Bus Drivers tab to set users as Bus Drivers to be assigned field trips as needed.
1. From the Transportation menu, click Setup.
2. Click the Bus Drivers tab.
3. All existing Bus Drivers are listed. To add a new bus driver use the blank row located in the last row of the table.
4. To add a new bus driver, start by selecting the User from the pull-down.
5. Select the bus driver's Pool from the pull-down; this categorizes the driver by pools set up via Bus Driver Pools tab, such as locations within the district.
6. When all information has been selected, press the Enter key to save the line of data.
You will know the line of data has saved when the line turns blue and the delete button displays (red minus sign).
7. To delete an existing Bus Driver, click the delete button (red minus sign).
8. To edit selection made for existing bus drivers, click the User or Pool pull-down and change your selection.
Use the Bus Driver Aides tab to set users as Bus Driver Aides to be assigned field trips as needed.
1. From the Transportation menu, click Setup.
2. Click the Bus Driver Aides tab.
3. All existing Bus Driver Aides are listed. To add a new bus driver aide use the blank row located in the last row of the table.
4. To add a new bus driver, start by selecting the User from the pull-down.
5. When the user has been selected, press the Enter key to save the line of data.
You will know the line of data has saved when the delete button displays (red minus sign).
6. To delete an existing aide, click the delete button (red minus sign).
7. To edit an existing driver aide, click the User pull-down and change your selection.
Once aides are setup, the number needed will automatically populate on field trip request when wheelchairs are added at a 1 to 3 ratio. You can then Assign Driver Aide.
Use the Bus Driver Pools tab to add bus driver categories, such as by location (North, South, etc.), Substitutes, and more. Once set up, bus drivers can be assigned to a pool via the Bus Drivers tab.
1. From the Transportation menu, click Setup.
2. Click the Bus Driver Pools tab.
3. All existing Bus Driver Pools are listed. To add a new bus driver pool use the blank row located in the last row of the table.
4. To add a new bus driver pool, enter the Pool Name.
5. When the name has been entered, while clicked into the tex box, press the Enter key to save the line of data.
You will know the line of data has saved when the line turns blue and the delete button displays (red minus sign).
6. To delete an existing pool, click the delete button (red minus sign).
7. To edit a Pool Name, click into the desired text box and make changes as needed.
Use the Sponsoring Organizations tab to set up organizations as sponsors for field trips. The organizations set up here populate the Sponsoring Organization pull-down upon creating a Field Trip Request.
1. From the Transportation menu, click Setup.
2. Click the Sponsoring Organizations tab.
3. All existing Sponsoring Organizations are listed. To add a new organization use the blank row located in the last row of the table.
4. To add a new organization, start by entering the Organization Name in the provided text box.
5. Enter the Description of the organization, if applicable.
6. Select the applicable accounting strip from the element pull-downs that pertain to the organization, such as Facility, Department, Fund, Function, etc.
7. Select the Active check box to make the organization active for selection for field trips. The Active check box is useful for sponsoring organizations that are no longer active; instead of deleting the organization, which could cause issues with field trips linked to it, clear the selected check box to indicate that the organization is inactive.
8. When all data has been entered or selected, while clicked into the tex box, press the Enter key to save the line of data.
9. To delete an existing organization, click the delete button (red minus sign). However, as mentioned in step 6 above, deleting an organization is not recommended.
10. Any text boxes underlined in blue can be clicked and edited as needed. To change selections made, click the applicable pull-down and select the correct option.
The Field Trip Destinations tab is used to set up approved field trip destinations, which populates the Final Destination pull-down upon submitting a Field Trip Request.
1. From the Transportation menu, click Setup.
2. Click the Field Trip Destinations tab.
3. All existing destinations are listed. To add a new destination use the blank row located in the last row of the table.
4. To add a new destination, start by entering the destination Name in the provided text box.
5. Enter the destination Code; i.e. the Facility/Center element number.
6. Enter the destination's Address (Street Number and Street Name).
7. Enter additional address information, such as apartment number, etc. in the Address 2 text box.
8. Enter the City in the provided text box.
9. Enter the State and the Zipcode in the provided text boxes.
10. Enter the destination's designated Phone number and Email address, if applicable.
11. Select the Disabled check box to make the destination disabled and unavailable for use.
12. When all data has been entered or selected, while clicked into the tex box, press the Enter key to save the line of data.
13. Any text boxes underlined in blue can be clicked and edited as needed. To change selections made, click the applicable pull-down and select the correct option.
The Billing tab is used to define accounting strips for which money will be accepted as payment from facilities to the transportation department.
1. From the Transportation menu, click Setup.
2. Click the Billing tab.
3. All existing Expense and Revenue accounts are listed. To add a new account use the blank row located in the first row of the table in the corresponding section.
4. To add a new account, start by entering the Account name in the provided text box.
5. Select the applicable elements that make up the accounting strip for which money will be accepted as payment from the schools, such as Facility, Fund, Function, Object, etc. Upon creating a field trip request, the accounts from which money will be transferred or paid to the transportation department can be defined via the Allocations sections.
6. Select the order for which the accounts are to be displayed by numbering them. In the example shown, there are two accounts, if the new account is to be displayed in third, enter the number 3. You can change the order as desired by changing the numbers in the Display Order text boxes. The accounts display via Field Trip Request > Field Trip History > View button > Complete Field Trip tab > Billing section.
7. Enter the Default Percent in the text box. Upon accepting payment from school for field trips, here you can define how the payment is being allocated or split up. For example, 30% could be paid to the Fuel account while the other 70% could be paid to the Salary account. The percentage of payment can be split between as many accounts as needed as long as all account percentages add up to 100%.
8. Select the Active check box to make the account active for selection for field trips. The Active check box is useful for accounts that are no longer active; since accounts cannot be deleted because it could cause issues, you can clear the selected check box to indicate that the account is inactive.
9. When all data has been entered or selected, while clicked into the text box, press the Enter key to save the line of data.
10. Any text boxes underlined in blue can be clicked and edited as needed. To change selections made, click the applicable pull-down and select the correct option.
If the setting, Allow Facilities to use School Provided Drivers is enabled via the Misc tab, the following fields display: Cost Per Mile, Hourly Rate Driver, Hourly Rate Aide, and Mileage over 150 Cost Per Mile.
11. Enter the Cost Per Mile, Hourly Rate Driver, Hourly Rate Aide, Mileage under 150 Cost Per Mile and Mileage over 150 Cost Per Mile using the provided text boxes.
12. Select the check box to Enable Additional Expenses and allow users to enter 3 types of billing upon finalizing a field trip request including SunPass, Other Expenses, and Meal Reimbursement.
13. Breakfast Cost, Lunch Cost, and Dinner Cost: Enter the number of meals (Breakfast, Lunch or Dinner) and calculate from per meal cost from “Billing” setup.
Below is an example of Finalized Info via Field Trip Request > Complete Field Trip tab where additional expenses has been enabled and the cost of each meal has been entered.
The Misc tab is used to set up notifications based on types of field trip requested, the default email domain of the requesting user, and more.
1. From the Transportation menu, click Setup.
2. Click the Misc tab.
3. Select the Send Email To "Requested By" check box to send emails to the user who requested the field trip when changes occur to the request, such as being approved or denied.
4. Enter the default email domain in the provided Requested By Email Domain text box after the @ icon so requesting users only have to enter the beginning part of their email. Once the domain is entered here, it displays on the Field Trip Request screen as a part of the Requested By field.
5. Select applicable profiles from the Notify on Internal Field Trip Complete pull-down to send a notification to select profiles when an internal field trip has been completed.
6. Select applicable profiles from the Notify on District Field Trip Complete pull-down to send a notification to select profiles when a district field trip has been completed.
7. Select applicable profiles from the Notify on Outside Field Trip Complete pull-down to send a notification to select profiles when an outside field trip has been completed.
8. Select the District Requires the use of Star Seats check box to include Star Seats (infant seats) as an option upon submitting a Field Trip Request.
9. Select the Allow Facilities to use School Provided Drivers check box to add the following fields to the Billing tab: Cost Per Mile, Hourly Rate Driver, Hourly Rate Aide, and Mileage over 150 Cost Per Mile.
When the Allow Facilities to use School Provided Drivers setting is enabled and the additional fields are completed via the Billing tab, the “School Provided Driver” pool automatically saves on the Bus Driver Pools tab to which Bus Drivers can be assigned via the corresponding tab.
10. Select the Internal Field Trips Use Internal Accounts check box to ensure that Internal Field Trip Request uses Internal Account allocations.
11. Enter the Minimum Total Trip Cost to ensure trips are not created unless they meet the minimum trip cost.
12. Enter the Minimum Trip Hours to ensure trips are not created unless they meet the minimum trip hours.
13. Select whether to Assign Drives/Aides to Each Leg of Trip by default to enabled or disabled from the pull-down.
14. Select the Ignore Account Strip Permissions on Requesting Facility check box to allow users to select any facility upon creating field trip requests regardless of facility permissions set via Setup > Accounting Strips.
Settings on this tab save automatically.
Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.
Click the Printer icon to print the table of data.
If there are multiple pages of data, click the Prev and Next buttons to sift through pages. You can also enter a number in the Page text box to jump to a page.
Click the Filters button to filter data and apply filter rules.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for additional filtering rules.
For more information on how to use the Filters feature, see the Filters document.
You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the example shown, Name was clicked twice.
Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.
Click the Check all visible link to select all options in the pull-down. Click Clear selected to remove any selections made in the pull-down.
