The Setup screen is used to identify Bus Drivers, Bus Driver Aides, Bus Driver Pools or categories, Groups, Trip Types, Transportation Types, Supporting Organizations, Destinations Facilities, transportation accounts used to accept incoming payment for approved bus requests, as well as notifications, and other miscellaneous setting for Bus Requests and Student Trip Requests.
Use the Bus Drivers tab to set users as Bus Drivers to be assigned bus requests 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 bus requests 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 the bus 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.
The Groups tab allow districts to define and manage student groups commonly used for Student Trip Requests, such as the Basketball Team, Baseball Team, or Clubs.
1. From the Transportation menu, click Setup.
2. Click the Groups tab.
3. All existing groups are listed. To add a new group use the blank row located in the last row of the table.
4. Enter the Code for the group in the text box, which is a short identifier for the group.
5. Enter the Title of the group in the text box.
6. Select the Active check box to make the group available for selection for student trip requests.
7. Press the Enter/Return key to save the group.
8. To delete an existing group, click the delete button (red minus sign). However, deleting a group is not recommended. Instead, clear the Active check box to make the group inactive.
9. 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 Trip Types tab allows users to define the various types of trips available for request through the Student Trip Request system. This feature helps categorize trips by location and purpose, ensuring clear organization and easier management of requests, such as In County, Out of County, Out of State, etc.
1. From the Transportation menu, click Setup.
2. Click the Trip Types tab.
3. All existing trip types are listed. To add a new trip type use the blank row located in the last row of the table.
4. Enter the Code for the trip type in the text box, which is a short identifier for the trip type.
5. Enter the Title of the trip type in the text box.
6. Select the Groups associated with this trip type from the pull-down.
The Groups pull-down populates based on data entered via Groups.
7. Select the Transportation Types from the pull-down to specify how students will travel.
The Transportation Types pull-down populates based on data entered via Transportation Types.
8. Select the Sponsoring Organizations from the pull-down to indicate which organizations are responsible.
The Sponsoring Organizations pull-down populates based on data entered via Sponsoring Organizations.
9. Select the Overnight Events check box to mark the trip as an overnight event.
10. Select the Recurring Events check box to indicate that the trip occurs on a regular basis.
11. Select the Co-Ed Events check box to mark the trip as involving students of multiple genders.
12. Select the At Least One Adult of Each Gender Required (if Co-Ed Event) check box to enforce gender-based chaperone requirements.
13. Enter the Max # Students Per Adult to define student-to-chaperone ratios.
14. Select the Active check box to make the trip type available for selection on the Student Trip Request screen.
15. Press the Enter/Return key to save the trip type.
16. To delete an existing trip type, click the delete button (red minus sign). However, deleting a trip type is not recommended. Instead, clear the Active check box to make the trip type inactive.
17. 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 Transportation Types tab allows users to define the various modes of transportation available for student trips. Users can enter a Code and Title for each transportation type (e.g., Bus, Charter, Van), and select whether the option is Active, making it available for selection on the Student Trip Request screen.
1. From the Transportation menu, click Setup.
2. Click the Transportation Types tab.
3. All existing transportation types are listed. To add a new transportation type use the blank row located in the last row of the table.
4. Enter the Code for the transportation type in the text box, which is a short identifier for the transportation type.
5. Enter the Title of the transportation type in the text box.
6. Select the type of Bus Request needed for the type of transportation, such as District Bus Request, Internal Bus Request, or Outside Bus Request.
- District Bus Request: Used for transportation arranged and paid for by the district using district or federal funding. This may include trips tied to academic programs, athletics, or other district-supported activities.
- Internal Bus Request: Used for transportation within the district that is funded by individual schools or internal budgets (e.g., school-based funds, club accounts, or grants). These requests are typically for in-district travel, school events, or extracurricular activities not covered by district-wide funding.
- Outside Bus Request: Used when transportation is provided by an external vendor or charter service, and is not arranged through the districts transportation department. This type of request may apply when district buses are unavailable or when specific vendor services are required. Funding may come from external sources, grants, or school budgets.
7. Select the Active check box to make the transportation type available for selection on the Student Trip Request screen, as well as throughout the various Setup tab, such as Trip Types.
8. Press the Enter/Return key to save the transportation type.
9. To delete an existing transportation type, click the delete button (red minus sign). However, deleting a transportation type is not recommended. Instead, clear the Active check box to make the transportation type inactive.
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.
Use the Sponsoring Organizations tab to set up organizations as sponsors for bus requests and/or student trip requests. The organizations set up here populate the Sponsoring Organization pull-down upon creating the applicable 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 Destination Facilities tab is used to set up approved bus request and/or student trip request destinations, which populates the Final Destination pull-down upon submitting the applicable request.
1. From the Transportation menu, click Setup.
2. Click the Destination Facilities 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 Trip Type from the pull-down to associate the destination with specific types of trips, such as athletic events, academic competitions, or club outings. This ensures that only relevant destinations appear when users select a trip type during the request process.
The Trip Type pull-down populates based on data entered via Trip Types.
12. Select the Disabled check box to make the destination disabled and unavailable for use.
13. When all data has been entered or selected, while clicked into the tex box, press the Enter key to save the line of data.
14. 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 Bus Request > Complete Bus Request 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 bus requests, 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 bus request 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 Bus Request screen as a part of the Requested By field.
5. Select applicable profiles from the Notify on Internal Bus Request Complete pull-down to send a notification to select profiles when an internal bus request has been completed.
6. Select applicable profiles from the Notify on District Bus Request Complete pull-down to send a notification to select profiles when a district bus request has been completed.
7. Select applicable profiles from the Notify on Outside Bus Request Complete pull-down to send a notification to select profiles when an outside bus request 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 Bus 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 Bus Requests Use Internal Accounts check box to ensure that Internal Bus 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 Bus Request Facility check box to allow users to select any facility upon creating bus requests regardless of facility permissions set via Setup > Accounting Strips.
15. Select the applicable sponsors type from the Require Trip Sponsors pull-down to determine which sponsor type(s) are required when submitting a Student Trip Request. Options include:
- Sponsoring Group requires a group (e.g., Basketball Team, Drama Club).
- Sponsoring Organization requires an organization (e.g., PTA, Booster Club).
- Sponsoring Organization and Group requires both an organization and a group to be selected.
16. The facilities located via Setup > Settings > Facilities will show up as available destinations when the facility is linked to a valid Trip Type selected from the ERP Facility Trip Types pull-down. These facilities will then populate the Final Destination pull-down when submitting a Student Trip Request or Bus Request.
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.
d. Click Clear All Filters to remove all applied filters.
For more information, see Filters.
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.
Select the Exact filter check box to filter results based on the text entered exactly.
Click Check all to select all options in the pull-down. Click Clear to remove any selections made in the pull-down.
