The Student Trip Request screen allows users to submit, view, and manage requests for student transportation related to school-approved activities such as field trips, athletic events, and club travel. Users can complete all required trip details, select approved destinations, indicate group participation, and choose transportation options. Depending on permissions, users may also track approval status, view request history, and manage trip logistics such as chaperones and cost estimates.
Student Trip clauses must first be set up via Setup > Clauses before utilizing the Student Trip Request screen.
1. In the Transportation menu, click Student Trip Request.
2. From the Drafts tab, enter the Name of the trip request and select the Trip Type from the pull-down.
3. Click Create.
In the Current Request tab, complete all trip details.
The following information is displayed by default:
- Number: Automatically assigned trip number.
- Open: Defaults to Yes if the request has not yet been completed or canceled.
- Request Status: Defaults to Draft until the request is submitted.
- Creator: Displays the name of the user who created the trip request.
- Submitted Date: Populates once the request is submitted, showing the date of submission.
- Trip Type: Displays the trip type selected during the creation of the request.
4. Select the Requesting Facility from the pull-down to identify the school or location submitting the trip request.
5. The Requested By pull-down defaults to the user who created the trip request, but can be changed if needed.
6. Select the Sponsoring Organization from the pull-down to indicate the organization funding or officially backing the trip (e.g., Math Department, Athletics). The options here are set up via Transportation > Setup > Sponsoring Organizations tab.
7. Select the Sponsor from the pull-down to choose the staff member or adult officially sponsoring the trip.
8. Select the Group from the pull-down to indicate the student group participating in the trip (e.g., Debate Team, Robotics Club). These groups are set up via Transportation > Setup > Groups tab and only display if marked as Active.
9. Enter the purpose or reason for the trip in the Nature of Request text box (e.g., "Attend regional science fair," "Field study at local wetlands"). This provides context for the request and helps approvers understand the educational or extracurricular intent of the trip.
Enter all Trip Events for the student trip.
10. Enter the Event Name in the provided text box to identify the specific event, such as STEM Competition Finals or Museum Visit.
11. Select the Transportation Type from the pull-down to indicate how students will travel (e.g., District Bus, Charter Bus, Parent Drivers).
12. Enter the Start Date, Start Time, End Date, and End Time of the trip to define the event duration.
13. Select the Overnight check box if the event includes an overnight stay.
14. Select the Recurrence Interval from the pull-down to set if the trip recurs daily, weekly, etc.
15. Select the Recurring Days from the pull-down if the trip repeats on specific weekdays (e.g., Monday, Wednesday, Friday).
16. Select the Destination from the pull-down to choose a previously set up destination from Setup > Destination Facilities or ERP Facilities (if linked via Trip Type setup).
a. Click the green plus sign to manually add a destination facility.
17. Select the Attending Employees from the pull-down to assign staff members who will accompany students on the trip.
18. Select the Pick Up Contact rom the pull-down to indicate the staff member coordinating pickup logistics.
19. Enter the Pick Up Contact Phone # in the text box to provide a direct line for coordination at the time of pickup.
20. Enter the # Male Adults attending the trip for chaperone and supervision tracking.
21. Enter the # Female Adults attending the trip for chaperone and supervision tracking.
22. Enter the # Male Students attending the trip for chaperone and supervision tracking.
23. Enter the # Female Students attending the trip for chaperone and supervision tracking
24. Enter as many trip events as needed using the top row or click Duplicate to create a duplicate link of data where applicable edits can be made, as needed.
Attach files and add comments, as needed.
25. Attach relevant documents in the Files section of the Student Trip Request.
- Drag and drop files directly into the upload box.
- Click the Select button to browse for and attach files from your computer.
- Click the Scan File button to scan documents directly from a connected scanner.
Scanning files requires a one-time download of Dynamsoft. This tool enables direct scanning without first saving the file to your computer.
26. The Comments section is for internal use only.
a. Type your comment in the provided text box.
b. Click the Post button to submit your comment.
27. Click Print Unofficial to generate an unofficial printable version of the trip request. This version can be used for internal review or documentation purposes. It includes all the trip details, but is not considered an official document for external use.
28. Click Submit.
a. If your district set up a submission clause, read the submission confirmation and click Submit.
Any student trip requests that have been started but were not submitted are saved in the Existing Drafts section of the Drafts tab.
1. In the Transportation menu, click Student Trip Request.
2. All existing drafts display on the Drafts tab in the Existing Drafts section.
The Existing Drafts section displays the Name of the request, Requesting Facility, Trip Type, Group, and the Created Date.
3. To View All Users who have started a draft, click the corresponding button. Note: Only select users have permission to view all users' drafts.
a. Upon viewing all users' drafts, you can Hide All Users to display only your own drafts again.
4. Click Refresh Drafts to reload the list of draft trip requests, ensuring any newly created or updated drafts are reflected in the view without refreshing the full screen.
5. Click View to review the draft and/or complete the student trip request for submission.
Clicking View takes you to the Current Request tab. For more information on completing a Student Trip Request, see Creating a Student Trip Request. Click the Drafts tab to return to the drafts.
6. Click Duplicate to create a copy of the student trip request draft.
a. In the pop-up window, enter the name of the new draft and click OK.
Creating a copy of the trip request draft opens in the Current Request screen and lives on the Drafts tab until submitted.
7. Click Print Unofficial to print an unofficial copy of the trip draft.
The Request History tab displays all student trip requests submitted for approval.
1. In the Transportation menu, click Student Trip Request.
2. Click the Request History tab.
3. To view student trip request history for a specific fiscal year, select the fiscal year from the pull-down. The pull-down defaults to the current fiscal year.
4. To View All Users who have submitted a request, click the corresponding button. Note: Only select users have permission to view all users' requests. The requests that display when View All Users is selected depends on permissions set up via Setup > Accounting Strips.
a. Upon viewing all users' requests, you can Hide All Users to display only your own requests again.
From this tab, you can review the Creator, Name of the trip, trip Number, Requesting facility, Trip Type, Group, Created Date, Submitted Date, Decision Date, Bus Request, Open, and Status of the request.
5. Click the Refresh History button to update the Request History section with the most recent actions, such as approvals, rejections, or internal comments, without refreshing the entire page.
6. Hover over the Status of the request to view the Approval Chain; i.e. the user(s) responsible for reviewing and approving your request. The Approval Chain shows which users are pending (hourglass) and which users have approved the request (green check mark). If the request is denied by any one user in the approval chain, the request will be sent back to the creator of the request as denied.
7. Click the View button to open the request in the Current Request tab. See Pending Student Trip Requests, Approved Student Trip Requests, and Denied Student Trip Requests for more details.
8. Click Duplicate to create a copy of the student trip request.
a. In the pop-up window, enter the name of the new request and click OK.
Creating a copy of the trip request opens in the Current Request screen and lives on the Drafts tab until submitted.
9. Click Cancel to cancel your submission for the trip.
10. Click Close to mark the student trip request as finalized and completed. This action locks the request from further edits, indicating that the trip has taken place and all related tasks such as approvals, documentation, and billing are complete.
a. If a trip request is closed, it can be reopened if needed by clicking Reopen on the Current Request tab.
11. Click Send Reminder to send a reminder to the user(s) in the approval chain to review your request.
12. Click Print to print an official copy of the student trip.
13. Click Print Unofficial to print an unofficial copy of the trip.
Pending Student Trip Requests
If your request is still pending, you can perform the following tasks:
a. Make additional edits to any of the fields.
b. Click Cancel to cancel your submission for the trip.
c. Click Send Reminder to send a reminder to the user(s) in the approval chain to review your request.
d. Click Print Unofficial to print an unofficial copy of the trip.
Approved Student Trip Requests
If your request has been approved, you can perform the following tasks:
a. Make additional edits to any of the fields.
b. Once approved, a Bus Request is created based on the information submitted in the Trip Events section. Click the Bus Request number to open and complete the bus request via Bus Request.
c. Click Cancel to cancel your submission for the trip, as long as the trip hasn't taken place yet.
d. Click Close to mark the student trip request as finalized and completed. This action locks the request from further edits, indicating that the trip has taken place and all related tasks such as approvals, documentation, and billing are complete.
i. If a trip request is closed, it can be reopened if needed by clicking Reopen on the Current Request tab.
e. Click Print to print an official copy of the student trip.
f. Click Print Unofficial to print an unofficial copy of the trip.
Denied Student Trip Requests
If your request has been denied, you can perform the following tasks:
a. Make additional edits to any of the fields.
b. Click Print Unofficial to print an unofficial copy of the trip
Approval Chains are set up via Setup > Approval Flow > Student Trip Request.
1. In the Transportation menu, click Student Trip Request.
2. If you are a part of the Approval Chain for student trip requests, you will see a tab called Pending Approval. Click the tab to review all requests in order to be approved, denied, or sent back to originator.
3. To view pending approvals for a specific fiscal year, select the year from the pull-down. The pull-down defaults to the current fiscal year.
4. The Show only my pending check box is selected by default. To view requests pending approval by other users part of the approval chain, clear the selected check box.
The Pending Approvals table displays the Creator, Name of the request, assigned trip Number, Requesting Facility, Trip Type, Group, Created Date, Submitted Date, Bus Request, and the Status of the request.
5. Click Refresh Approvals to update the list of trip requests awaiting your approval or that have recently been approved, reflecting the most current approval status without needing to reload the entire page.
6. Hover over the Status of the request to view the Approval Chain; i.e. the user(s) responsible for reviewing and approving your request. The Approval Chain shows which users are pending (hourglass) and which users have approved the request (green check mark). If the request is denied by any one user in the approval chain, the request will be sent back to the creator of the request as denied.
7. Click the View button to open the request in the Current Request tab.
From the Current Request tab you can review all of the information in order to make an informed decision about the request. To Approve, Deny, or Send Back to Originator for edits, you can scroll to the bottom of the screen while on the Current Request tab or click the Pending Approval tab.
8. On the Pending Approval tab, click the Approve button to approve the trip request.
a. If your district set up an approval clause, read the approval confirmation and click Submit.
9. Click the Deny button, to deny the request.
10. Click Send Back to Originator to send the request back to the requester with a message as to what needs to be edited and resubmitted. Once the message has been entered, click the Send button.
11. From this screen, you can also Print Unofficial documentation by clicking the corresponding button.
a. To print, click the printer icon located in the upper right corner of the screen.
b. Click the download icon to download the file as a PDF file.
Approval Chains are set up via Setup > Approval Flow > Student Trip Request.
1. In the Transportation menu, click Student Trip Request.
2. If you are a part of the Approval Chain for student trip requests, you will see a tab called Approval History. Click the tab to review all approved or denied requests.
The Approval History tab displays the Creator, Name of the request, the Number assigned to the request, Requesting Facility, Trip Type, Group, Created Date, Submitted Date, Decision Date, Bus Request, and the Status of the request.
3. Click Refresh Approvals to update the list of trip requests you've approved or denied, reflecting the most current approval status without needing to reload the entire page.
4. Hover over the Status of the request to view the Approval Chain; i.e. the user(s) responsible for reviewing and approving your request. The Approval Chain shows which users are pending (hourglass) and which users have approved the request (green check mark). If the request is denied by any one user in the approval chain, the request will be sent back to the creator of the request as denied.
5. Click the View button to open the request in the Current Request tab.
6. Click Send Reminder to send a reminder to the user(s) in the approval chain to review the request.
7. Click Print Unofficial to print an unofficial copy of the trip.
8. Click Print to print an official copy of the student trip.
