Submitting a Trip Request:
EZActivityTrips makes it easy to submit field trip requests. As you look through this guide, remember that your district’s trip request form is customized to your district’s policies. Some sections may or may not apply to your district-specific form.
Any required fields are marked as such on the form. The form cannot be submitted until all required fields are complete.
Create Request:
When you first log on to EZActivityTrips, you'll load on your Dashboard. To create a new trip request, click the + New Trip button.
Section 1: General
The Trip Request form starts by gathering basic information, like your location and the type of trip you are requesting. Any required fields are clearly marked. You cannot complete the form submission without completing the required fields.
Category
There are only two categories for trips in TravelTracker-Trips: Travel with Students and Staff Only. To create a staff trip, select “Staff Only” and for trips with students, select “Travel with Students”
Trip Type
This selection will depend on your district’s Trip Request Form settings. Selections depend on your category selection in the previous question.
Trip Event
This selection will depend on your district’s Trip Request Form settings. Selections depend on your category selection in the previous question.
Your School/Dept
Select your school or location. This is important as it will help transportation in assigning vehicles and determines the correct approver for your trip.
Do you need a substitute?
If this question is required by your district, answer yes or no.
Comments
Comments are optional, but you may add additional information for the driver. Click "next" to continue to the next section of the trip request form.
Section 2: Leave/Return
The Leave/Return section gathers information on the dates and times for your trips. Your district may have “lead day” requirements in place. This means you must submit the trip within a certain number of days to give the district enough time to prepare transportation. If outside these parameters, you may not be allowed to submit your trips depending on your district’s settings.
Leave and Return Date
Click on the calendar and select the trip leave date. The Trip return date will auto-fill with the same date as the trip leave date. If the trip will be an overnight trip, click on the calendar and select the correct return date. Your district may require a certain number of lead days for trips.
Leave and Return Time
Click on the clock and select the trip leave time. Repeat this for the Return time.
Overnight/Out of State
Is the trip Overnight or Out-of-State? This question can be customized by your district. This is an example of how it may read. Selecting “yes” may require your trip to go through additional levels of approval.
Out of County and/or School District
Is the trip Out of County and/or School District? Selecting “yes” may require your trip to go through additional levels of approval.
Section 3: Destination(s)
This section gathers information about your destinations in order to provide you, your district, and your drivers with accurate mileage and directions.
Main Destination
Select your destination from the dropdown menu. Common Destinations are in a table created by your Transportation Department. If you select a destination from the table, the mileage will automatically fill in.
If your
destination isn’t listed, scroll to the bottom of the list and select the
“Enter New Destination” option. You must provide the address and name of the
new destination. Google Maps will display matching possibilities. You can click
on one of those or continue typing in the address.
Additional Destinations
Use the
buttons to build your trip itinerary and add multiple stops. "Add Location
Stop" will add the requesting location to the itinerary. "Add
Destination Stop" will add the destination (above) to the itinerary.
"Add Trip Stops" will allow you to create other stops on the trip. Whatever
stop you select will be added to the end of the trip route. To reorder these
stops, click and hold on the two horizontal lines to the left of the stop name
and drag it to the correct order in the stop list. use the screenshots from the
section “Reordering Trip Route”
Reordering the Trip Route
If you are stopping at multiple locations during a trip, you can also use the “Add Additional Stops,” “Add Location Stop,” or “Add Destination Stop” buttons.
Whatever stop you select will be added to the end of the trip route. To reorder these stops, click and hold on the two horizontal lines to the left of the stop name and drag it to the correct order in the stop list.
Section 4: Attendees
This section gathers information about the individuals participating in the trip and any health or nutrition needs for those individuals.
Teacher/Advisor/ Staff Information
Enter the Teacher/Advisor name and phone number.
Number of Individuals Making Trip
Complete the number of students and adults attending the trip. Please make note of your district requirements for adult/student ratios for each trip.
Health Concerns
Indicate if there are any students with health concerns on this trip. You may leave a comment detailing these concerns.
Will the Students be away from school during lunch?
Will students be away at lunch, and if so, will a bag lunch be required? If yes, this will notify the system-designated individual in charge of coordinating these lunches.
Section 5: Transportation
This section gathers information about the types of vehicles used to transport individuals on your trip. The questions answered here will help transportation provide adequate vehicles.
Will you be using an external transportation option?
Indicate if you are using external vehicles. If yes, provide details about what external option you are using. If no, move on to the questions about district vehicles.
Do you need school district vehicles for transportation?
Indicate if you need to reserve district vehicles. If yes, complete the following questions:
- Click on the drop-down menu to select the type(s) of vehicles needed. Examples include yellow buses, activity buses, charter buses, car, etc.
- If yellow bus is not an option on your system, you can enter a comment to indicate that you would like to use a yellow bus.
-
Enter the number of vehicles needed.
-
You can indicate if a trip is “Dropoff Only or “Pickup Only.” Check that the vehicle Pick-up and Return cards are correct. These boxes will auto-fill based on your initial selections in the Leave/Return section.
-
If you are picking up the bus earlier or will be dropping it off later than the times listed, please adjust these times.
- Indicate any other special travel needs that may affect the vehicle provided for your trip.
Section 6: Funding
Your district has the option to require a funding source for field trips. If required, you’ll provide that information in this section.
Select Funding Source
If additional funding applies, such as EC or Title 1, select the drop-down box and choose an option. This selection will automatically fill in the account code and the funding approver box.
Use the "+ Funding Source" to add a second funding source to share the trip cost if allowed and needed.
Funds Payable to a Third-Party
Indicate if funds are payable to a third-party.
Section 7: Additional Information
This section gathers additional information that may not fit into any other categories.
Educational Objectives
Enter the education objective for the trip.
Special Indicators
Check Special indicators if applicable.
Section 8: Supporting Documents
Depending on your selections in the trip request form, your district may require you to provide additional documents for your trip. You can upload those in this section.
Upload File(s)
Click “Upload files” and select the correct document file from your computer.
Submit
Read the conditions set forth by your school district and check “Yes” to certify that you have read, understand, and accept the trip responsibilities. Click Submit.
If there are any items on the form that have not been filled in correctly, you will see messages above the Submit button. Scroll up through the form to find the errors and correct them.
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