1. Transportation Bookkeeper Training 17/18
Aimee Stolp – Support Technician

2. Transportation Website
Departments
Transportation
Field Trips
Field Trip Info
Field Trip Forms
Voucher Log
Common Carrier
Tour Company
Field Trip Support
Aimee Stolp, Support Technician

3. Contractors Area Serviced Contractor Phone Beaches & Arlington
Student Transportation of America - LEE
Northside and Core City
First Student New Berlin
Northwest
First Student Commonwealth
Southside & Mandarin
Durham School Services
Westside
Student Transportation of America - PEAVY

4. Planning your trip
Request should be made TWO weeks in advance. No less than ONE week. Late requests my not be serviceable and could be denied.
Request must be made via on prescribed Field Trip Request Form.
Field trips should occur between 9:30 AM and 1:30 PM. Must leave destination site to allow enough time to have bus back at school no later than 1:30 or the requested return time.
Try to avoid scheduling field trips on Early Release days.
All field trips are subject to a one hour minimum on school days and a 3 hour minimum on non-school days.
Miles are paid round trip (including one-way trips).

5. Planning your trip (continued)
Contractors cannot guarantee AC or larger capacity buses.
Standard REG bus capacity is seats * 3 to a seat.
ESE capacity is 22.
Availability of buses is limited per time slot.
Review Confirmations to ensure your requested services are confirmed as requested.

6. Request Form Complete all Fields
Contact Information should be the Trip Sponsor.
Should request 2 weeks in advance.
Today’s Date
Contact Information
Special Instructions
Departure time is the time the bus will arrive at your school.
Confirmation should be verified to ensure all details of the request
are met.

7. Athletics Request Form
Used by Athletic Directors and Coaches.
Should request 2 weeks in advance.
Contact Information should be the Coach that will be with the team.
Departure time is the time the bus will arrive at your school.
Confirmations should be verified to ensure all requests are met.

8. Contractors Field Trip Contact
Service Area
Vendor #
FEIN:
Check Payment Address
Field Trip Coordinator
Dedicated Cell &
Durham
Southside / Mandarin
26052
5834 Richard St.
Jax, FL 32216
Johanne Boyd
First Student Commonwealth
Northwest
29834
22157 Network Place
Chicago, IL 60673
JoAnn Jones
First Student New Berlin
Northside/Core City
STA LEE
Beaches / Arlington
29797
340 Lee Rd.
Jax, FL 32225
Jason Haywood
STA PEAVY
Westside
1142 Peavy Road
Jax, FL 32254
Cindy Ulmer

9. Voucher Train Trip Sponsors Complete all Fields Bus Driver’s Name
Bus Number
Purpose
Destination
Vendor Information
Calculations
Special trip details
Beginning time is the requested time of the bus.
One voucher per bus.
Vouchers should be used for:
No charge trips
Common Carrier trips.

10. Voucher

11. Voucher

12. Voucher Calculation 08/14/2017 08/14/2017 45125 45175 45225 100 45125
45226
45276
= 100
151
9:30
10:00
1:00
1:17
4 hrs
3 hrs 47 min
9:30
10:00
1:00
1:17
1 + 1 = 2 hrs 4
100
22.36
0.70
8.10
89.44
70.00
65.61
225.05
84251
645789
84251 IR

13. FIELD TRIP COMPENSATION CHART
17-18 Field Trip Rate
$22.36/Hour Escalates annually $0.70/Mile
paid in 15-minute increments after the 1st hour, 16 hours/day max.

14. Field Trip Payments

15. Field Trip Payments

16. Field Trip Payments Accounts Payable Contact
If your student’s benefit from the services, then your school is responsible.
The relevant payment information (check #, check date, check amount) on the vouchers – including District and other organizations which is outside the approved payment guidelines.
Follow through to IR on District paid trips.
Send voucher number with payment.
We are governed by the law and required to make prompt payment to our Contractors.
Contractors are not going to be lenient, too much arrearage, service could be affected.
Accounts Payable Contact
Kristy Taylor –

17. Field Trip Voucher Logs
Goldenrod Field Trip Vouchers should be sent to Transportation as they are paid.
Field Trip Voucher Logs are due to Transportation Business Office twice a year:
1st semester: by December 31 (optimally before Winter Break)
2nd semester: by June 30th

18. STEAM trips are for Title 1 schools.
Generally schools are not allowed to make changes to their STEAM schedules.
All scheduling issues/changes, including increases and decreases in enrollment, must be communicated to Transportation. Changes will be funneled through the Arts Department with the venue. Once the venue clears the changes, Transportation will revise and re-issue the STEAM schedule to the school.
Permission slips are required for all trips.
No vouchers are needed for these trips.
Approval is required monthly for invoicing.
If Bookkeeper is not the point of contact, let Aimee know.

19. Compare to testing schedule.
All scheduling issues/changes, including increases and decreases in enrollment, must be communicated to Transportation. Changes will be funneled through the Arts Department with the venue. Once the venue clears the changes, Transportation will revise and re-issue the STEAM schedule to the school.
Library – K, 4th, 7th Grades
Permission slips are required for all trips.
No vouchers are needed for these trips.
Confirmation should be sent immediately after trip is taken.
Middle school readiness.
If Bookkeeper is not the point of contact, let Aimee know.

20. Common Carriers Three quotes required before booking. Book Early!
NO PREPAYMENTS
$300/bus deposit
Two PRs per trip:
1st for deposit to be GR’d before the trip is taken.
2nd for balance to be GRd after trip is taken (reference deposit PR).
Approved list and instructions on Transportation’s webpage.

21. Field Trip Automation Project
Automated process from cradle to grave
Web-based workflow process.
Interacts with KEV and SAP.
Intended to streamline process, eliminate paper, and resolve payment issues.
Moving forward
Work flows are complete.
Identifying specific requirements of system.
Test end of school

22. After School Activities
Buses scheduled to start
ASA routes online around
Make all requests through designated contact at your school.
Erika Harding –
Make request with enough time to allow Transportation 3 days to respond.

23. Questions? Email Aimee Stolp stolpa@duvalschools.org and copy
Lisa Bushnell