i 406 field trips - bcps - business support · pdf filestudent vehicle authorization c. ......

SCHOOL BOARD OF BROWARD COUNTY, FL

INTERNAL FUNDS ACCOUNTING

STANDARD PRACTICE BULLETIN I - 406

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FIELD TRIP INFORMATION, REQUIRED PAPERWORK

TEACHER INFORMATION PACKET

I. GENERAL INFORMATION

It is strongly recommended each school develop Field Trip Packets of information to be distributed to staff when planning field trips. The field trip information packet should contain all forms and information needed by a teacher or team leader to schedule, obtain approval, make arrangements, collect money, take the trip and turn in the proper paperwork. In addition, the packet should include the specific school's requirements with regards to:

Time required to schedule a field trip

Who calculates the cost of the trip

Who arranges for transportation

Provisions made for students not paying/going

Deadline for accepting field trip payments

TOPICS IN BULLETIN: I. GENERAL INFORMATION II. REQUIRED FIELD TRIP FORMS III. FIELD TRIP FORMS DESCRIPTION AND USAGE IV. FIELD TRIPS INVOLVING MULTIPLE SCHOOLS V. TRAVEL AGENCIES VI. FIELD TRIP DEPOSITS VII. BUSES

VIII. COSTS EXHIBITS REFERENCED:

1. Field Trip Authorization Form / School Activity Notification Form 2. Temporary Duty Authorizations (TDAs) 3. SBBC Transportation Request for Extra-Curricular Trips 4. a. Extra-Curricular Trip Itinerary Request/Proposal Quotation Form

b. School Bus Itinerary Quotation Form 5. a. Adult Vehicle Authorization

b. Student Vehicle Authorization c. No Roll-Over Warning Verification

6. Field Trip Permission Slip 7. Certificate of Chaperones 8. Bus/Driver Verification Form

9. Field Trip Information Checklist




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II. REQUIRED FIELD TRIP FORMS

This bulletin contains the forms and information REQUIRED to be retained for all field trips. Each school is encouraged to incorporate their specific needs and requirements in addition to the following required forms:

A. Field Trip Authorization Form / School Activity Notification Form (for

Business Support Center schools) 1. Local (within the Tri-County area)

2. Out of tri-county/overnight/water-related

B. Temporary Duty Authorizations (TDAs) C. Transportation Arrangements

1. SBBC Transportation Request for Extra-Curricular Trips 2. Outside Vendor Quotation Forms

a. Extra-Curricular Trip Itinerary Request/Proposal b. School Bus Itinerary

3. Vehicle

a. Adult Vehicle Authorization, Copy of Driver’s Insurance Card and Copy of Driver’s License

b. Student Vehicle Authorization, Copy of Driver’s Insurance Card and Copy of Driver’s License

c. No Roll-Over Warning Verification

D. Field Trip Permission Slips

E. List of participating students and Certificate of Chaperones

F. Bus/Driver Verification Form

The forms listed above are requirements for all field trips. It is further recommended ALL field trip forms be retained in a manila envelope or in a file folder with a FIELD TRIP INFORMATION CHECKLIST

(EXHIBIT 9) stapled on the front of the envelope or as the first page in the file folder.

III. FIELD TRIP FORMS DESCRIPTION AND USAGE

A. FIELD TRIP AUTHORIZATION FORM (EXHIBIT 1)

The Field Trip Authorization Form is used for all FIELD TRIPS.

(Business Support Center schools may use the School Activity

Notification Form to obtain principal approval only.)

1. Local trips (within the tri-county area) require the School

Principal's approval only.

2. Non-local, overnight and/or water-related trips require the School

Principal and Superintendent’s Designee approvals. 3. International trips require the School Principal, Superintendent’s

Designee, and Superintendent's approval. Check with the District office as to the proper process for obtaining the Superintendent's approval.




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III. FIELD TRIP FORMS DESCRIPTION AND USAGE (Continued)

B. TEMPORARY DUTY AUTHORIZATIONS (TDAs) (EXHIBIT 2)

The Temporary Duty Authorization (TDA) is utilized when teachers or other staff members will be accompanying students on a field trip during the school day or weekend. This form authorizes the employee to be away from their work location but in the capacity of representing the school. TDAs for teachers and staff members are authorized by the School Principal; HOWEVER, if the School Principal will be accompanying the group on the field trip then the Principal's TDA MUST be authorized by the Superintendent’s designee.

C. TRANSPORTATION FORMS (EXHIBITS 3, 4a, 4b, 5a, 5b and 5c)

1. SBBC TRANSPORTATION REQUEST FOR EXTRA- CURRICULAR TRIPS

2. OUTSIDE VENDOR QUOTATION FORMS

3. PRIVATE VEHICLE AUTHORIZATIONS

D. FIELD TRIP PERMISSION SLIP (EXHIBIT 6)

The Field Trip Permission Slips are generic throughout the county. Forms can be obtained through Printing Services. Risk Management has indicated schools may develop their own authorization form IF the school retains the basic information requested on the District's Form 4329.

There is to be an original, signed Field Trip Permission Slip at the school for each child participating in the trip. This form MUST be retained for audit. Copies are to be taken on the trip.

E. RISK MANAGEMENT

The following information must be documented for all field trips.

1. List of all participating students. A copy of this list is to be presented

to SBBC bus drivers prior to departure.

2. Certificate of Chaperones (EXHIBIT 7). A copy must be forwarded to

the District office prior to every trip.

3. Date(s) and time(s) of trip, itinerary, and mode of transportation.

4. THE ABOVE DOCUMENTS MUST BE FORWARDED TO RISK

MANAGEMENT SEVEN (7) WORKING DAYS IN ADVANCE OF

TRIPS WHICH ARE OVERNIGHT, WATER-RELATED, OUT OF

TRI-COUNTY OR OUT OF COUNTRY.




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III. FIELD TRIP FORMS DESCRIPTION AND USAGE (Continued)

F. BUS/DRIVER VERIFICATION FORM (EXHIBIT 8) IF a school makes arrangements to use an outside vendor's buses, the District requires the completion of the BUS/DRIVER VERIFICATION FORM.

1. Outside bus vendors offering yellow buses for hire MUST pass periodic inspection conducted by a state certified inspector. SBBC will issue an inspection sticker to buses that pass the inspection which must be affixed to the right windshield. This form ensures the school is placing children on approved, inspected buses. The list of approved outside vendor bus companies can be found on the Procurement & Warehouse Services website (Transportation Services).

2. All outside vendor bus drivers (motor coach and yellow buses) must wear an SBBC issued Photo Identification Badge at all times. This

guarantees bus drivers are compliant with Federal and State Laws that mandate security clearance. This form ensures the school is verifying the security clearance of the bus driver(s).

G. FIELD TRIP INFORMATION CHECKLIST (EXHIBIT 9)

It is strongly recommended each school utilize the attached Field Trip Information Checklist. The checklist will insure ALL paperwork required for a field trip has been completed and is available for audit. In addition, it aids teachers in knowing what paperwork MUST be completed. It is further recommended the checklist be stapled to a letter size manila envelope and the applicable paperwork be filed in the envelope or placed as the first page in a field trip folder. The field trip documents should be secured for safekeeping.

IV. FIELD TRIPS INVOLVING MULTIPLE SCHOOLS

From time to time, it may be necessary for schools to combine their resources and students in order to sponsor a field trip to such destinations as Washington, DC; New York City, etc. When this situation occurs, the following procedures are to be adhered to:

A. The Host School making the arrangements MUST provide the other schools involved with copies of all the trip information (quotations for transportation, reservations, etc.).




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B. Approved individual school Field Trip Authorization Forms should be maintained in the participating individual schools, along with Field Trip Permission Slips; TDAs (if applicable) and all other required forms.

C. Collections from the children participating in the field trip are to be made at their Home school.

D. The Host School will bill each participating school for their share of the

expenses.

E. After all student collections have been made, each individual school will write a check for their share of the expenses to the Host school for the total of their collections.

F. The Host school issues the checks to pay for the trip.

G. The Host school will provide copies of all invoices to each participating school for their records.

V. TRAVEL AGENCIES

It is understood the use of a travel agency for certain trips (overnight, out of county) is helpful. IF a packaged trip is planned by a school, a bid vendor from the District’s approved list of travel agencies must be used.

IF the arrangements made with a travel agency include buses as the transportation mode, and the bus transportation originates in the county, the bus company used MUST be on the District's approved outside bus vendors list.

VI. FIELD TRIP DEPOSITS

According to Florida Law, schools should not be paying for services in advance

of receiving the services; however, if the quotation or contract indicates a deposit

or deposits are required, then the school must abide by the quote or contract

stipulations. Billing can be on an as needed basis to cover purchases being made

by travel agencies (i.e. billing to cover the cost of purchasing tickets if school

obtains confirmation number, same procedure with hotels). A School Activity

Purchase Order (SAPO) should be provided to the vendor as confirmation that the

trip will take place and payment will be rendered.




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VII. BUSES

When using buses from the District approved outside vendor bus list provided by

Procurement & Warehousing Services the school must retain the applicable

itinerary/quote form (Exhibit 4a or 4b) and School Activity Purchase Order (SAPO)

copy.

ALL TRIPS SHALL BE PAID AFTER SERVICES ARE RENDERED;

however, a security deposit not to exceed 10% of the total invoice amount

may be paid if required by the vendor. A School Activity Purchase Order

(SAPO) provides confirmation that the trip will take place and payment

will be rendered. Schools are not to sign any other documents that will

confirm their trip or change the requirements of the RFP.

Invoices should include purchase order number, number of buses provided, and

hourly rate or flat fee provided on the Bid Summary Sheet. Invoices submitted with

a “fuel surcharge” shall not be paid and will be returned to the vendor for

correction.

VIII. COSTS

Field trip costs may include entrance fees, transportation, food, lodging and any other expenses required for the trip. Costs for teachers/chaperones accompanying the students may be included in the total cost of the trip paid by the students, not to exceed per diem rates. Field trip costs will be divided among all students participating.

As stated in SPB I-205, schools are authorized to transfer from the General Fund to field trip accounts an amount not to exceed $500 per school year. These funds are to cover deficits and/or provide payment for children financially unable to participate in the field trip.

School Name:

FINAL FIELD TRIP AUTHORIZATION FORM2014-2015

Date:Group Requesting Trip:

Local (Tri-County)Out of CountyInternational

One DayOvernight

Time

Time

No. School Days

Destination City: State Country

Student Grade Level(s):

Yes No

Date

Date

FIELD TRIP INFORMATIONCHECK ONE BOX BELOW CHECK ONE BOX BELOW CHECK ONE BOX BELOW

Name of Approved Vendor

(Water-Related Activity)

Departure:

Back to School Arrival Time:

A.M. P.M.

A.M. P.M.

Private VehicleRental VehicleAirplane (List Name) Train (List Name)

School Bus

Travel Agency

Faculty Supervisor (Print Name):

Principal's Approval (Print & Sign Name): Date

------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Approved Not Approved Approved Not Approved

OFFICE OF SERVICE QUALITY REVIEW SUPERINTENDENT’S REVIEW (if required)

Chief Service Quality Officer SuperintendentDate Date10/27/2014 2:20:55 PM P00076855

EDUCATIONAL PURPOSE/OBJECTIVE

TRIP ITINERARY

Overnight Trip: (Complete this section and the Detailed Itinerary Form)

Return Rest Stop Location:

STUDENT/CHAPERONE INFORMATIONCertify that chaperones will have the proper security clearance (Jessica Lunsford Act)

# of Male Students:# of Male Chaperones:

# of Female Students:# of Female Chaperones:

Total Students:Total Chaperones:

MODE OF TRANSPORTATION/METHOD OF TRAVEL

AVIS

Chartered Bus (List Name)

List name if other than AVISList name of Travel Agency

SCHOOL APPROVAL

------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------FINAL DISTRICT COMPLIANCE APPROVAL

Revised 091814

Driver & Vehicle Integrity Check Parent Responsible for Travel (Complete Appendix I)

Event/Destination Arrival Time:Event/Destination Departure Time:

Event/Destination:

Departure Rest Stop Location:

One Day Trip: (Complete this Section)

A.M. P.M.

A.M. P.M.

Applicant:

Position:

The applicant requests temporary duty assignment for the following peroid:

Depart on: ,20 ; Return on:

TEMPORARY DUTY AUTHORTZATTON (TDA-I )THE SCHOOL BOARD OF BROWARD COUNry, FLORIDA

Personnel Number:

School Department

,20

Date

; Total work days requested(This excludes week-ends and holidays)

C. Briefly describe benefits accruing to School Board:

Airplane (lf ticket is to be charged to the School Board, enter travelAgency name here):

RentalCar

Private Car Mileage X*Current rate as published in the most recent memorandum from the Treasurer's Office.

Taxi, Iimousine, tolls, etc.:

PER DIEM: Current rate (as published in the most recent memorandum from the

MISCELLANEOUS:RegistrationOther: (specify)

Treasurer's Office) Xor

($ per day X - ___ )

Current rate (as published in the most recent memorandum from the Treasurer's Office)

TRAVEL ADVANCE REQUEST

III. TRAVEL EXPENSES WILL BE CHARGED AS FOLLOWS:Name of Center being charged

lnternal Account Fund being charged, if applicable

IS A SUBSTITUTE REQUIRED DURING ABSENCE? YES NO

IVAUTHORIZATION (For signature requirements see School Board Policy 4007)

Applicant:

Principal/Department Head.

Chief Operating Offi cer/Associate/Assistant/Area/DeputySuperintendent:

Form 4082(Rev 1/12 rpt

Date:

Date:

Date:

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA

SCHOOL BUS ITINERARY.ITB 14.O8IV

OUOTATION

sidered by 9BBC from vendor. vendor shall not substttfie mm-Duses or mm'

,,iP 14-WtV terms, condilons and specifications shall supersede any terms, conditions and

form shall be firm and as stated.

attached by vendor. Cosls sfated on ttis

SchooUDepartment:- Contact Person:

Grouplleam Name: Emergency Contact Phone Number

Trip Departure Date: Departure Time: Trip Retum Date: Return Time:

Number of Buses Required: Number ol Passengers:- Loading Area:

Phone:- Fax_--TO BE COMPLETED BY SCHOOUOEPffiTMENT

Pick up lnformation:

Type of bus accessories needed: n: Air Conditioned [: Restroom f]: Wheelchair Lift [: DVDIVCR

CONFIRMATION INFORMATION

Payment Contact Name:- Phone Number Fax Number: Date:'--Form ot Payment Check One + fl' SchoolCheck [: Cash fl: District Purchase Order Number

f]: lntemalFunds Purchase Order. [: District Procurement Card Number: Exp. Date

Destination lnformation:

I rates shall include all fuel surcharges, driver(s), trip charges, transfer rates, mileage rates, tolls ard parking

rees. No additionalservice criteria or charges will be accepted unless specifically stated on this Quote Form.

VENDOR:

Contact:

BUS TYPE OFFERED: [l: School Bus

SINGLE DAYTRIPS

Bus(es) x

-hoursMULTIPLE DAYTRIPS

NOTOFFERED

Fax l,{umber:

Phone Number:

EmailAddress:

@ $--1409- Per hour =(minimum hourc)]L

$-

Page 1 Rev.4l15l14

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA

Business Support Center

SCHOOL NAME

PRINCIPAL NAME, Principal

Street Address

City, FL Zip

754-111-1111 Phone

Field Trip Permission Slip

** DO NOT CUT OR TEAR PAPER – RETURN COMPLETE FORM **

Student

Name: Grade: Teacher:

Field trip destination:

Trip date: Grade/Club:

Mode of transportation: Departure time: Return time:

Note: A student may be denied the privilege of participating in field trips, social and/or extra-curricular activities if he/she has been

disruptive, violated the student code of conduct, or fails to conform with school rules and regulations.

If the field trip is cancelled or postponed, parents will receive written notification from the school. Refunds will be contingent upon

the school’s contractual obligation with the approved field trip vendor. Students unable to attend the field trip due to personal

circumstances may or may not receive a refund contingent upon the school’s contractual obligations with the vendor.

Parent/Guardian Name: Signature:

Payment Information

Cost: Payment deadline: Payment can be made online at estore.browardschools.com

Payment details: Online Order Number:

***********************************Information to be taken on field trip***********************************

Emergency Contact Information

Student Name: Teacher:

In case of emergency, please contact the following person(s):

Emergency Contact – print name Relationship to student Telephone #

In the event I cannot be reached, please contact:

Additional Contact – print name Relationship to student Telephone #

Health/Accident Insurance

In the event of an accident or illness every attempt will be made to reach the emergency contact. If necessary, 911 will be called.

Insurance information is not required but is strongly recommended since parent assumes full financial responsibility for any

charges incurred. Check number 1 or 2 below.

Does your child take medication, have allergies, or special health problems? If yes, please indicate:

1. My child is covered by twenty-four (24) hour student accident insurance or family insurance:

Insurance Company / ID # Telephone #

2. I do not have insurance. I understand I am responsible for all medical bills for emergency care of my child.

** DO NOT CUT OR TEAR PAPER – RETURN COMPLETE FORM **

CERTIFICATE OF CHAPERONES Level 1 or 2(Security Clearance Dates Must Be Included in the Active Column for Level 2 Chaperones)

2014-2015 FTLevel

School Name: Date:

Group Requesting Trip

Destination

Date(s) of Trip

Number of Students

Date:

Name of Principal:

Signature of Principal:

Name and Sex Title/Position Active* or SBBC

to

*Persons coming up “Inactive” in the STAR System cannot volunteer for a trip. Persons must be registered and marked“Active” in the STAR System.

10/27/2014 2:14:57 PM P00076855

Emergency Name/Phone Contact

BUS/DRIVER VERIFICATION FORM

District policy requires the following items be verified whenever an outside bus vendor provides transportation services. These requirements ensure that all drivers have full security clearance and buses meet ongoing Florida school bus inspection standards as mandated by Federal and State law.

Per Board Policy, DO NOT PROCEED with the trip if ALL information is not verified. See

page 2 for detailed instructions.

BUS COMPANY NAME:

ONE FORM PER BUS: BUS OF

1. DRIVER’S SBBC ISSUED PHOTO I.D.

BADGE (all buses; no driver’s license): YES NO

2. *SBBC INSPECTION

STICKER (yellow bus only): DATE

SCHOOL:

FIELD TRIP TO:

TRIP DATE:

I certify I have confirmed and verified all of the above information:

Print Name:

Signature:

** This form must be retained for auditing purposes **

Field Trip Information Checklist

School Grade/Club

Trip Sponsor Date

Field Trip Destination

******************************************************************************************

*District approval is required for all out of county, overnight, and water-related field trips.*

Final Field Trip Authorization packet – must be received at the Office of Service Quality no later than (21) twenty-one school days prior to the scheduled date of the proposed trip.

****************************************************************************************** It is recommended ALL field trip forms be retained for auditing in a manila envelope or in a file folder with this checklist stapled on the front of the envelope or as the first page in the file folder.

1. Calendar: requested date does not conflict with district exclusionary periods

3. Field Trip Authorization Form: District approval; if applicable

4. Transportation: arrangements confirmed. Retain (1) quote for outside vendor, (2) authorization andsupport documents for private vehicles.

5. Money collection: dates

6. Food Service: submit notice to cafeteria manager

7. Field Trip Permission Slips: confirm parent signatures; retain in field trip file

9. Certificate of Chaperones: must be signed by principal; submit copy to district; retain in field tripfile

10. Risk Management: list of participating students, Certificate of Chaperones, and final itinerary for outof county, overnight, and water-related trips; due a minimum of one week prior to trip date.

11. TDA: submit to payroll contact; retain copy in field trip file

12. Permission to Release Student to Parent: when applicable; retain in field trip file

13. Bus/Driver Verification Form: outside vendor only; retain in field trip file

Notes:

i 406 field trips - bcps - business support · pdf filestudent vehicle authorization c. ......

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