Requesting A Field Trip
MPS has amended the protocol for requesting a field trip in an effort to standardize the steps needed as well as to streamline the request-execution-invoicing process that accompanies such services. The current process is grounded in informal dialogue and excessive logistical obstacles, resulting in wasted time, energy and resources for all of its stakeholders.
The following is a Standard Operating Procedure that will detail the steps needed to successfully execute an MPS field trip as a school or department, as well as assist in timely invoicing and payment for contractors.
Step 1: Request a Field Trip
1.1 Schools will need to complete the electronic Field Trip Transportation Request: 2017-2018 form during or after their communication with a vendor for a needed field trip. Field Trip confirmations are no longer necessary as the Field Trip Transportation Request Form will assign a unique number to the request upon completion once saved.
The following hyperlink is located on the MPS Transportation Homepage.
1.2 Once complete, the form will store the request for your bookkeeper to create a contract requesition in IFAS. The stored request will also be archived to ensure accountability for vendors and schools alike. If desired, the user can request a confirmation that the form was completed and sent.
1.3 The ‘Field Trip Transportation Request’ will be archived in the application for bookkeeper action. School Bus Contractors will also have ‘view’ only rights to the field trip archived data in the event they need to see the status of a Contract Requisition number being assigned for services being rendered.
1.3.1 The bookkeeper will review requests submitted by their schools and assign the appropriate Contract Requisition number in IFAS, also indicating the contract number in the ‘Field Trip Transportation Request’ application for future reference as needed.
1.4The principal or department head will then receive a workflow notification from IFAS requesting their approval to expend funds and authorize the field trip.
1.4.1 Upon completion of IFAS Contract Requisition by the bookkeeper, the office of procurement will see the request and approve or deny the Contract Requisition.
1.4.2 Once both procurement and the department/school administrator have approved, IFAS will then send an email communication to the assigned school bus contractor informing them of their Contract Number detailing the official binding agreement between the requested school/department and the school bus contractor. The assigned CS number is to be used for invoicing purposes after services have been rendered.