Requesting a Trip
- Click Advanced Trips
- Click Add a new Activity Trip
- At this point, your screen should look like this:
*Fields with red asterisks must be filled out completely.
- Description: should be formatted with school’s abbreviation, sport or activity, destination (ex: HHS Hockey to Fairbanks).
- Trip Type: will be the contractor you would like to request to cover the trip. If you would like to request PAT (Premier Alaska Tours) please add that to the notes section. IMPORTANT: Trips that fall between 9:30 am and 1:30 pm are most likely to be accommodated. If the trip departure is before 9:30 am or scheduled to arrive back at the school after 1:30 pm, the contractor may decline the trip, and the request will be rejected.
- Requestor: enter the full name of the person requesting the trip. This is the person Transportation will reach out to for questions regarding the trip scheduling.
- Rider & Bus Info: enter how many adults, students and aides are to be accommodated and how many vehicles are being requested.
- Contact Name & Phone number: an adult who can be reached during the trip for trip related or emergency communication.
- Additional Details: enter number of wheelchairs to be accommodated, and whether the bus needs to stay with the group (additional charge), whether or not this is an ASAA event.
- Payment: an account code MUST be entered (SSASR, Discretionary or Grant) before a trip will be scheduled. Split payment details can be entered in the notes section.
- Notes: Additional trip information (i.e. split-payments, itinerary notes, requested driver or service, storage needs, etc).
- Stop Info: is the “when and where” section of the trip request. In most cases, the system will auto-fill the pickup location based on the Account Name. If no default location populates, click in the address box and begin typing your destination; if the location is in the system, it should auto-fill the field. If the location does not auto-fill, then click “Add Stop” to enter the starting location. Once the starting location populates, tap the pencil icon to the right of the location, then select “Edit Stop”.
- Arrive Date/Time: enter the date and time you would like the bus to arrive at the school/location.
- Depart Date/Time: enter the date and time you would like the bus to depart the school/location.
Once you have finished, tap the green check mark and then tap “+ Add Stop” to enter the destination(s).
When you add a stop, the system will automatically estimate the time of arrival to the location. It is recommended that you add a Depart Date/Time to each stop so that the system can accurately estimate the trip timing. (i.e. The system will not automatically know you plan to spend ½ hour getting snacks in Girdwood or only need 5 minutes to pickup equipment at another stop.)
For the return portion of the trip, if you tap the pencil icon at the last stop and select “Return Trip” from the drop-down menu, the system will auto generate the return.
IMPORTANT: Now is the time to review and edit the trip details if needed. ONCE A TRIP IS REQUESTED, YOU WILL NOT BE ABLE TO EDIT IT.
Once the return is created, the Request Trip and Save buttons will turn from pale blue to a darker blue allowing you to choose one of the options. Selecting “Save” will allow you to return later and edit the trip. Selecting “Request Trip” will submit the trip to the Transportation Department for approval and scheduling.
Until you select Request Trip your “Trip Status” will show as unsubmitted in the top right corner and there will be a footnote that states, “You have not yet requested this trip”.
If a trip needs to be edited after it has been submitted, please email MSBSDTransportation@matsuk12.us Always include the Trip ID in the subject of the email.