Field Trip Charges

POLICY:
District funds are not to be used to support field trips: therefore, they must be self-supporting.
FOR EXAMPLE: District bus transporting students to the Denver Zoo.

Instructional Field Trips
BETWEEN ROUTE TIMES-Trips that depart school at or after 9:30 am and return at or before 2:15 pm
Depart/Return	0.00 to 4.75 HRS
Greater than or equal to 20 students	$9.75 Per Student
Less than 20 students	$19.50 Per Student

INTO ROUTE TIME - Trips that depart school before 9:30 am and/or return after 2:15 pm
Depart/Return	0.00 to 5.50 HRS
Greater than or equal to 20 students	$11.50 Per Student
Less than 20 students	$23.00 Per Student

Depart/Return	5.51 to 6.50 HRS
Greater than or equal to 20 students	$14.25 Per Student
Less than 20 students	$28.50 Per Student

Depart/Return	6.51 to 7.50 HRS
Greater than or equal to 20 students	$16.00 Per Student
Less than 20 students	$32.00 Per Student

TRIPS IN EXCESS OF 8.00 HOURS
Trips will be charged at $32.00 per student + $86.00 per hour for each hour over 8 hours.
Correct billing codes must be used by the schools for all trips. Sponsors must initial student counts on all trip tickets. Trip billing time will start at the requested pickup time on the Field Trip Ticket Request, not at the time of boarding bus. When return time is delayed due to late bus boarding, additional time will be charged to the school. Holiday trips: Any trips scheduled during school/district holidays will be subject to additional charges. Please call Transportation to receive a quote. Trip Cancellation fees: Cancellation fee will be $50.00 if cancelled the day of the trip. Trips that are cancelled due to weather will not be charged the cancellation fee. Cost of meals and lodging for drivers on over night trips, will be the responsibility of trip sponsor. Late fees will be charged on every trip received less than seven working days before the date of the trip. This fee will be $75.00 per bus.

Non-Instructional Field Trips
BETWEEN ROUTE TIMES - charge is $47.00 per hour. Trips that depart school at or after 9:30 am and return at or before 2:15 pm are considered Between Route Trips. This hourly charge includes the trip time plus 1 hour (½ hour prior to the trip for pre-trip and travel to your school, and ½ hour time after, travel time from your school to the next assignment or terminal parking).
Example: Trip times are 9:30 am to 2;15 pm (trip totals 4.5 hours+ 1 hour bus travel time)	$47.00 x 5.5 = $258.50

INTO ROUTE TIME - charge is $52.00 per hour. Trips that depart school during route time before 9:30 am and/or return after 2:00 pm are considered During Route Time Trips. The amount charged includes the trip time plus 1 hour (½ hour prior to the trip for pre-trip and travel to your school and ½ hour time after, travel time from your school to the next assignment or terminal parking).
Example: Trip times are 8:00 am to 3:00 pm (trip totals 7 hours + 1 hour bus travel time)	$52.00 x 8hrs = $416.00

TRIPS IN EXCESS OF 8.00 HOURS
All trips that exceed 8 hours will be billed at $47.00 for the first 8 hours, then at $78.00 thereafter.
Example: Trips over 8 hours, 6:00 am to 4:00 pm (trip totals 9 hours+ 1 hour bus travel time)	$47.00 x 8 hrs = $376.00 (first 8 hours) $78.00 x 2 hrs = $156.00 (next 2 hours) Total charge = $532.00
There will be a minimum 2-hour charge for any trip. Correct billing codes must be used by the schools for all trips. Holiday trips: Any trips scheduled during school/district holidays will be subject to additional charges. Please call Transportation to receive a quote. Trip Cancellation fees: Cancellation fee will be $50.00 if cancelled the day of the trip. Trips that are cancelled due to weather will not be charged the cancellation fee. Cost of meals and lodging for drivers on over night trips, will be the responsibility of trip sponsor. Bus Drivers are paid 8 hours a day minimum for each day the bus is gone from the terminal. Late fees will be charged on every trip received less than seven working days before the date of the trip. This fee will be $75.00 per bus. Trip billing time will start at the requested pickup time on the Field Trip Ticket Request, not at the time of boarding bus. When return time is delayed due to late bus boarding, additional time will be charged to the school.

Account Codes to be Used
TRANSPORTATION CODES:
Deposit (Use District Revenue Form accompanied by deposit slip)	10-LOC-27-2720-1411-000-0000-0-0000
Transportation Field Trips Charges (Automatically charged by district)	10-LOC-11-0010-0851-000-0000-0-0000

ENTRANCE FEES:
Entry Fee Revenues	10-LOC-11-0010-1791-000-0000-0-1000
Entry Fee Expense	10-LOC-11-0010-0580-000-0000-0-1000

Charter Buses
Please ensure that all Charter Bus transportation requests are routed through Transportation. Order the field trip the same way you order any trip. Specify the Charter Bus company to use or just indicate “Charter Bus Trip” in the Customer Special Instructions and Transportation will use the least expensive company available. The school District has an approved charter bus company list. These companies have complied with Douglas County School District insurance requirements, driver qualification standards, and vehicle maintenance schedules. Additionally, through the competitive bidding process, Transportation was able to obtain standardized rates for each vendor. All Transportation charter requests are to be handled through the Transportation Department—no exceptions.

Account Codes to be Used
TRANSPORTATION CODES
Charter Bus Revenue – Deposit	10-LOC-FC-PROG-1411-000-GRNT-0-COST
Charter Bus Trip Charges (Automatically charged by district)	10-LOC-FC-PROG-0513-000-GRNT-0-COST