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Cost of Field Trip

Figuring the Cost of a Field Trip

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Reimbursable field trips (those not charged to Athletics or the General Fund) now require a purchase order to be placed on the Educational Field Trip form, in the blank that says Short Code. The cost of a reimbursable field trip is figured using $39 an hour and $1 a mile. Costs are figured from bus garage to bus garage.

To figure mileage:

  • Find the distance between the bus garage and the school and multiply by 2. This can be found on Mapquest; see below for instructions.
  • Find the distance between the school and the destination, using Mapquest, and multiply by 2.
  • Total the miles and multiply by $1.

To figure hours:

  • Add up the total hours of your trip. If pickup is at 9:30 a.m. and you have asked the bus to return for you at 1:30 p.m., that would be 4 hours.
  • Add the amount of time it takes to get from the destination back to the school.
  • Add 1/2 hour at each end of the trip (total of 1 hour) for the time from the bus garage to your school and return to the garage.
  • Total the hours and multiply by $39.
  • Total the hourly amount and mileage amount for the purchase order total. If more than one bus is going, multiply the total by the number of buses.

This will give you an estimate of how much the trip will cost. It is probably better to overestimate than to underestimate. Have the school secretary request a purchase order for this amount and give you the number for your form. When the actual amount is sent to the Treasurer's Office, the purchase order will be billed.

To find a distance from the bus garage to a school or from one school to another:

  • Use Mapquest to determine mileage (you will need the address of each location in the trip for Mapquest). The bus garage is at 500 E. North St.
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