Travel With Students

Trips will only be made to attend an event that primarily involves competition, performance, or a guest appearance of the organization requesting the trip and not for recreation alone. The purpose of the trip should reinforce the curriculum of the course.

1.  Obtain the following information:

• • • • Name and address 

      • Exact dates 

      • Number of Students

      • Number of Adult Sponsors 

        • When there is overnight travel involved, each organization will have a minimum of one chaperone per 10-12 student participants.

      • Transportation

        • LISD transportation (buses/activity bus/suburban) should be used when possible.  Charter buses and any other rental vehicles may be allowed only after consideration is given concerning the time of year (i.e. summer), number of students traveling, amount of time to reach the destination, the distance to be traveled, the needs of the students when they arrive, and availability of LISD transportation buses. During the school year, LISD buses can only be used from 9:00 a.m. - 2:00 p.m. Approval for charter buses must be signed by the Director of Fine Arts, Director of Career and Technology, Director of Athletics, or the Principal.

      • Time of departure and return

      • Class periods missed by students

      • Estimated trip costs

        • Lodging

        • Transportation (include to/from destination city and travel within destination city)

        • Registration/Entry Fees

        • Meals

        • Gas, tolls, parking fees

        • Other activities while in destination city

2.  Submit a Travel Request (Field Trips) to the Principal

3.  Submit a Bus Request if needed (For A/B Buses, driver must have certification and physical on file with transportation.)

4.  Once you have received notification of Field Trip Approval, Distribute Permission Slips/Parent Waiver forms

5.  If the travel will have more expenses than LISD transportation, please fill out a STAR form. 

****Approvals must be in place with estimates submitted to Financial Services prior to any trip/expenses being incurred. This includes charges being put on the pro card. Estimates for all travel expenses are to be listed on the STAR, signed by the Budget Manager and signed by the Principal/Director when Beyond District Funds are being utilized. ****

6.  Submit documents and STAR at least one week prior to the student departure date:

• • • • Hotel Confirmation - Please remember we are exempt from State of Texas hotel occupancy tax.  You must submit the Hotel exemption certificate at check in or before.

      • If LISD transportation is not available, car rental confirmation.  Please remember that it is against federal law to rent 12 or 15 passenger vehicles.  We are also exempt from tax on vehicle rentals.  Please remember to submit the Rental Car Tax Exempt Form when reserving your vehicle.  Hertz is another vehicle rental option.  Instructions for Hertz Rental Car. 

      • Registration/Entry Fee receipt

      • Itinerary or brochure/web page explaining event

      • List of Students traveling

      • Hotel room assignments

7.  Within 5 days of completion of the trip, finalize the STAR depart and return dates/times and submit all receipts (original plus 1 copy) to Bookkeeper.