Transportation for any trip transporting SPS students must be entered in Triptracker. This includes chartered trips.
For trips $3,500 and greater, solicitations amongst these approved vendors are required.
Springfield Public Schools
Trip Scheduling Procedure
If you need to arrange transportation for any trip transporting SPS students, that trip must be entered into Triptracker. This includes chartered trips. Triptracker can be accessed through the following link. http://transweb/TripTracker/Login.aspx
All trips entered into Triptracker will be reviewed by the Transportation Department Trips Coordinator for scheduling. Currently, only those trips on the list of approved district-sponsored field trips field trips, can be scheduled due to the COVID-19 pandemic. If your trip is not on the approved list, you will need to seek approval from your executive leader.
Most trips will have to be scheduled after morning routes and before or after afternoon routes (between the hours of 9:00 am and 2:00 pm, or with a pickup time after 4:30 pm.). The Transportation Department has a limited capability to schedule trips that pickup before 9:00 am or between 2:00 and 4:30 pm due to morning and afternoon bus routes. If you enter a trip within these times, you must contact the Trips Coordinator to confirm that pickup time is available.
Trips are scheduled on a first come first serve basis, so it is in your best interest to enter your trip as early as you can, but no less than 2 weeks in advance of the trip date. There are dates that SPS schedules district-wide trips to specific events that will be blocked out on the Triptracker calendar and requests for additional trips on these dates are limited. You must contact the Trips Coordinator to confirm that your trip on these dates can be scheduled.
If you have to cancel a trip that has been entered in Triptracker, you must contact the Trips Coordinator to do so. Trips that are not canceled or are canceled after the driver has initiated the trip will be billed a minimum charge.
Generally speaking, all trips will be accommodated using a yellow school bus unless a chartered coach bus is requested for a specific reason. A specific request for a charter should be made in the notes section of the trip request. If a yellow school bus is not available, and the trip organizer wishes to continue the trip in a chartered bus, the Transportation Department will coordinate the charter. The cost of any trip, whether in a school bus or chartered bus, is the responsibility of the trip organizer.
Bus procedures relative to district responses to COVID-19 can be found at https://www.sps.org/domain/1209. Additionally, the adult sponsor for the trip should provide a copy of the roster to the driver at the beginning of the trip confirming all persons that are being transported for that trip, in the event contact tracing is required.
If you are responsible for entering trips and are not set up in Triptracker, you will need to contact the Trips Coordinator to get access.
If you have any questions about access to trip tracker, or how to enter a trip, please see the Triptracker Training located at https://springfieldpublicschools.instructure.com/courses/63723
Any questions about scheduling trips, entering trips in Triptracker, etc, can be sent to: