Use this process to request a Bus Charter. What to Do Who How to Do It 1 Gather information rental of Departmental staff Go to bus for in or out of state Fill out form with proper dates, beginning and end travel. Fill out the Bus location, account information (Fund, Cost Request form with all details Center/Order/Project/GL) 2 Send completed Bus Request Departmental staff Form to Transportation Bus Charters 3 Verify Bus Request Transportation Staff Review the submitted document, once reviewed and necessary information is on form, Transportation submission is filled out staff will then submit to Express Air Coach for “First accurately (if it is not, Right of Refusal.” Transportation will contact preparer) 4 *EAC did not accept Transportation Staff EAC has 48 hours to respond- if EAC not able to reservation* fulfill reservation, Transportation Staff will use same form and reach out to selected vendors to procure quote for group requesting. 5 Bus request within 2 weeks Department Staff Fulfillment of request is not guaranteed, Transportation Staff will reach out to EAC and selected vendors on Department behalf; however, fulfillment will not be guaranteed and alternate arrangements may need to be made by the Deparments. 6 Send quote from EAC or Transportation Staff Transporation will be a liaison between bus selected vendors to companies and the requesting university Department department. Department to respond to Review the quote and respond back to within 48 7 Department Staff quote hours. Confirm with EAC or selected Email back EAC or the selected vendor and confirm 8 Transportation Staff vendor the reservation the reservation. Receive a confirmation email or contract from 9 Receive a confirmation Transporation Staff vendor that is providing the service. Send confirmation with any driver or company 10 Send confirmation to Transportation Staff contact information along with after hours contact department along with any driver or after hour contact sheet. Send this to the requesting department. information Transportation Staff have a Limited Requisitioner 11 Create and submit requisition Transportation Staff role; therefore, staff will enter the confirmation in Ariba *if vendor is Ariba enabled* within Ariba for Business office approval. This happens after the fact within 2 weeks of the trip ending.
Use this process to request a Bus Charter. What to Do Who How to Do It 1 Gather information rental of bus for in or out of state travel. Fill out the Bus Request form with all details Departmental staff Go to Fill out form with proper dates, beginning and end location, account information (Fund, Cost Center/Order/Project/GL) 2 Send completed Bus Request Form to Transportation Bus Charters Departmental staff 3 Verify Bus Request submission is filled out accurately (if it is not, Transportation will contact preparer) Transportation Staff Review the submitted document, once reviewed and necessary information is on form, Transportation staff will then submit to Express Air Coach for “First Right of Refusal.” 4 *EAC did not accept reservation* Transportation Staff EAC has 48 hours to respond- if EAC not able to fulfill reservation, Transportation Staff will use same form and reach out to selected vendors to procure quote for group requesting. 5 Bus request within 2 weeks Department Staff Fulfillment of request is not guaranteed, Transportation Staff will reach out to EAC and selected vendors on Department behalf; however, fulfillment will not be guaranteed and alternate arrangements may need to be made by the Deparments. 6 Send quote from EAC or selected vendors to Department Transportation Staff Transporation will be a liaison between bus companies and the requesting university department. 7 Department to respond to quote Department Staff Review the quote and respond back to within 48 hours. 8 Confirm with EAC or selected vendor the reservation Transportation Staff Email back EAC or the selected vendor and confirm the reservation. 9 Receive a confirmation Transporation Staff Receive a confirmation email or contract from vendor that is providing the service. 10 Send confirmation to department along with any driver or after hour contact information Transportation Staff Send confirmation with any driver or company contact information along with after hours contact sheet. Send this to the requesting department. 11 Create and submit requisition in Ariba *if vendor is Ariba enabled* Transportation Staff Transportation Staff have a Limited Requisitioner role; therefore, staff will enter the confirmation within Ariba for Business office approval. This happens after the fact within 2 weeks of the trip ending.