Reservation & Payment Process || Oakwood University

Reservation & Payment Process

All the forms you need can be found on the transportation web page. Our office will always direct you to the web page for any forms you may need. The only form we do not provide is the OTF. It can be purchased from the copy center.


Step One:

10 days prior to the trip departure date - Go online and print off the bus reservation request form and the field trip clearance form or club & organization trip request form. Fill them out and have them signed by all necessary officials.


Step Two:

You must submit your forms ONLY via email. They are to be emailed to


Step Three:

Once we receive the request we will check to make sure have the personnel and buses available for the dates of your trip. Then, we will put together a quote and email it back to the person who sent it - unless otherwise specified in the email.


Step Four:

Once your department agrees to the pricing terms they can confirm the trip with a 50% non-refundable security deposit. You will need an “other transaction form” to transfer the funds from your department’s account to transportation’s account (acct# 1-01-58001-63-833063) Once we receive the deposit and confirmation we will reserve your bus and schedule your trip on our calendar of events. For long trips or overnight trips we require the itinerary and hotel accommodation information for the driver at least 4 days prior to the trip.

NOTE: In the case of a cancellation after the event has been confirmed and reserved you will NOT receive a refund of the security deposit. Refunds will ONLY be given if: There is a serious emergency, extreme circumstance, or if the cancellation comes from the transportation department.

Step Five:

Total payment is due 5 days prior to the trip’s departure date. This final payment should be made in the same way as the security deposit, using the OTF form. If you have not paid, the trip will NOT take place.


Step Six:

After you submit your other transaction form (for the security deposit and the final payment) we will need a copy emailed to as proof of payment.


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