Beginning July 1, 2024, all subgrantees will need prior approval before embarking on any 21^st CCLC funded field trip using the Field Trip Request Form. Please submit your Field Trip form to EMSC21STCCLC@nysed.gov, thirty days prior to the trip. If considering multiple trips in a year, please use one form per trip.

Important Reminders:

• Field trips must be included in the subgrantee’s approved application or an approved program modification.
• The field trip must be considered reasonable and necessary to meet the goals of the program.
• All field trips must have an educational purpose.
• Staff salaries may be paid out of the grant for the time spent on the field trip.
• The cost for field trip transportation is allowable if it is reasonable and is part of the approved budget or budget amendment.
• All State and local policies around safety and parental/legal guardian permissions must be documented and followed.
• For overnight trips, time counted is not to exceed 8 hours per day.
• Programs should track field trips in EZReports as a special event. You may want to name the special event with the location of the field trip.
• Field trips may not be offered to selected students as an incentive for participation or reward for some other behavior or accomplishment[1].
• The cost for food while students are on the field trip is acceptable, if the cost is reasonable. [2]
• For additional guidance, refer to Financial Management and Allowability fact sheet, which includes Education Department General Administrative Regulation (EDGAR) §200.438 Entertainment Costs.