KANSAS TRUCK ROUTING INTELLIGENT PERMITTING SYSTEM

Transcription

1 KANSAS TRUCK ROUTING INTELLIGENT PERMITTING SYSTEM KS Company User Guide This user guide describes the operational procedures for K-TRIPS and the screens encountered by users during those procedures. Motor Carriers and Kansas Agency Users use K-TRIPS to generate permits and legal, safe routes for oversize/overweight vehicles and loads on Kansas roadways.

2 Copyright Notice This document (written or otherwise displayed on electronic media or other medium) contains confidential and proprietary information of ProMiles Software Development Corporation, its affiliates, the Kansas Department of Transportation, Department of Revenue, and Highway Patrol. It has been furnished only for informational purposes, and no license or permission is hereby granted to use such information in any manner. In no event may this information be reproduced, distributed and/or publicly displayed in any form or by any means without prior expressed written permission of KDOT. Kansas Department of Transportation. All rights reserved. WHAT S NEW? i K -TRIPS Company User Guide

3 Table of Contents TABLE OF TABLES... V CHAPTER 1 WELCOME TO K-TRIPS... 1 PURPOSE & USERS... 1 ONLINE PERMITTING & ROUTING... 1 ONLINE PERMITTING & ROUTING AND THE K-TRIPS SYSTEM... 1 CREATING AN ACCOUNT... 2 NAVIGATING K-TRIPS... 8 Home Page... 9 Permit Wizard... 9 Permit Notes Permit Documents Chat Live Request Support Call Back Page Help FAQ Log Out Section Help User Guide Back Delete Permit Cancel Permit Permit ID Expand/Collapse Validate and Run Radio Button Travel on State Maintained Roads Calendar Selections Permit PDF Icon I Forgot My Password CHAPTER 2 THE COMPANY DASHBOARD ADMINISTRATIVE PANEL Renew Annual Permits Bid Route Company Data Contacts Addresses Terminals Company Users Vehicles Reports Annual Permit Route Escrow Vehicle Import Shopping Cart ii K -TRIPS Company User Guide

4 SHOPPING CART PANEL CUSTOMER SUPPORT PANEL Live Chat Login Request Support Call Back PERMITS PANEL Permit Actions Permit Details Ordering a Permit Start a Permit Order Application Other Permit Entry Screens Submit a Route for Manual Review MESSAGES PANEL STATISTICS PANEL PERMIT SERVICE New Company Permit Service Permits Panel Permit Service Orders a Permit CHAPTER 3 ENTERING ROUTE POINTS TYPES OF ROUTES ROUTE POINTS PANEL SELECTING AN ORIGIN AND DESTINATION By Specific Address By Intersection By Border Crossing By Selecting a Location on a Map Set Location Options Map Zoom Operations By Road and Mile Marker By Landmark Routing Methods Point-To-Point Highway Names Understanding Highway Names Find On Map Generate Split Trip CHAPTER 4 WORKING WITH YOUR TRIP RESULTS ROUTE RESULTS PANEL Save This Trip Load Saved Trip Restrictions that Affect Your Route Restrictions in box Drag Route iii K -TRIPS Company User Guide

5 APPENDIX A INSTALLATION OF KS COMPANY USER INTERFACE GLOSSARY TRAINING FOR KS COMPANY USERS Create a New Company Add a User Add a Vehicle Add Money to Escrow Order a Routed Permit Order a Superload Permit Order a Superload Permit with an Existing Bridge Study Request Routing Assistance Order an Annual Permit Renew an Annual Permit Pay for a Permit in the Shopping Cart Permit Service Using K-TRIPS iv K -TRIPS Company User Guide

6 Table of Tables Table 1: The Administrative Panel Table 2: Company Data Table 3: Permit Status Filter Table 4: Permit Actions Table 5: Permit Details Table 6: Set Vehicle and Load Information Table 7: Set Axle Weights Table 8: Route Points Panel Elements Table 9: Validation Results Screen Options Table 10: Map Zoom Tool Table 11: Select Location Screen Elements Table 12: Official KDOT Highway Names Table 13: Route Results Panel Elements Table 14: Restrictions Information Screen Elements v K -TRIPS Company User Guide

7 Tables of Figures Figure 1: Login Page... 2 Figure 2: Create New Company Account... 4 Figure 3: K-TRIPS Navigation Bar... 9 Figure 4: Collapse Box to Hide Figure 5: Expand to Edit Route Figure 6: Company Dashboard Figure 7: Administrative Panel Figure 8: Company Data Figure 9: LexisNexis Credit Card Processing Screen Figure 10: Permit Details Figure 11: Customer Order Permits Screen Figure 12: Vehicle and Load Information Screen Figure 13: Axle Weight Screen Figure 14: Axle Configuration Figure 15: Routing Screen Figure 16: Route Points Panel Figure 17: Enter Route Points: Origin or Destination Address Figure 18: Enter Route Points: Origin or Destination Intersection Figure 19: Intersection Location Found Figure 20: Enter Route Points: Origin or Destination Border Crossing Figure 21: Enter Route Points: Origin or Destination Lat/Lon/Map Figure 22: Find Lat Lon on Map Screen Figure 23: Enter Route Points: Origin or Destination Road and Mile Marker Figure 24: Enter Route Points: Origin or Destination Landmark Figure 25: Enter Route Points: Via Points None Figure 26: Enter Route Points: Via Points Highway vi K -TRIPS Company User Guide

8 Figure 27: Enter Route Points: Via Points Find on Map Figure 28: Enter Route Points: Split Trip, Point-To-Point Figure 29: Restriction On your Route Figure 30: Restrictions Information Screen Figure 31: Drag Route vii K -TRIPS Company User Guide

9 CHAPTER 1 WELCOME TO K-TRIPS PURPOSE & USERS The K-TRIPS Online Customer Interface is used by Motor Carriers and Permit Services to create and maintain their customer accounts and to create permit applications for OS/OW and temporary registration travel within the State of Kansas. This interface provides access to safe and legal routes based on the vehicle and load dimensions and weight for such travel. ONLINE PERMITTING & ROUTING This web application gives industry users access to the company account, permit ordering, routing, mapping, and customer reporting capabilities in K-TRIPS. ONLINE PERMITTING & ROUTING AND THE K-TRIPS SYSTEM This web application allows industry users to access their company data within K-TRIPS. Using the routing engine and the mapping engine, this application provides route generation and route display for permits ordered through K-TRIPS. Permits and company data are accessed from the K-TRIPS database. 1 K -TRIPS Company User Guide

10 Chapter 1 Welcome to K-TRIPS CREATING AN ACCOUNT New users of K-TRIPS can create their company account on the Login Page. You must have an account to order a permit. NOTE: This application will require pop ups. On your browser select Tools and allow or do not block pop ups. To create a new account: 1. Click the link for K-TRIPS located on the TruckingKS homepage or access directly at 2. Click the create a new account link at the top of the page. FIGURE 1: LOGIN PAGE The Create New Company Account screen is displayed. 3. Select Yes or No to answer if you have a valid USDOT number. If you do not have a valid USDOT number, you will still be able to order permits, but the permit office must approve all permit applications before the permits are issued. Note: A Permit Service must contact the Department of Revenue permit office to be established as a Permit Service in K-TRIPS to allow permits to be ordered and self issued by a 3 rd party. Do this once the new account information is complete. 2 K -TRIPS Company User Guide

11 Chapter 1 Welcome to K-TRIPS 4. If you selected Yes, you have a valid USDOT number, you will enter your USDOT Number and Tax Identification Number. Enter with all numbers. No spaces or special characters. Click Validate Numbers. The USDOT Number and TIN will be validated. If they are a match, K-TRIPS will return a company name and address for verification. If the numbers did not match, check your USDOT number and TIN for accuracy. 5. If the company name and address are correct, click OK. If the company name and information are not correct, check your USDOT number and TIN for accuracy. 3 K -TRIPS Company User Guide

12 Chapter 1 Welcome to K-TRIPS 6. Click Create Account. The Create New Company Account Company Information screen is displayed. Information associated to the USDOT number is populated. The areas in gray cannot be changed. These items must be updated for your USDOT number with FMCSA and then updated or synched in K-TRIPS. FIGURE 2: CREATE NEW COMPANY ACCOUNT 7. Complete all remaining information. The Primary Delivery Method is how permits will be delivered when ordered. This will be your default delivery method. During the order process the delivery method can be changed for any permit. Web means that you will access your permits from the Company Dashboard when you log in to K-TRIPS. 8. Enter your password using the K-TRIPS password requirements. 4 K -TRIPS Company User Guide

13 Chapter 1 Welcome to K-TRIPS 9. Your prompt question and response will be needed for Forgot Password functionality. Once all information has been entered, click Submit. The new company account has been created. From here you can click the Home button to return to the login page and log in to K-TRIPS, or you can continue through the following screens to build your company data. Company data can be established now or at a later time. Below is a brief overview of how to add company data. More detail is provided in Chapter 2 The Company Dashboard beginning on page 17. After you click Submit, the Create New Company Account Terminals screen is displayed. Some companies divide their operations into separate operating units. These operating units may be called Yards, Divisions, Terminals, or another preferred terminology. The K-TRIPS system allows customers to divide their fleet into separate operating units and uses the term terminal to define these. 10. Click New to add a Terminal location. Click Next Page to enter other company data. 11. Complete all information for the terminal location. Click Insert to save. Continue adding new Terminal locations until complete. Click Next Page. 5 K -TRIPS Company User Guide

14 Chapter 1 Welcome to K-TRIPS 12. The Create New Company Account Users screen is displayed with the user who set up this company account displayed in the dropdown list. Click Edit to review and complete the user information. The User Information is displayed. The user who set up this company account is defaulted to a User Type of Supervisor. A Supervisor user for a company can see and edit all company information and company users information. A company user that has a User Type of User can only edit their user information. All company users can order permits. 13. Complete the User Information fields including the Prompt Question and Response. Without this information the system cannot assist you if you forget your password. Once complete, click Update. 14. Click New to add a new user. Continue adding users until complete. Click Next Page. The Create New Company Account Vehicles screen is displayed. 6 K -TRIPS Company User Guide

15 Chapter 1 Welcome to K-TRIPS 15. You can add vehicles to your inventory to recall during the permit order process. Once you login, K-TRIPS also has a vehicle import feature to allow you to upload a spreadsheet of all your vehicle inventory so that you don t have to enter one at a time. See page 52 for more information. If you would like to enter a vehicle, click New. The Vehicle Information screen is displayed. 16. Enter the vehicle information. See Table 6: Set Vehicle and Load Information on page 81 for a description of the data to be entered. Click Insert. Continue adding vehicles until complete or add multiple vehicles by uploading a spreadsheet after logging in to your account. 17. You can now set up an escrow account or go to the Login page. The money added to escrow can be used to order permits in K-TRIPS. For this scenario, we will set up escrow. Click Setup Escrow Account. The Attest to Create New Escrow Account statement is displayed. 7 K -TRIPS Company User Guide

16 Chapter 1 Welcome to K-TRIPS 18. Read the attest statement. You will be able to add funds to your escrow account after you log in to K-TRIPS. Check the box for I agree and click Create Escrow Account. A confirmation screen is displayed. Click OK. 19. You will be routed to the K-TRIPS login page. Log in with the Username and Password you established during company setup. Check the box for Remember me on this computer to have your computer remember your login information. Click Submit. Note: Click the K-TRIPS User Tutorial Videos link to view helpful videos for navigating K- TRIPS. Self Issue Many permits issued through K-TRIPS can be self issued without any assistance from a KS Agency user. Superload and Large Structure permits must be reviewed by a KS Agency user before they can be approved. Superload permits without an existing bridge study cannot be ordered less than three days before the start date to allow for bridge analysis. If the company has adjusted the route from the default route in K-TRIPS and has increased the miles of the trip by more than 25%, the permit application must be reviewed by KS and will not be self issued. Lastly, permit applications outside of the self issue parameters set in K-TRIPS must be reviewed by KS. As of the launch of the system in December 2013, the self issue parameters are GVW of 120,000, Height of 15, Width of 16 6, and Length of 126. If your load exceeds any of these parameters, the permit application must be reviewed by a KS Agency user and will not be self issued. Welcome to K-TRIPS! NAVIGATING K-TRIPS 8 K -TRIPS Company User Guide

17 Chapter 1 Welcome to K-TRIPS There are several useful tools to help you navigate K-TRIPS. These tools are located throughout the application so that you can access them from all applicable pages. The buttons available are dependent on the page you are on in K-TRIPS. FIGURE 3: K-TRIPS NAVIGATION BAR HOME PAGE Click the Home button to navigate to the home page or Company Dashboard. PERMIT WIZARD Click the Permit Wizard button to initiate the Permit Wizard. The Permit Wizard poses a series of questions to help determine the permit that best fits your needs for the load you have. The text and images for the Permit Wizard are populated by the State of Kansas. 9 K -TRIPS Company User Guide

18 Chapter 1 Welcome to K-TRIPS PERMIT NOTES Click the Permit Notes button to add or read any notes for a permit application. Company and KS Agency users can add and view notes for the permit application. If there is an unread note, there will be an envelope on the Permit Notes button letting the user know there is a note waiting. PERMIT DOCUMENTS Click the Permit Documents button to add or review any documents for a permit application. Company and KS Agency users can add or view documents. To add a document it must already be saved to your computer. You can browse your computer files to locate the document, select it, and then upload it to K- TRIPS. You can select a document type from the dropdown list if you like to better identify the type of document being added such as an Insurance Certificate, Bill of Lading, Loading Diagram, etc. You can also add a note to give any explanation needed for the document. CHAT LIVE Click Chat Live to request a Chat session with a KS Support agent. This feature is available when it has a status of Online. When Chat is not available, you can request a support call back. REQUEST SUPPORT CALL BACK To request a call back from the permit office, click the Request Support Call Back button. A form will open for you to complete. Enter your name, phone number, address, and a message stating what assistance you need from support. When the form is complete, click Request Call Back. Your message will be sent to a support call queue. Messages will be answered during normal permit office business hours. PAGE HELP Click the? in the top right corner of the page to access Help for the page you are currently on in K-TRIPS. The text for the Help is maintained in designated tables by KS Agency users. 10 K -TRIPS Company User Guide

19 Chapter 1 Welcome to K-TRIPS FAQ K-TRIPS provides a section for frequently asked questions and answers for both company and KS Agency users. Click the FAQ button to read the frequently asked questions and answers. LOG OUT Click the Log Out button to log out of K-TRIPS. SECTION HELP Hover over a Blue Circle? to access Help for the section you are currently on in K-TRIPS. These Help items will explain the purpose of that section or provide an explanation to help you determine what information you need to provide. For more detailed information for the entire page, left click the Blue Circle?. The text for the Help is maintained in designated tables by KS Agency users. Note: Not all Blue Circle? have left click page help options. Some, such as those on the Special Items page in the permit application process are hover only. USER GUIDE Click the Guide button on the Company Dashboard to view, print or save the K-TRIPS Company User Guide. 11 K -TRIPS Company User Guide

20 Chapter 1 Welcome to K-TRIPS BACK Throughout the application when the Back button is an option, click Back to go back one page rather than using the arrow back in your browser. DELETE PERMIT Click to delete a permit application. CANCEL PERMIT Click to close without saving. This will not delete the permit application in most circumstance. One exception to this is on the Permit Order screen where the permit type is selected. Clicking Cancel from this page will delete the permit application because it has not yet created a Permit ID. PERMIT ID Once a permit application proceeds past selecting a type of permit needed, the screens that follow will display the company name and permit ID number as a reference for the user to identify the company and Permit ID that is being worked. 12 K -TRIPS Company User Guide

21 Chapter 1 Welcome to K-TRIPS EXPAND/COLLAPSE On the Enter a Route screen you can expand and collapse the Enter Trip box to show or hide your routing points. To edit your route expand the box to change any of your routing points. The expand and collapse feature is available wherever the expand and collapse arrows are displayed throughout the system. FIGURE 4: COLLAPSE BOX TO HIDE FIGURE 5: EXPAND TO EDIT ROUTE VALIDATE AND RUN Click Validate and Run to generate a route based on your origin and destination choices. This option is also used when you change your route points, origin, or destination. 13 K -TRIPS Company User Guide

22 Chapter 1 Welcome to K-TRIPS RADIO BUTTON Radio buttons are used throughout K-TRIPS. A radio button or option button is a type of graphical user interface element that allows the user to choose only one of a predefined set of options. Only one radio button can be chosen for each selection. In the example below, the Create Date radio button is selected. To select a radio button left click in the circle. TRAVEL ON STATE MAINTAINED ROADS Roads approved for OS/OW travel that are managed by the State of Kansas are called state maintained roads. In this routing system, all state maintained roads are highlighted green to aid in your selection. You must be zoomed to a level 14 to select a point on the map. 14 K -TRIPS Company User Guide

23 Chapter 1 Welcome to K-TRIPS CALENDAR SELECTIONS Throughout K-TRIPS, clicking in a From or To box for a date selection will result in a calendar display. To select the date you would like to use, left click the appropriate date on the calendar. In most cases such as in reports you cannot type in the date. The exception to this is on the Permit Order screen where the permit type is selected and on the Renew Permits screen when renewing annual permits. On these pages you can type in the beginning date for the permit application in a mm/dd/yy format. PERMIT PDF ICON From reports and permit details, the user can view the permit PDF. Click the Permit PDF Icon to view a copy of the permit. This permit PDF can be printed. 15 K -TRIPS Company User Guide

24 Chapter 1 Welcome to K-TRIPS I FORGOT MY PASSWORD On the login page, a user can request their password be sent to them if they have forgotten the password. Click the I forgot my password. link on the login page. Enter your username in the empty text box and click Display Security Prompt. The system will display your security question and give you the opportunity to enter your security question answer. After entering the correct answer, click Send Me My Password. K-TRIPS will send the password to the on file for that username. Note: The password prompt question and response must be completed to enable the Forgot Password function. Enter a security question and answer when setting up the user or add it later to the user information. 16 K -TRIPS Company User Guide

25 CHAPTER 2 THE COMPANY DASHBOARD The Company Dashboard, also the homepage, is the primary screen for beginning new permits and routes within K-TRIPS. It is also where you can search permits and store company information including users, terminals and vehicle inventory to assist in permit ordering and reporting. The dashboard is broken into six main parts. Administrative Panel Customer Support Panel Permits Panel Shopping Cart Messages Panel Statistics Panel FIGURE 6: COMPANY DASHBOARD 17 K -TRIPS Company User Guide

26 Chapter 2 The Company Dashboard ADMINISTRATIVE PANEL The Administrative Panel allows each company to define and alter their account information, run reports, fund escrow, renew annual permits, and obtain routes for annual permits. FIGURE 7: ADMINISTRATIVE PANEL TABLE 1: THE ADMINISTRATIVE PANEL Element Renew Annual Permits Function Allows you to renew multiple annual permits at once Bid Route Allows a route to be generated without actually submitting an application to K- TRIPS. This feature is provided as a service for quoting loads. Company Data Opens the Company Information screen Reports Allows customers to view and print various reports Annual Permit Route Escrow Vehicle Import Shopping Cart Allows customers to obtain a K-TRIPS approved route for an active annual permit Displays an escrow transaction listing, allows for deposits to escrow with a credit card, allows for reports to be printed, and allows for setup of escrow Allows customers to upload a spreadsheet of their vehicle inventory to prevent individual entry Allows customers to purchase approved permits New Company Allows Permit Services to set up a new company in K-TRIPS. See page 93 for more information. 18 K -TRIPS Company User Guide

27 Chapter 2 The Company Dashboard RENEW ANNUAL PERMITS The Renew Annual Permits feature allows you to search for annual permits by permit type and expiration date and to renew multiple permits at once. It also allows you to update the vehicle information for the new permit. To renew annual permits: 1. Click the Renew Annul Permits link in the Administrative Panel on the Company Dashboard. The Renew Permits screen is displayed. 2. Search for the Select Permit Type to Renew from the dropdown list. The list will contain K-TRIPS annual permits. For this example we will search for Annual Cotton. 3. Enter the date range of permit expiration dates. Click in the From Date and To Date fields and select a date from the calendar. You can also type in the dates in a mm/dd/yy format. 19 K -TRIPS Company User Guide

28 Chapter 2 The Company Dashboard 4. Click Search Permits. A list of permits that fit your search criteria is displayed. From this screen you can update the Unit Number, License Number and License State of the VIN associated to the permit. The Start Date will default to the day after the existing permit s expiration date. The start date can be changed to a later date. 5. Update any allowed fields that need updating. Check the box beside the permit to renew or check All to renew all permits in the list. Click Renew Selected Permits. If the permits can be renewed (all information is correct and the permit renewal isn t being ordered before the permit rules allow it to be ordered) the renewed permits will be in your Shopping Cart and ready for purchase. See Shopping Cart on page 56 for more details. 20 K -TRIPS Company User Guide

29 Chapter 2 The Company Dashboard BID ROUTE The Bid Route interface will allow a user to enter a vehicle and its load dimensions to create a route without submitting a permit application to K-TRIPS. This feature is provided as a service to customers for quoting loads. A valid permit and route will be required for travel. The suggested route should not be used in place of a permit. This tool is for quoting purposes only. Additionally Bid Route is not used for Large Structure or Superload routes. To use Bid Route: 1. Click the Bid Route link in the Administrative Panel on the Company Dashboard. 2. Enter your load dimensions into the Enter Load Dimensions screen using numbers only. If there are no inches for a parameter, leave the field blank. Do not enter zero as a dimension. 21 K -TRIPS Company User Guide

30 Chapter 2 The Company Dashboard 3. Click the Next button to continue. 4. The Enter a Route screen is displayed. Proceed to enter a trip as described in Table 6: Set Vehicle and Load Information on page Once your trip points are entered click the Validate and Run button and review your trip results. 6. If the trip needs to be revised, expand the Enter a Route screen and change the origin or destination points, or add in one or more via points. 7. Once satisfied with the trip results click the Return to Dashboard link above the map or the Home button to return to the Company Dashboard. Note: For all routing options see Chapter 3 on page 95. COMPANY DATA The Company Data link opens the Company Information screen. This screen is partially populated from the information entered when the account was set up. Other information can now be added to use when ordering permits. When making changes to the Company Information screen, click Update to save your changes. In this Company Information screen is a place to add, edit, and delete items from your Company Assets. Here you can add contacts for your company, add addresses for your company, designate terminals for your company, add users that can order permits, and maintain a vehicle inventory. Note: It is not mandatory to add information to the data fields below. This capability has been provided as an aid to the customer to save time when applying for permits and to provide better reporting capabilities The Company Assets consists of Contacts, Addresses, Terminals, Users and Vehicles. To access the Company Data, click the Company Data link in the Administrative Panel on the Company Dashboard. 22 K -TRIPS Company User Guide

31 Chapter 2 The Company Dashboard FIGURE 8: COMPANY DATA TABLE 2: COMPANY DATA Company Data Field Company Data Field Description Company The official company name 23 K -TRIPS Company User Guide

32 Chapter 2 The Company Dashboard TABLE 2: COMPANY DATA Company Data Field Company Data Field Description DBA Phone Fax USDOT Number TIN Delivery Method Escrow contract on file? Escrow Balance The company s DBA (Doing Business As) if applicable The primary contact phone number for the company The primary fax number for the company The primary address for the company The company s United States Department of Transportation number (if company has one). A KS Agency User can add this for a company account at a later date if the company acquires a DOT#. The company s Tax Identification Number ( if company has one) The company s default delivery method to be used for issued permits. The delivery method can be changed from the default when ordering a permit. Web Download Fax Permits will be ed to the address on file. Permits will be downloaded by the company. These and all other issued permits can be accessed from the Permits Panel. Permits will be faxed to the fax number on file. This specifies if a company has Setup Escrow and checked and accepted the attest statement. The company s escrow balance Synch with USDOT Data Update Close Contacts Click to update the company information to agree with the information on file with the USDOT number. Click to save any edited or updated information on the Company Information screen. Click to close the Company Information screen. Any new information not saved by clicking Update will be lost. List of contacts for the company Addresses List of addresses for the company 24 K -TRIPS Company User Guide

33 Chapter 2 The Company Dashboard TABLE 2: COMPANY DATA Company Data Field Company Data Field Description Terminal Contact information for separate terminals for the company Users Contact information for company users Vehicles Listing of the company s vehicle inventory in K-TRIPS. These vehicles can be used to populate information on the permit application. CONTACTS Any person that might need to be contacted by Kansas at any step of the permitting process should be added into the system as a Contact. Note: Just because a contact is entered into the system does not mean that they will be able to log into K- TRIPS. Each contact must be set up as a user to log into K-TRIPS and order permits. To add a new contact: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the New button to the right of Contacts. The Contact Information window opens. 25 K -TRIPS Company User Guide

34 Chapter 2 The Company Dashboard 3. Enter the appropriate data for the contact you are adding. A business contact would be someone to contact for finance questions or company information, and a permitting contact would be someone who will be familiar with permits ordered through K-TRIPS. If uncertain, make the Contact Type: Permitting. 4. Click the Insert button to save or the Cancel button to discard changes. The new contact will appear in the Contacts dropdown list. To edit a Contact: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the contact to be edited from the dropdown list. 3. Click the Edit button to the right of Contacts. 26 K -TRIPS Company User Guide

35 Chapter 2 The Company Dashboard The Contact Information window opens. 4. Change the information for the contact as needed. 5. Click the Update button to save or the Cancel button to discard changes. The contact will be edited. To delete a Contact: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the contact to be deleted from the dropdown list. 3. Click the Edit button to the right of Contacts. 27 K -TRIPS Company User Guide

36 Chapter 2 The Company Dashboard The Contact Information window opens. 4. Click the Delete button to delete or click Cancel to exit without deleting. The contact will be deleted. 28 K -TRIPS Company User Guide

37 Chapter 2 The Company Dashboard ADDRESSES The mailing and physical address information is stored here for the company. You cannot add or delete an address, but can edit the mailing and physical addresses. If the physical address is associated with the USDOT number, it cannot be changed in K-TRIPS. USDOT information must first be updated with FMCSA and then synched with K-TRIPS. To edit an address: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the address to be edited from the dropdown list. 3. Click the Edit button to the right of Addresses. The Address Information window opens. 4. Change the information for the address as needed. 5. Click the Update button to save or the Cancel button to discard changes. The address will be edited. 29 K -TRIPS Company User Guide

38 Chapter 2 The Company Dashboard TERMINALS Some companies divide their operations into separate operating units. These operating units may be called Yards, Divisions, Terminals, or another preferred terminology. K-TRIPS allows customers to divide their fleet into separate operating units and uses the term terminals to define these. Vehicles, contacts and users can be assigned to a terminal. Permits requested for these vehicles will be assigned to the vehicle s terminal. For some companies, this capability facilitates searching for permits and reporting on permitting operations. This terminal capability is provided by Kansas as a service to its customers and is optional. Customers are not required to use this service. To add a new Terminal: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the New button to the right of Terminals. The Terminal Information window opens. 30 K -TRIPS Company User Guide

39 Chapter 2 The Company Dashboard 3. Enter the appropriate data for the terminal you are adding, and select a default delivery method for permits. 4. Click the Insert button to save or the Cancel button to discard changes. The new terminal will appear in the Terminals dropdown list. To edit a Terminal: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the terminal to be edited from the dropdown list. 3. Click the Edit button to the right of Terminals. The Terminal Information window opens. 4. Change the information for the terminal as needed. 31 K -TRIPS Company User Guide

40 Chapter 2 The Company Dashboard 5. Click the Update button to save or the Cancel button to discard changes. The terminal will be edited. To delete a Terminal: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the terminal to be deleted from the dropdown list. 3. Click the Edit button to the right of Terminals. The Terminal Information window opens. 4. Click the Delete button to delete or click Cancel to exit without deleting. 32 K -TRIPS Company User Guide

41 Chapter 2 The Company Dashboard The terminal will be deleted. COMPANY USERS K-TRIPS users will have the ability to log into K-TRIPS and order permits. The person who sets up the company account will be designated as an account supervisor and have the ability to add new users to the company account. When a user is added they will be designated as an account supervisor or as a user. Only account supervisors can add, edit and delete other users. To add a new User: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the New button to the right of Users. The User Information window opens. 33 K -TRIPS Company User Guide

42 Chapter 2 The Company Dashboard 3. Enter the appropriate data for the user you are adding. The password prompt question and response are necessary to complete to enable the Forgot Password function. The Start and End Date are not required but can be entered if you wish for the user to have access only during a certain time frame. 4. Click the Insert button to save or the Close button to discard changes. The new user will appear in the Users dropdown list. Note: The new user is active and can log into K-TRIPS using the username and password you supplied. To edit a User: 34 K -TRIPS Company User Guide

43 Chapter 2 The Company Dashboard 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the user to be edited from the dropdown list. 3. Click the Edit button to the right of Users. The User Information window opens. 4. Change the information for the user as needed. The username cannot be edited. 5. Click the Update button to save or the Close button to discard changes. The user will be edited. 35 K -TRIPS Company User Guide

44 Chapter 2 The Company Dashboard To delete a User: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the user to be deleted from the dropdown list. 3. Click the Edit button to the right of Users. The User Information window opens 4. Click the Delete button to delete or click Close to exit without deleting. 36 K -TRIPS Company User Guide

45 Chapter 2 The Company Dashboard You will receive a confirmation message. 5. Click OK to delete the user or click Cancel to exit without deleting. The user will be deleted and will be unable to login to K-TRIPS. To deactivate a User: There may come a time when you need to deactivate a user. To do this, follow the same steps as editing a user but click Deactivate rather than Update. This user will not be able to log in to the system. Only customer users set up as a supervisor can deactivate another user for the company. When you deactivate a user, the button will change to say Activate. To activate a deactivated user, follow the same steps as editing a user but click Activate rather than Update. To unlock a User: Should a user become locked out of the system due to too many attempts to log in with the incorrect log in information, a company supervisor can unlock them. Once a user is locked out, the Lock Out button will change to Unlock. Click Unlock to allow the user to log in to the system. Note: The system will automatically unlock the user after fifteen minutes. 37 K -TRIPS Company User Guide

46 Chapter 2 The Company Dashboard VEHICLES A company can choose to keep a listing of its vehicle inventory. These vehicles can be used to populate information on the permit application. Vehicles can also be assigned to a terminal to aid in reporting by terminal or location. Terminals must be entered in the Terminal Company Data before assigning to a vehicle. Vehicle inventory can also be uploaded to K-TRIPS using a spreadsheet. See Vehicle Import on page 52 for more information. To Add a New Vehicle: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the New button to the right of Vehicles. The Vehicle Information window opens. 38 K -TRIPS Company User Guide

47 Chapter 2 The Company Dashboard 3. Insert the appropriate data for the vehicle you are adding. See Table 6: Set Vehicle and Load Information on page 81 for a description of the data to be entered. 4. Click the Insert button to save or the Cancel button to discard changes. The new vehicle will appear in the Vehicles dropdown list. To edit a Vehicle: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the vehicle to be edited from the dropdown list. 3. Click the Edit button to the right of Vehicles. The Vehicle Information window opens. 4. Change the information for the vehicle as needed. 39 K -TRIPS Company User Guide

48 Chapter 2 The Company Dashboard 5. Click the Update button to save or the Cancel button to discard changes. The vehicle will be edited. To delete a Vehicle: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Choose the vehicle to be deleted from the dropdown list. 3. Click the Edit button to the right of Vehicles. The Vehicle Information window opens. 40 K -TRIPS Company User Guide

49 Chapter 2 The Company Dashboard 4. Click the Delete button to delete or click Cancel to exit without deleting. The vehicle will be deleted. To view an Excel list of your Vehicle Inventory in K-TRIPS: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the Excel icon to the right of Vehicles. An Excel prompt will ask if you would like to Open or Save. Open the Excel sheet to view a list of vehicles in your K-TRIPS vehicle inventory. 41 K -TRIPS Company User Guide

50 Chapter 2 The Company Dashboard REPORTS K-TRIPS provides reports for company accounts to reconcile their permit and payment history. To print a report: 1. Click the Reports link in the Administrative Panel on the Company Dashboard. The Customer Permits Report screen is displayed. 2. Select the desired format for the report, PDF or Excel, by clicking the corresponding radio button. 3. Select the date range for your report by clicking in the Start Date and From Date fields and selecting a date from the calendar. 42 K -TRIPS Company User Guide

51 Chapter 2 The Company Dashboard 4. Click Generate Report. A report will generate showing the payment and permit history for the given date range. 5. Close the report to return to the Customer Permits Report screen. 6. Click Exit or the Home button to return to the Company Dashboard. 43 K -TRIPS Company User Guide

52 Chapter 2 The Company Dashboard ANNUAL PERMIT ROUTE The Annual Permit Route function will allow for a K-TRIPS approved route to be generated for an annual permit. These routes are only good for four days after the route has been generated. To generate an annual permit route: 1. Click the Annual Permit Route link in the Administrative Panel on the Company Dashboard. The Time Period Routes screen is displayed. 2. Enter the permit number for an annual permit assigned to your company and click the Find button. The dimensions that were saved to the permit during the order permit process are displayed in the dimension fields. The saved dimensions can be used, or you can enter dimensions that are less than the ones shown on the screen. If you enter a permit number that is not an annual permit or a permit number for a company other than your own, the system will not find the permit. 44 K -TRIPS Company User Guide

53 Chapter 2 The Company Dashboard 3. Click the Next button. The Enter a Route screen is displayed. From this point routes can be generated as described beginning on page After the trip has been calculated, it can be printed to be used with the permit. Click the Print Route link at the top of the Results screen to print. 45 K -TRIPS Company User Guide

54 Chapter 2 The Company Dashboard A window will appear allowing you to print the route. The printed document will reference the permit number entered, and will only be valid for four days after the route was printed. 5. Close the route document after printing. Click the Return to Dashboard link or the Home button to return to the Company Dashboard. 46 K -TRIPS Company User Guide

55 Chapter 2 The Company Dashboard ESCROW The escrow feature in K-TRIPS allows the company to maintain their escrow and provides reports to reflect escrow activity. This is provided to the company to enable escrow activity and reconciliation directly from the Company Dashboard. If a company has an established escrow account, the escrow balanced is displayed in Statistics on the Company Dashboard. To establish an escrow account in K-TRIPS: If the company did not set up escrow when they set up their K-TRIPS account, they can do it at any time from the Company Dashboard. 1. Click the Escrow link in the Administrative Panel on the Company Dashboard. 2. Read the attest statement. Check the box for I agree and click Create Escrow Account. 47 K -TRIPS Company User Guide

56 Chapter 2 The Company Dashboard 3. A confirmation screen is displayed. Click OK. You will be returned to the Company Dashboard. To add money to your escrow account by mailing in a check: 1. Click the Escrow link in the Administrative Panel on the Company Dashboard. The Escrow screen is displayed. 2. Click the Print Escrow Deposit Submittal Form link. An Escrow Deposit form will be presented for printing. Print the Escrow Deposit form, complete the requested information, and mail in your escrow deposit. The Kansas Department of Revenue will post the funds to your account once the payment is received. 3. Close the Escrow Deposit form. Click the Home button to return to the Company Dashboard. To add money to your escrow account with a credit card or electronic check: 1. Click the Escrow link in the Administrative Panel on the Company Dashboard. 48 K -TRIPS Company User Guide

57 Chapter 2 The Company Dashboard The Escrow screen is displayed. 2. Click the Make Deposit with Credit Card/ Electronic Check link. The Escrow Processing screen is displayed. 3. Select an amount of $500 or $200 to add to escrow. These are the only amounts that can be added to escrow with a credit card or electronic check. Additionally enter a Description and a Reference Text. This text can be any description and reference that will aid in reporting and reconciling. Both fields will print on the Escrow Statement. 4. Click Submit. The LexisNexis credit card processing screen is displayed. 49 K -TRIPS Company User Guide

58 Chapter 2 The Company Dashboard FIGURE 9: LEXISNEXIS CREDIT CARD PROCESSING SCREEN Complete the credit card/electronic check information and precede through the LexisNexis screens until your transaction is complete. Click Return to K-TRIPS. You will be returned to the Company Dashboard. If your transaction was successful, the funds will automatically be posted to your escrow account and will be reflected in your new escrow balance. To view and print your escrow statement: 1. Click the Escrow link in the Administrative Panel on the Company Dashboard. 50 K -TRIPS Company User Guide

59 Chapter 2 The Company Dashboard The Escrow screen is displayed showing your most recent escrow transactions. 2. Click the Generate Report link. The Select Year and Select Month options will display. 3. Select the year and month for your report from the dropdown. Click the Generate Report button. 51 K -TRIPS Company User Guide

60 Chapter 2 The Company Dashboard An escrow statement with all of your company escrow activity for the month selected is produced. 4. Print and/or close the escrow statement to return to the Escrow screen. 5. Click the Home button to return to the Company Dashboard. VEHICLE IMPORT The Vehicle Import function is made available to assist in easy entry of vehicle inventory. The vehicle information saved in the vehicle inventory is used to populate information on the permit application. To add vehicles individually to vehicle inventory see page 38. To import vehicle inventory: 1. Click the Vehicle Import link in the Administrative Panel on the Company Dashboard. The Import Vehicle Inventory screen is displayed. 52 K -TRIPS Company User Guide

61 Chapter 2 The Company Dashboard 2. Click Browse to locate the file on your computer that has your vehicle inventory listed. The file must contain unit numbers, model year, vehicle make, vehicle identification number (VIN), license plate number, license plate state, and the vehicle type. It can additionally include KS GVW and the terminal the vehicle is assigned to. If the mandatory fields are not complete, the file will not import. An example of the file layout is below. 3. Select the file to upload and double click the file name. 4. The file name is now listed on the Import Vehicle Inventory screen. Click Upload File. 53 K -TRIPS Company User Guide

62 Chapter 2 The Company Dashboard The Import Vehicle Inventory Step 2 screen is displayed. 5. You must designate which column the data is located. In the sample above, the unit number is found in Column 1. Additionally, the data starts on Row 3. Rows 1 and 2 are additional information and headers but are not vehicle data. Go through all of the dropdowns and designate which column the listed data is located. 6. Click Import Sheet. If there are any errors in the data, a results message is displayed. 54 K -TRIPS Company User Guide

63 Chapter 2 The Company Dashboard 7. Click View Load Failures to return to the Import Vehicle Inventory Step 2 screen. Correct any errors in column numbers associated to the data and verify that there is data in all of the required fields. Remember the required fields are unit numbers, model year, vehicle make, vehicle identification number (VIN), license plate number, license plate state, and the vehicle type. 8. Click Import Sheet. If all errors have been addressed, you will be returned to the Import Vehicle Inventory screen. 9. Click the Home button to return to the Company Dashboard. To view the vehicles that have been imported to K-TRIPS: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the dropdown for Vehicles. 3. Verify the list of vehicles. 55 K -TRIPS Company User Guide

64 Chapter 2 The Company Dashboard See page 41 to view an Excel list of your Vehicle Inventory in K-TRIPS. 4. Click the Home button to return to the Company Dashboard. SHOPPING CART Once a permit application has been approved by a KS Agency user or has been self issued by K-TRIPS, the permit will be available for purchase in the Shopping Cart. The shopping cart can be accessed from the Shopping Cart link or from the Shopping Cart button, both located on the Company Dashboard. The Shopping Cart link provides detailed information regarding permits available for purchase. The Shopping Cart button provides a summary of what is in your Shopping Cart awaiting payment. Approved permits will remain in the Shopping Cart until they are purchased or until their active start date. Once the active start date has passed, the approved permit will be deleted if it has not been purchased. To purchase permits in your Shopping Cart with Escrow: 56 K -TRIPS Company User Guide

65 Chapter 2 The Company Dashboard 1. Click the Shopping Cart link in the Administrative Panel on the Company Dashboard. The Permits ready for payment and/or printing screen is displayed. From this screen you can View the permit, Cancel the permit, or Pay for the permit. 2. Check the Pay box above each individual permit, or select all to pay for all permits in the Shopping Cart. 3. The Order Total displays the total dollar amount selected for payment. Click Pay Now. 57 K -TRIPS Company User Guide

66 Chapter 2 The Company Dashboard The Pay for permits page is displayed. 4. Verify that the permit (s) listed for payment are those you selected to pay. Click Pay for Verified Permits to continue to payment information or click Cancel to cancel and return to the Company Dashboard. The Payment Information screen is displayed listing the payment total for your order. 5. Select the method of payment. If Escrow is selected, your escrow balance is displayed. After verifying there are sufficient funds in Escrow, click Submit to purchase or Cancel to cancel without purchasing. 6. Your purchase is complete and the permit will be sent to you via the permit delivery method selected when the permit was ordered. 58 K -TRIPS Company User Guide

67 Chapter 2 The Company Dashboard From this screen you can Return to the dashboard, Order another permit, or you can click the permit number to view and print a copy of the issued permit. To add money to Escrow while purchasing permits in your Shopping Cart: 1. Click the Shopping Cart link in the Administrative Panel on the Company Dashboard. The Permits ready for payment and/or printing screen is displayed. From this screen you can View the permit, Cancel the permit, or Pay for the permit. 2. Check the Pay box above each individual permit, or select all to pay for all permits in the Shopping Cart. 59 K -TRIPS Company User Guide

68 Chapter 2 The Company Dashboard 3. The Order Total displays the total dollar amount selected for payment. Click Pay Now. The Pay for permits page is displayed. 4. Verify that the permit (s) listed for payment are those you selected to pay. Click Pay for Verified Permits to continue to payment information or click Cancel to cancel and return to the Company Dashboard. The Payment Information screen is displayed listing the payment total for your order. 5. Select the method of payment. If Escrow is selected, your escrow balance is displayed. If the Escrow Balance is not sufficient to pay the amount of the purchase, you can change your payment method to CC/Electronic check or click Add Funds to Escrow. The Escrow Processing screen is displayed. 60 K -TRIPS Company User Guide

69 Chapter 2 The Company Dashboard 6. Select an amount of $500 or $200 to add to escrow. These are the only amounts that can be added to escrow with a credit card or electronic check. Additionally enter a Description and a Reference Text. This text can be any description and reference that will aid in reporting and reconciling. Both fields will print on the Escrow Statement. 7. Click Submit. The LexisNexis credit card processing screen is displayed. Complete the credit card/electronic check information and precede through the LexisNexis screens until your transaction is complete. Click Return to K-TRIPS. You will be returned to the Company Dashboard. If your transaction was successful, the funds will automatically be posted to your escrow account and will be reflected in your new escrow balance. You must access the permit from the Shopping Cart to complete the purchase. To purchase permits in your Shopping Cart with a Credit Card or Electronic Check: 1. Click the Shopping Cart link in the Administrative Panel on the Company Dashboard. The Permits ready for payment and/or printing screen is displayed. 61 K -TRIPS Company User Guide

70 Chapter 2 The Company Dashboard From this screen you can View the permit, Cancel the permit, or Pay for the permit. 2. Check the Pay box above each individual permit, or select all to pay for all permits in the Shopping Cart. 3. The Order Total displays the total dollar amount selected for payment. On this screen you can additionally click View Permit to view the permit before paying for it to verify it is the permit you intended. You can additionally click Cancel Permit to cancel this permit application and have it removed from the Shopping Cart. To pay for the permits selected, Click Pay Now. The Pay for permits page is displayed. 4. Verify that the permit (s) listed for payment are those you selected to pay. Click Pay for Verified Permits to continue to payment information or click Cancel to cancel and return to the Company Dashboard. 62 K -TRIPS Company User Guide

71 Chapter 2 The Company Dashboard The Payment Information screen is displayed listing the payment total for your order. 5. Select the method of payment of CC/Electronic Check. You will be redirected to LexisNexis for payment. Complete the credit card/electronic check information and precede through the LexisNexis screens until your transaction is complete. Click Return to K-TRIPS. You will be returned to the Company Dashboard. If your transaction was successful, the permit will be delivered to you via the delivery method selected when the permit was ordered. The permit can also be accessed from the Permits Panel on the Company Dashboard. See page 70 for more information. To print a No charge permit: 63 K -TRIPS Company User Guide

72 Chapter 2 The Company Dashboard K-TRIPS enables the state of Kansas to issue permits at no cost when deemed necessary for emergency moves or natural disasters. If this type of no charge permit is mandated, the permit will still go to the Shopping Cart once it is approved but before it is issued. 1. Click the Shopping Cart link in the Administrative Panel on the Company Dashboard. The Permits ready for payment and/or printing screen is displayed. 2. Check the box beside each no cost permit to print or check All to select all no cost permits. 3. Click Print Now. Printing the permit is equivalent to issuing the permit. The permit will be delivered to you via the delivery method selected when the permit was ordered. The permit can also be accessed from the Permits Panel on the Company Dashboard. See page 70 for more information. The Issued Permits screen is displayed. From this screen you can Return to the dashboard, Order another permit, or you can click the permit number to view and print a copy of the issued permit. 64 K -TRIPS Company User Guide

73 Chapter 2 The Company Dashboard SHOPPING CART PANEL The Shopping Cart Panel provides a summary of what is in the Shopping Cart. The Shopping Cart Panel allows you to Go to Cart or Pay for all Permits. Refer to Shopping Cart on page 56 for screens you will encounter in the Shopping Cart and when paying for permits. 65 K -TRIPS Company User Guide

74 Chapter 2 The Company Dashboard CUSTOMER SUPPORT PANEL The Customer Support Panel consists of Live Chat and Support Call Back. These features are available to Company users to assist in answering questions regarding permitting and routing and using the K-TRIPS system. Both of these options provide answers to your questions without phone hold times. LIVE CHAT LOGIN Live Chat is available to communicate online with KS Agency users. Live Chat is only available when agency users are logged in to accept chat. If Live Chat is not available, the Live Chat button will have an Offline status. Users can additionally request a Call Back. To log in to Live Chat: 1. Click Chat Live on the Company Dashboard. 2. Enter the name to display on the message center during chat sessions. This is usually your first name. Click Log In to Chat. The K-TRIPS Live Chat Support screen is displayed with a welcome message. 3. Wait for a KS Agency message to say someone has joined the Chat. 66 K -TRIPS Company User Guide

75 Chapter 2 The Company Dashboard 4. Type your question in the empty text box. Click Send Chat. Your message is sent to the KS Agency support user and is displayed in the Chat box. 5. Wait for the KS Agency support user s response. 67 K -TRIPS Company User Guide

76 Chapter 2 The Company Dashboard Continue to write and Send Text and allow the KS Agency Support user to answer your questions. To provide more information to the Support user you can click Send Copy of My Screen to send a copy of your K-TRIPS screen to the KS Agency Support user. 6. To end the Chat Session and return to the Company Dashboard, click End Chat Session. REQUEST SUPPORT CALL BACK You can request to receive a call back from a KS Agency user to answer permitting and routing questions. Calls are returned during normal permit office business hours. 68 K -TRIPS Company User Guide

77 Chapter 2 The Company Dashboard To request a support call back: 1. Click Request Support Call Back on the Company Dashboard. The K-TRIPS Support Call Back Request form is displayed. 2. Complete all of the requested information including your name, phone number with area code, and address. 3. Type your question or request in the Message box. 4. Click Request Call Back. The following message is displayed. You will be returned to the Company Dashboard. A support specialist will contact you within 1 business day. 69 K -TRIPS Company User Guide

78 Chapter 2 The Company Dashboard PERMITS PANEL The Permits Panel on the Company Dashboard is the central location of most of the company permit business within K-TRIPS. From here you can order a New Permit, Search Permits, filter the Permits in the Queue and perform actions such as View, Copy, Resume and Cancel permit applications. 70 K -TRIPS Company User Guide

79 Chapter 2 The Company Dashboard To filter the list of permits displayed in the Permits Panel: The list of permits displayed can be filtered by the permit status to show All, Unfinished, Pending, Issued, Expired and On Hold permits. TABLE 3: PERMIT STATUS FILTER Permit Status Filter Permit Status Filter Description All Unfinished Pending Issued Expired On Hold Show to display All permits in the queue with the most recent listed first. Show to display Unfinished permit applications in the queue. Unfinished permit applications were started by a company user and have not been completed. Click Select then Resume Permit to complete this permit application. Show to display Pending permit applications in the queue. These permit application were started by a KS Agency user for a company and are not yet complete. Show to display Issued permits. These are permits that have been approved and purchased and are currently active. Show to display Expired permits. These are permits that have been approved and purchased but are no longer active. Show to display On Hold permits. These are permit applications that have been submitted to K-TRIPS but are on hold waiting for KDOR or KDOT approval. 1. Click the dropdown arrow in the Show dropdown box. 2. Select the filter for displaying the permits. For this example we selected Expired. Only the Expired permits will display in the list of permits. 71 K -TRIPS Company User Guide

80 Chapter 2 The Company Dashboard To search for a permit in the Permits Panel: 1. Click the expand arrow for Search Permits. The Search By: fields are displayed. 2. Select one Search By: criteria from Permit Number, Vehicle, Permit Type, Issue Date, Start Date, VIN, License Plate, Company Reference or Terminal and then enter the corresponding search information. For this example we will search by Permit Number Click Go. The permit is listed in the results. Only permits belonging to your company can be searched. 4. Click the collapse arrow to close Search Permits. 5. Click Refresh to return to full results in the Permits Panel. To sort permits in the Permits Panel: 72 K -TRIPS Company User Guide

81 Chapter 2 The Company Dashboard Permits listed in the Permits Panel can be sorted by the four column headers: Permit No/ID, Type, Submitted and Status. 1. Click the column header for the sort. To sort permits by permit type, click Type. The permits are sorted by Type. Click other headers to sort by that header. To determine the number of permits displayed in the Permits Panel: The dropdown to determine the number of permits displayed in the Permits Panel is located at the bottom of the panel. 1. Click the Show dropdown in the bottom of the Permits Panel to determine the number of permits displayed in the Permits Panel. The selected number will determine the number of permits displayed in the Permits Panel. PERMIT ACTIONS 73 K -TRIPS Company User Guide

82 Chapter 2 The Company Dashboard From the Permits Panel, you can perform several actions including Viewing the permit details or permit PDF, Editing a Permit, Copying the permit application, Resuming an unfinished application or Canceling an unfinished application. You additionally can see the Queue Position of your pending application. 74 K -TRIPS Company User Guide

83 Chapter 2 The Company Dashboard TABLE 4: PERMIT ACTIONS Element Content View Permit Edit Permit Copy Permit Queue Position Resume Permit Cancel Permit View Permit PDF In the Action Column click Select. Click View Permit. The Permit Details screen is displayed. See page 76 for more information. This action is only available for issued permits. In the Action Column click Select. Click Edit Permit. This will open the permit application for you to make changes. This action is available when a KS Agency user has returned the permit application requiring changes. This action is only available for pending permits. In the Action Column click Select. Click Copy Permit. A new permit application will open containing the information from this permit. Review and complete this new permit application. All fields can be changed on this copied permit. This action is only available for issued permits. In the Action Column click Select. Click Queue Position. This will let you know where in the queue this permit application resides. This action is only available for pending permits. In the Action Column click Select. Click Resume Permit. This action will open an existing incomplete permit application for you to review and complete. This action is only available for permits that have not been issued and have not been submitted to the permit office. In the Action Column click Select. Click Cancel Permit. This action deletes the permit application. This action is only available for permits that have not been issued and have not been submitted to the permit office. Click the blue Permit Number to view a copy of the actual permit. This action is only available for issued permits that have not expired. 75 K -TRIPS Company User Guide

84 Chapter 2 The Company Dashboard PERMIT DETAILS In the Action Column click Select. Click View Permit. The Permit Details screen is displayed. From this screen you can view the history for this particular permit or permit application including the actual permit PDF. FIGURE 10: PERMIT DETAILS 76 K -TRIPS Company User Guide

85 Chapter 2 The Company Dashboard TABLE 5: PERMIT DETAILS Element Content Details Functions Vehicle and Load Changes Docs/PDFs Fee Items Special Items Registrations Payments Notes Route Conditions Chats Permit number, Company name, Permit type, Commodity Type, Permit status, How the permit was delivered and Permit dates Resend permit. To resend the permit enter the fax number or address and click the Fax/ icon. Vehicle and load description from the permit application Audit trail of changes throughout the life of the permit including amends View or add documents for the permit. View the permit PDF. Fees associated with the permit Special items for the permit Vehicle registrations with the permit Payment amount and method of payment for the permit View and add notes for the permit. View, zoom, and print the map or route for the permit. Conditions for the permit Chat sessions associated to the permit 77 K -TRIPS Company User Guide

86 Chapter 2 The Company Dashboard ORDERING A PERMIT The K-TRIPS Customer Interface allows customers to create permit applications for OS/OW and temporary registration travel within the State of Kansas. If the parameters of the load are within limits set by Kansas, the permit can be self issued by the customer. Permit applications exceeding these limits or applications that need assistance from a KS Agency user will be submitted to K-TRIPS for issuing. This section will deal mainly with applications that are self issue. If a permit application exceeds the parameters envelope for self issue, or if the customer would like assistance from a KS Agency user, the application will be submitted to K-TRIPS for review. The progress or status of this permit application can be tracked on the Company Dashboard in the Permits Panel. START A PERMIT ORDER APPLICATION 1. Click the New Permit link at the top left of the Permits Panel. 2. If you know what type of permit you need choose I know which permit I need. Otherwise select I need help choosing the permit. Choosing I need help choosing a permit will open the Permit Wizard which will ask you several questions designed to help you determine what permit best fits your needs for this load. If you are ordering a permit for your company, the information entered and saved from the Company Information screen will be filled in for you on the Order Permit page. If you are a permit service and the permit is being ordered for another company, enter the Customer Name or DOT# for the company you are ordering the permit for. 3. Choose a primary and additional delivery method from the drop down menus. If the delivery method information does not populate, enter the necessary information. If the information does populate from your saved customer information but you want to change it for this permit, enter the updated information. 4. You may enter a Customer Reference for this permit. This is an optional field on the permit application that enables you to associate a permit to a particular job, job number, or some other internal tracking. This option is not required and has been provided as a service to K-TRIPS customers. If information is entered for the Customer Reference, you will be able to search on that information and generate a report for all permits associated to that reference. This reference will also print on the permit. 78 K -TRIPS Company User Guide

87 Chapter 2 The Company Dashboard FIGURE 11: CUSTOMER ORDER PERMITS SCREEN Note: The saved contact information will pre-populate from the Company Information. Complete the fields not pre-populated. The Additional Delivery Method and Customer Reference are optional fields. Customer Reference An optional field on the permit application that enables the customer to associate a permit to a particular job, job number, or some other internal tracking reference. This field is searchable, reportable, and will print on the permit. 5. Select the type of permit that you need by choosing it from the Permit Type dropdown list. After choosing a permit type, the Next button appears beneath the selected Permit Type. 79 K -TRIPS Company User Guide

88 Chapter 2 The Company Dashboard 6. Enter the start date for the permit by clicking in the From box and choosing a date from the calendar. The start date cannot be earlier than today and is limited by the permit type as to how many days in advance it can be ordered. For some permit types such as temporary registration permits, you will also be asked to pick a start time of day. The End Date will be automatically populated for you based on the particular permit type that you requested. You can manually change the End Date to an earlier date if needed. For example, if there is a restriction going in place on the 4 th day of the permit that would affect the route, and the customer will complete travel before that day, you could end the permit in three days rather than the allowed amount of time to route without considering the new restriction going in place. 7. Click the Next button to proceed with the permit or Cancel to cancel without saving this permit application. 8. Enter information about your load in the Vehicle and Load Information screen. If you have already saved a Vehicle in the Company Information screen, you can choose that vehicle from the dropdown list. It will pre-populate the known information about the vehicle into the form. 80 K -TRIPS Company User Guide

89 Chapter 2 The Company Dashboard FIGURE 12: VEHICLE AND LOAD INFORMATION SCREEN Note: For optimal routing, enter exact load dimensions. TABLE 6: SET VEHICLE AND LOAD INFORMATION Element Function Required? Vehicle Information for the vehicle that will be on the permit 81 K -TRIPS Company User Guide

90 Chapter 2 The Company Dashboard TABLE 6: SET VEHICLE AND LOAD INFORMATION Element Function Required? Add Power Unit Button Delete Vehicle Button Vehicle Inventory Unit/Rig Number Year Make VIN License State KS GVW Type Create another permit for another vehicle on this application. All vehicle and load parameters and the permit dates must be the same for each vehicle to use this option. Delete a permit request for additional vehicle on this application. This only displays if a user has clicked Add Power Unit. List of saved vehicles in the customer s K-TRIPS account Unit number of the vehicle on the permit Model year of the vehicle on the permit Manufacturer of the vehicle on the permit. Enter the full name of the manufacturer such as Volvo, Mack, Freightliner, etc. Vehicle Identification Number of the vehicle on the permit. Enter the full VIN of the vehicle with no spaces or special characters. The plate number of the vehicle with no spaces or special characters State that issued the license for the vehicle on the permit If your vehicle has a Kansas license plate or is an IRP plate with KS on the cab card, select the registered gross vehicle weight from the registration or cab card. If your license plate is not a KS plate or is not an IRP plate with KS, select NO KS GVW. Vehicle type of the vehicle on the permit No No No No Yes Yes Yes Yes Yes Yes Yes Commodity Type An appropriate commodity type for the items being hauled must be selected from this dropdown box Yes Load Description A brief description of the load being hauled Yes 82 K -TRIPS Company User Guide

91 Chapter 2 The Company Dashboard TABLE 6: SET VEHICLE AND LOAD INFORMATION Element Function Required? I attest that the load is nondivisible I attest that hauling multiple items does not create an additional overdimension By checking this option you confirm that the load being hauled cannot be broken down further or disassembled as per Kansas rules. If the load IS divisible then the legally stacked option must be confirmed. This checkbox confirms to Kansas that the load is legally stacked per Kansas permitting rules. Yes/or below option Yes/or above option Load Measurements All measurements are performed according to Kansas permitting regulations. The fields in this section are related to describing the dimensions of the load. Load Parameter Dimension values of the load Loaded Length Loaded Width Loaded Height Loaded Front o/hang Loaded Rear o/hang Loaded Weight Length of the vehicle and load Greatest width of the vehicle and load Greatest height of the vehicle and load Length of the load extending beyond the foremost point of the vehicle Length of the load extending beyond the rearmost point of the vehicle Gross weight of the vehicle and load. Set automatically by the Enter Weights button (see below). Feet Inches Number of complete feet and inches of each load parameter. Note 1: The Inches value should be rounded up. For example, if the Load Width is 13 feet, 7.5 inches, then enter the Feet value of 13, and the Inches value of 8 Note 2: This value is not applicable to the Loaded Weight parameter. Yes 83 K -TRIPS Company User Guide

92 Chapter 2 The Company Dashboard TABLE 6: SET VEHICLE AND LOAD INFORMATION Element Function Required? Enter Weights Add New Load Back Enter the axle weights for the vehicle and load. This feature IS required if the weight exceeds legal. See Figure 13: Axle Weight Screen on page 85. Add a second vehicle/load parameter box that can be filled out separately to order two or more permits of the same type at the same time. This would be used for a Rig Move. In a Rig Move, the system will use the largest aggregate dimensions of all the loads and route all associated permits on the same route. Return to the previous screen. No/unless exceeds legal No Save and Exit Next Save the permit and load information and exit. This application can be resumed at a later time. Continue to the next screen. Delete Permit Delete a permit application. 84 K -TRIPS Company User Guide

93 Chapter 2 The Company Dashboard 9. Click the Enter Weights button to enter the appropriate axle weights and spacings if the loaded weight exceeds legal. FIGURE 13: AXLE WEIGHT SCREEN 85 K -TRIPS Company User Guide

94 Chapter 2 The Company Dashboard TABLE 7: SET AXLE WEIGHTS Element Number of Axles Axle Type Total Spacing Total Weight Axle Spacing Function Total number of axles for the load and power unit Check to display Steer Column Total axle spacing for the vehicle and the load. This is an informative feature that is autoupdated as you enter axles. Total weight for the vehicle and the load. This is an informative feature that is auto-updated as you enter weights. The order of the axles from the front of the rear of the vehicle or combination The space between the current axle and the axle in front of it in feet and inches measured according to Kansas permitting regulations. Spacing must be entered in feet and inches. Weight The load borne by the current axle Note: The weight measurements are performed according to Kansas regulations. Group Width Steer Display Configuration The axle group the axle belongs to starting with 1 for the first group. The groups must be according to Kansas regulations. The width in feet and inches of the axle from outside edge of the outside tires on either side of the axle Indicate if the axle is steerable, fixed, or is a drive axle. This column is only displayed when the Axle Type box is checked. Displays the axle configuration in a diagram with a side or top view: FIGURE 14: AXLE CONFIGURATION Validate Weights and Close Once weights are entered this validates that the axle weights and spacings are legal and closes the window. 86 K -TRIPS Company User Guide

95 Chapter 2 The Company Dashboard TABLE 7: SET AXLE WEIGHTS Element Cancel (Clears all axles) Function Clears all axle information for this permit application 10. Enter information about the axle dimensions and axle weights of the load. 11. Click Display Configuration to view a side or top view diagram of the axle configuration to confirm settings. Make changes if necessary on the Set Axle Weights screen. 12. Click Validate Weights and Close. 13. Click the Next button to continue, Save and Exit to save the application and return to the K-TRIPS Dashboard or Delete to delete the permit application. You can also click the Back button to go back a page. The Enter a Route screen is displayed. NOTE: For more detailed information on obtaining a route, see Chapter 3 on page 95. The process described here is meant as a high level explanation of the order permit process. 87 K -TRIPS Company User Guide

96 Chapter 2 The Company Dashboard From this screen you can: Generate a simple point to point route Generate a route through specified map points Generate a route over specified highways You can generate multiple routes each with a separate origin and destination when you: o Generate a split trip Choose your origins and destinations to be any combination of specific addresses, intersections, border crossing, latitude/longitude or location select on a map, road and mile markers, and landmarks. Note: Each of these multiple routes can be simple point-to-point or routed over specified roadways. For example, you can generate one leg of a split route as simple point-to-point, and select the origin by an intersection and the destination by its address. Another leg could stipulate that it will travel over specified roadways, and the origin could be a border crossing and the destination could be selected by clicking on the map. 14. When you have made all your routing selections, click Validate and Run. The trip results are displayed on the right hand side of the page. 88 K -TRIPS Company User Guide

97 Chapter 2 The Company Dashboard If the system requires additional information to generate the route or if it cannot generate a route based on the information provided, the Validate Locations area gives you the opportunity to provide more information or to expand the Enter Trip box to modify your route details. When the system has collected sufficient information to generate a route, the Trip Results page displays the route and additional information about the route. 15. If the trip looks satisfactory click the Next button on the top-right of the map. The Fee Summary screen will show how much the permit being ordered will cost. Note: From this screen you can review the payment and route information. For more detailed information on obtaining a route, see Chapter 3 on page Check the attest statement that you have read and understand the legal requirements for ordering a permit. 17. Click Back to go back a page or Save and Exit to exit the application to complete it at a later time. Click Delete Permit to delete this permit application. Click Submit to complete the application for self issue or to have it submitted to K-TRIPS if it is outside of self issue limits. 89 K -TRIPS Company User Guide

98 Chapter 2 The Company Dashboard 18. If the permit is approved, you will precede to the Permit Submission Successful screen. From this screen you can Return to the Dashboard, Order another permit, or Pay for the permit now. See Shopping Cart on page 56 for instructions on paying for the permit. If you do not pay for your permit at this time, it can be paid by the Active Date from the Shopping Cart. Once the payment is complete, the permit will be delivered to you via the delivery method selected when the permit was ordered. The permit can also be accessed from the Permits Panel on the Company Dashboard. NOTE: For more detailed information on obtaining a route, see Chapter 3 on page 95. If the permit was not approved when you clicked Submit due to routing issues or the permit being outside of self issue limits, you will receive a message stating that the permit has been enqueued for further processing. This permit will be listed in your Permits Panel. Once the permit has been approved by a KS Agency user, the status of your permit will be Pending Payment and the permit will be located in your Shopping Cart for payment. 90 K -TRIPS Company User Guide

99 Chapter 2 The Company Dashboard Self Issue Many permits issued through K-TRIPS can be self issued without any assistance from a KS Agency user. Superload and Large Structure permits must be reviewed by a KS Agency user before they can be approved. Superload permits without an existing bridge study cannot be ordered less than three days before the start date to allow for bridge analysis. If the company has adjusted the route from the default route in K-TRIPS and has increased the miles of the trip by more than 25%, the permit application must be reviewed by KS and will not be self issued. Lastly, permit applications outside of the self issue parameters set in K-TRIPS must be reviewed by KS. As of the launch of the system in December 2013, the self issue parameters are GVW of 120,000, Height of 15, Width of 16 6, and Length of 126. If your load exceeds any of these parameters, the permit application must be reviewed by a KS Agency user and will not be self issued. OTHER PERMIT ENTRY SCREENS K-TRIPS will display other application screens depending on the permit type. Certain permit types require special data items to be provided for the permit. These items are entered using the Special Items screen. Each Special Items screen will be different based on the information needed. Hover over the question marks for additional information for each field. SUBMIT A ROUTE FOR MANUAL REVIEW You can submit a route to the queue for manual review if you are not able to get the route needed for travel. If you are not able to get the necessary route due to restrictions, a KS Agency may be able to obtain temporary override permission if the load is needed in the restricted area. You must enter your origin and destination and click Validate and Run before you can submit the route for manual review. To submit a route for manual review: 1. Generate a route as part of a permit application as described beginning on page 96. The Trips Results screen displays the details of the generated route. 2. Check the box next to, I have a problem with the route and would like it reviewed field. In the text box below enter the reason you would like the route reviewed. Click Next. 91 K -TRIPS Company User Guide

100 Chapter 2 The Company Dashboard MESSAGES PANEL The Messages Panel will display messages regarding permit and routing information. Scheduled down times for K-TRIPS maintenance will also display in the Messages Panel. STATISTICS PANEL The Statistics Panel is a quick reference to monitor progress for the current day. This display allows the user to view the total number of permits they have issued today, shows how many of those permits were self-issued, and shows the company Escrow Balance. 92 K -TRIPS Company User Guide

101 Chapter 2 The Company Dashboard PERMIT SERVICE In K-TRIPS the Permit Service is the same as a Company User with a few distinct differences. The Permit Service will in most cases not have a USDOT number. Normally a company without a USDOT cannot self issue permits. The Permit Service is an exception to this. When a Permit Service sets up their account, they must contact the Kansas Department of Revenue to flag their account as a Permit Service so that they can self issue and so that they can order permits for other companies. The companies that the Permit Service orders permits for must have a USDOT number for their permits to be self issued. Permits ordered by a Permit Service for a company without a USDOT number will be submitted to K-TRIPS for review. All companies that receive a permit must have an account in K-TRIPS. The Permit Service can open an account for companies that do not already have one. NEW COMPANY 1. Click the New Company link in the Administrative Panel on the Company Dashboard. 2. Continue to set up the new company account as described on page If the customer will also use this account, enter the login and password. If the permit service will always order for the company, check the box to Create Account Without Login. The company will not have access to this account. 4. Complete the new account. You can now order permits for this company. 93 K -TRIPS Company User Guide

102 Chapter 2 The Company Dashboard PERMIT SERVICE PERMITS PANEL The Permit Service Permits Panel is separated by company. The functions are the same as described on page 75. PERMIT SERVICE ORDERS A PERMIT The Permit Service permit order process is the same as the Company permit order process as described on page 78 with one exception. The Permit Service must select a company for the permit. The company can be selected by its USDOT Number or Company Name. Permits ordered by a Permit Service cannot be accessed by the company in K-TRIPS. 94 K -TRIPS Company User Guide

103 CHAPTER 3 ENTERING ROUTE POINTS TYPES OF ROUTES The following types of routes can be generated: From one location to another location From one location to another location along specified Via highways From one location to another location through specified Via points selected on the map You can also use the above options to: Generate multiple route segments each with a separate origin and destination when you use the Split Trip feature FIGURE 15: ROUTING SCREEN 95 K -TRIPS Company User Guide

104 Chapter 3 Entering Route Points Note: Each of these multiple routes can be simple point-to-point or routed over specified roadways. For example, you can generate one leg of a split trip as simple point-to-point, and select the origin by an intersection and the destination by its address. Another leg could stipulate that it will travel over specified roadways, and the origin could be a border crossing and the destination could be selected by clicking on the map. Choose your origins and destinations to be any combination of specific addresses, intersections, border crossing, latitude/longitude/select on a map, road and mile marker, and landmark. When you have made all your routing selections, click Validate and Run. The route results are displayed on the right hand side of the page. If the system requires additional information to generate the route or if it cannot generate a route based on the information provided, the Validate Locations area gives you the opportunity to provide more information or to expand the Route Points panel to modify your route details. When the system has collected sufficient information to generate a route, the Route Results panel displays the route and additional information about the route. 96 K -TRIPS Company User Guide

105 Chapter 3 Entering Route Points ROUTE POINTS PANEL This panel is used to enter the following details about routes to be generated: The origin/destination of the route Path conditions of the route such as the Via points it should pass through or the roadways it should attempt to use You can generate multiple route segments each with a separate origin and destination when you use the Split Trip feature. Split Trip routes are not self issue. The fields and options vary based on your selections. FIGURE 16: ROUTE POINTS PANEL 97 K -TRIPS Company User Guide

106 Chapter 3 Entering Route Points TABLE 8: ROUTE POINTS PANEL ELEMENTS Element Function Route Area Origin/Destination dropdowns The beginning and ending locations of a route. The available fields for each vary based on the way you select the origin or destination. See Selecting an Origin and Destination on page 98 for more information. Via Points dropdown None option Via Points dropdown Highway option Via Points dropdown Find on Map option Select to generate a basic point to point route with no specified Via points or highways. See page 115 for more information. Select to display fields to specify road names to use in the route. See page 115 for more information. Select to display Select on Map to pick a location from the map. See page 116 for more information. Additional Routes Area Note: You can also use any of these methods for the routes of a Split Trip. Split Trip Select to display extra Route fields for two or more separate route legs under the same permit. This feature is used primarily when entering and exiting the state maintained road network. Additional Route Details Validate and Run Click to generate a route based on your selections. This action will collapse the Route Points panel. You can expand the panel to change the route choices. SELECTING AN ORIGIN AND DESTINATION When generating a route, you can enter the details of the origin or destination using a variety of methods. Different fields are available depending on the method you choose. The methods are: Specific address (see page 99) Intersection (see page 102) Border crossing (see page 107) Location select on a map Lat/Lon/Map (see page 108) Road and Mile Marker (see page 112) Landmarks (see page113) 98 K -TRIPS Company User Guide

107 Chapter 3 Entering Route Points BY SPECIFIC ADDRESS To enter a specific address of an origin or destination: 1. Generate a route as described on page On the Route Points panel, in an Origin or Destination field, select Address. The fields change to allow you to enter the details regarding the address. FIGURE 17: ENTER ROUTE POINTS: ORIGIN OR DESTINATION ADDRESS 3. Enter a street address in the Address field. 4. Select the city from the City dropdown 5. Optionally enter the Zip code of the address in the Zip field. 6. Enter the rest of your origin and destination and click Validate and Run. If you have entered an address that the system cannot find, the system displays the following message: 7. Re-enter the trip trying a different address. 8. Click Validate and Run. When the system no longer has any problems with the address information or any other location entered, the Route Results panel displays your route. Review your route and driving directions. 99 K -TRIPS Company User Guide

108 Chapter 3 Entering Route Points Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 9. Click Next to continue the permit application process. Helpful Hints: If the system cannot locate the entered address: Verify the address. If you feel the address is correct, verify the spelling. Some addresses, especially industrial location addresses may not be in the system. If the address includes prefix direction such as N, NE, etc., try the address without the prefix. If the address includes indicators such as road, street, drive, etc., try the address without those indicators. If the address entered is not on a state maintained road, the system will suggest you enter another address or select an on-system road near the address by using the Find on Map feature as described on page K -TRIPS Company User Guide

109 Chapter 3 Entering Route Points TABLE 9: VALIDATION RESULTS SCREEN OPTIONS Element Function Location Type Submitted routing point Routing point type selected from the Route Points panel Address Intersection Border Crossing Route point is a street address, city, and/or Zip code. Route point is the intersection of two roadways. The user has the option of specifying a city. Route point is a border crossing. Lat/Lon / Map Road and Mile Marker Landmark Route point is a location on the map manually selected by the user. Route point is a location listing the roadway, mile marker, and direction of travel. Route point is a saved location in K-TRIPS that is identified as a common origin or destination for oversize travel. Alternatives Potential routing points based on the information entered in the Route Points panel Route points that the system has successfully resolved are labeled with a chevron. Route points that have multiple potential resolutions are labeled with a question mark. Route points that cannot be resolved by the system are labeled with an exclamation mark. Edit Route Expand Chevron Validating Button Click to return to the Route Points panel to re-enter your route point information. Displayed while the system calculates a route and as long as any route point is labeled with: 101 K -TRIPS Company User Guide

110 Chapter 3 Entering Route Points BY INTERSECTION To select an origin or destination using an intersection: 1. Generate a route as described on page On the Route Points panel, in an Origin or Destination field, select Intersection. The fields change to allow you to enter the details regarding the intersection. FIGURE 18: ENTER ROUTE POINTS: ORIGIN OR DESTINATION INTERSECTION 3. Click the Find Intersection link beneath Origin or Destination. 102 K -TRIPS Company User Guide

111 Chapter 3 Entering Route Points A map window will open to the right. 4. Enter the two street locations in the Street 1 and Street 2 boxes. You can also enter a city, but it is not required. If you are not certain of the city boundaries, you may get better results without the city name. For suggested street name entry see Table 12: Official KDOT Highway Names on page Click Go. If you click Done instead of Go it will take you back to the Route Points panel to make a different routing selection. 103 K -TRIPS Company User Guide

112 Chapter 3 Entering Route Points All of the possible intersection matches will be found on the map, each marked with a numbered pushpin. FIGURE 19: INTERSECTION LOCATION FOUND 6. If you would like to see a location on Google Maps before selecting it as an Origin or Destination, click the radio button for Open click point in Google Maps and then click a location on the map. Google Maps will open to display the location you selected. Close Google Maps to continue. 7. Zoom in and click the pushpin that marks the location that you wish to use. That location will be added to the Origin or Destination box to the left. 104 K -TRIPS Company User Guide

113 Chapter 3 Entering Route Points TABLE 10: MAP ZOOM TOOL Element Zoom Level Frame Intersection Description Click the Zoom Level buttons (1-16) to zoom to the center of the map Click to zoom to the lowest level and map location so that map displays all the potential intersections See page 111 for additional map zoom operations. If an intersection has multiple possible matches at the same location the pushpin will be split. This denotes a possible upper and lower location found. These split locations are typically found at overpasses, etc. When you click on one of these split locations a pop up box will appear listing the upper and lower locations for that intersection. Choose the proper location to continue. 8. Enter the rest of your origin and destination and click Validate and Run. The Route Results panel displays your route. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 9. Click Next to continue the permit application process. Helpful Hints: 105 K -TRIPS Company User Guide

114 Chapter 3 Entering Route Points If the system cannot locate the entered intersection: Enter your Street 1 or 2 names using the format for Highway Names as described in Table 12 on page 115. Remove the city name to see all possible matches. When there are multiple possible matches, select the intersection that best represents your origin or destination. If the Street 1 or 2 names include prefix direction such as N, NE, etc., try it without the prefix. If the Street 1 or 2 names include indicators such as road, street, drive, etc., try without those indicators. If the Street 1 or 2 names are not on a state maintained road, enter another location or use the Find on Map feature as described on page K -TRIPS Company User Guide

115 Chapter 3 Entering Route Points BY BORDER CROSSING To select an origin or destination at a border crossing: 1. Generate a route as described on page On the Route Points panel, in an Origin or Destination field, select Border Crossing. The fields change to allow you to select a border crossing into the State. FIGURE 20: ENTER ROUTE POINTS: ORIGIN OR DESTINATION BORDER CROSSING 3. From the dropdown box beneath the Origin or Destination box, select the proper border crossing. The border crossing list displays the Kansas highway name, the name of the city within Kansas closest to the border crossing, and the state that the border crossing is with. 4. Enter the rest of your origin and destination, and click Validate and Run. The Route Results panel displays your route. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 5. Click Next to continue the permit application process. 107 K -TRIPS Company User Guide

116 Chapter 3 Entering Route Points BY SELECTING A LOCATION ON A MAP To select an origin or destination of a route by clicking on a location on the map: 1. Generate a route as described on page On the Route Points panel, in an Origin or Destination field, select Lat/Lon /Map. FIGURE 21: ENTER ROUTE POINTS: ORIGIN OR DESTINATION LAT/LON/MAP 3. If you know the actual latitude and longitude of the location to be used, enter that information into the Lat and Lon boxes. If you do not know the latitude and longitude locations, click the Find link to the right of the Lat and Lon boxes. The Find Lat Lon on Map screen is displayed to the right. 108 K -TRIPS Company User Guide

117 Chapter 3 Entering Route Points 4. Use the Find Lat Lon on Map screen to select a routing origin or destination by clicking on the map. See page 111 for more information on using and navigating this screen. FIGURE 22: FIND LAT LON ON MAP SCREEN TABLE 11: SELECT LOCATION SCREEN ELEMENTS Element Function Map Area Displays roads in the State Zoom toolbar Use to zoom in an out of the map area. See Table 10 on page 105. Drag Map option Select Focus City Tool Go Button Open click point in Google Maps Select to drag the map to the area you would like to view. Select to set an origin or destination location to route. Select the name of a city or town and click Go to center the map on that city and zoom to a level where the city fills the screen. Click to go to the city or town you want to zoom in to after selecting the city name in the Focus City field. Select this radio button then click a point on the map to open the location in Google Maps. Close to continue with the Find on Map selections. 109 K -TRIPS Company User Guide

118 Chapter 3 Entering Route Points TABLE 11: SELECT LOCATION SCREEN ELEMENTS Element Done Button Click to return to the Route Points panel. Function 5. Use the Zoom tool (see Table 10: Map Zoom Tool on page 105) and the Focus City tool to locate the origin or destination location. 6. Choose the Select option. 7. Click a location on the map. The Select Location screen is closed and the new location is entered in the Lat and Lon fields on the Route Points panel. 8. Enter the rest of your origin and destination, and click Validate and Run. The Route Results are displayed to the right. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 9. Click Next to continue the permit application process. Helpful Hints: When selecting a location on the map, you must select a location that is on a state maintained road. To do this make sure you are zoomed in sufficiently to click on the correct road and that the road is highlighted green. If you click too close to an intersection, the system will assume the intersection as your location selection. 110 K -TRIPS Company User Guide

119 Chapter 3 Entering Route Points SET LOCATION OPTIONS To select an origin or destination location to be routed after choosing the Lat/Lon/Map option and clicking Find: 1. Use the Zoom tool (see Table 10: Map Zoom Tool on page 105) and the Focus City tool to locate origin or destination location. 2. Select the Select radio button. 3. Click a state maintained location (green highlight) on the map. The Find Lat Lon on Map screen is closed and the new location is entered in the Lat/Lon fields on the Route Points panel. To use the Focus City tool: 1. Select the name of a city or town within the State. 2. Click Go. The map centers to the city or town that you entered and zooms to a set level. To drag the map to a select location: 1. Select the Drag Map radio button. 2. Place the cursor in the map area, left-click with your mouse, and hold the button down. 3. Move the cursor around. The map area moves with the cursor. MAP ZOOM OPERATIONS There are several methods to zoom in and out of the map area. To zoom into a location on the map: 1. Double click a map location to center it on the map. 2. Use the Zoom tool (see Table 10: Map Zoom Tool on page 105) 3. Place your cursor on a map location and dial the scroll button on your mouse. The map view zooms into the location where your cursor is located. 111 K -TRIPS Company User Guide

120 Chapter 3 Entering Route Points BY ROAD AND MILE MARKER To enter a road, mile marker and direction of travel as the origin or destination: 1. Generate a route as described on page On the Route Points panel, in an Origin or Destination field, select Road and Mile Marker. FIGURE 23: ENTER ROUTE POINTS: ORIGIN OR DESTINATION ROAD AND MILE MARKER 3. From the dropdown boxes select your road and direction of travel. Enter the mile marker number. 4. Enter the rest of your origin and destination, and click Validate and Run. The Route Results panel displays your route. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 5. Click Next to continue the permit application process. Helpful Hints: If your selection is on a divided highway, the direction of travel (N,S,E,W) must be correct to obtain expected results. 112 K -TRIPS Company User Guide

121 Chapter 3 Entering Route Points BY LANDMARK A landmark is a saved location in K-TRIPS that is identified as a common origin or destination for oversize travel. To select a Landmark location as the origin or destination: 1. Generate a route as described on page On the Route Points panel, in an Origin or Destination field, select Landmark. FIGURE 24: ENTER ROUTE POINTS: ORIGIN OR DESTINATION LANDMARK 3. Select the location using the dropdown selection. 4. Enter the rest of your origin and destination, and click Validate and Run. The Route Results panel displays your route. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 5. Click Next to continue the permit application process. Helpful Hints: If the location entered is not on a state maintained road, the system will suggest you enter another location or use the Find on Map feature as described on page K -TRIPS Company User Guide

122 Chapter 3 Entering Route Points ROUTING METHODS You can generate a basic point to point route, or you can stipulate that a route be generated: Through specified Via points (see page 116) Along specified roadways (see page 115) POINT-TO-POINT To generate a point-to-point route without designated Via points or roadways: 1. Begin generating a route as described on page 96. The Route Points panel is displayed. 2. Select the None option in the Via Points section. This is the default selection. FIGURE 25: ENTER ROUTE POINTS: VIA POINTS NONE 3. Choose your origins and destinations to be any combination of the following: Specific address Intersection Border crossing Lat/Lon / Map Road and Mile Marker Landmark 4. Click Validate and Run. The Route Results panel is displayed to the right. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 5. Click Next to continue the permit application process. 114 K -TRIPS Company User Guide

123 Chapter 3 Entering Route Points HIGHWAY NAMES This routing method lets you: Stipulate a path between an origin and destination Identify one or more highways to use as a Via point within the generated route. To use this feature, list the roadways that you want your route to take. FIGURE 26: ENTER ROUTE POINTS: VIA POINTS HIGHWAY To generate a route Via specified roadways: 1. Select an origin and destination as described on page In the Via Points section, select the option Highway. The Highway Names fields are displayed. 3. In the Highway Names field enter the names of roadways that the system should use to generate the route in the order of travel separated by commas. 4. Click Validate and Run. The Route Results panel is displayed showing your route from origin to destination Via the highway(s) you entered. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 5. Click Next to continue the permit application process. UNDERSTANDING HIGHWAY NAMES The entered Via highways are recommendations, not requirements. If the route requested is blocked by restrictions or is perceived to be otherwise not routable or excessive in distance compared to the origin and destination only route, the system will ignore the request and route an approved route. For best results, use the official KDOT highway names: TABLE 12: OFFICIAL KDOT HIGHWAY NAMES Road Type Naming Convention Examples Interstate highways I-XX Where XX is the route number I-35 US highways US-XX Where XX is the route number US-77 State highways KS-XX Where XX is the route number KS K -TRIPS Company User Guide

124 Chapter 3 Entering Route Points FIND ON MAP To generate a route through designated map points: 1. Select an origin and destination as described on page In the Via Points section, select the option Find on Map. FIGURE 27: ENTER ROUTE POINTS: VIA POINTS FIND ON MAP 116 K -TRIPS Company User Guide

125 Chapter 3 Entering Route Points 3. Click the Select on Map link, and the Select Lat/Lon Vias on Map window is opened. 4. Zoom in and move around the map as described on page 111. You must be zoomed in to a level 14 to click a location on the map as a Via point. 5. To select a Via point select the Select radio button and left click on the map in the location you wish to add. The Via point selected will be added to the list beneath the map and a numbered marker will be added to the map. The same Via point location will be placed in the Via Points section of the Enter Trip box. 117 K -TRIPS Company User Guide

126 Chapter 3 Entering Route Points 6. Add additional Via points to the list by repeating the above two steps. Via points do not have to be entered in consecutively traveled order. When selecting each Via point, decide if you want to add this point to the end of the list or before a specific Via point. Via points can be individually removed from the list by clicking the Remove link on that line. The entire list can be removed by clicking the Clear Lat Lon Vias link in the Via Points box on the left. Once finished click the Done button. The Vias will be entered into the trip between the origin and the destination. 7. Click Validate and Run. The Route Results panel is displayed showing your route from origin to destination with the Find on Map Via(s) you entered. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 8. Click Next to continue the permit application process. 118 K -TRIPS Company User Guide

127 Chapter 3 Entering Route Points GENERATE SPLIT TRIP Split trips are two or more separate routes for the same vehicle/load under the same permit. Split trips are not self issue and will be submitted to K-TRIPS for approval. Split trip permits are used when: A vehicle/load will leave the State and re-enter on same or different highway The vehicle/load must travel on off-system roadways in the middle of a route The vehicle/load is the same for all segments of a split trip To generate a split trip: 1. Generate a route as described on page On the Route Points panel, click the Split Trip link beneath the Enter Trip box. An additional Enter Trip box for the Split Trip will be provided. FIGURE 28: ENTER ROUTE POINTS: SPLIT TRIP, POINT-TO-POINT 119 K -TRIPS Company User Guide

128 Chapter 3 Entering Route Points You can route split trips through specified locations as described on page 116. You can route split trips over specified roadways as described on page Choose your origins and destinations to be any combination of the following: Specific address Intersection Border crossing Lat/Lon / Map Road and Mile Marker Landmark 4. Enter any additional Via points. 5. Click Validate and Run. The Trip Results are displayed to the right. Review your route and driving directions. Expand the Route Points panel if you want to make any changes. Changes will require you to click Validate and Run to update your route. 6. Click Next to continue the permit application process. Note: Split routes cannot be self issued. 120 K -TRIPS Company User Guide

129 ROUTE RESULTS PANEL CHAPTER 4 WORKING WITH YOUR TRIP RESULTS Once you have clicked Validate and Run, the Route Results panel will display as shown below. The Route Results Panel Elements table defines the information found on the Route Results panel. 121 K -TRIPS Company User Guide

130 Chapter 4 Working With Your Trip Results TABLE 13: ROUTE RESULTS PANEL ELEMENTS Element Back Button Save and Exit Button Save Button Next Button Expand Chevron Route Review Checkbox Save this trip link Drag Map Get Restriction Information for Road Drag Route Restrictions in Box Open click point in Google Maps Load Dimensions Used During Routing Route Description Driving Directions Function Click to go back one page in the permit application process. Click to save your progress and exit the permit application. Click to save your progress. Click to proceed to the next page in the permit application process once routing is complete. Click to expand the Routing Points panel to view/edit your route. Check this box to have your route reviewed. A text box will display to add notes describing what you would like for the route to do. Click this link to name this trip and have it recalled for future permit applications. Default radio button. This will allow you to click on the map and drag it to view different areas of the map. Select this radio button to view restriction information for a red highlighted road segment on the map. After you click this option, click on the road segment in question. You must be at a zoom level 14. Select this radio button to perform the Drag Route feature as described on page 128. Select this radio button and then click and drag to form a box on the map. The restrictions found within the box will be listed. If there are a large amount of restrictions displayed on the map, reduce the size of the box for best results. Select this radio button then click a point on the map to open the location in Google Maps. Close to continue with your permit application. Expand this section to review the load dimensions used in the permit application. Expand this section to view the abbreviated route without the turn by turn, distance, and time calculations. This section displays the detailed turn by turn driving directions along with the calculated distance and time for travel. SAVE THIS TRIP From the Route Results panel, you can save a trip to recall for use at a later time. Click Save this trip 122 K -TRIPS Company User Guide

131 Chapter 4 Working With Your Trip Results to open the Save Trip box. Enter a name for this trip and click Save Trip. Click Cancel to exit without saving. If saved, the origin, destination and other routing points are saved to recall for a later permit. LOAD SAVED TRIP If you would like to use the origin, destination and other routing points from a previously saved trip, select a trip from the Load Saved Trip: dropdown and click Load Trip. The routing information will be populated. This information can be edited or kept the same. To obtain a route using this routing information, click Validate and Run. The system will always validate the route and provide a route based on current restrictions. RESTRICTIONS THAT AFFECT YOUR ROUTE After generating a route, restrictions that apply to your vehicle dimensions will be displayed on the map as red highlights. Viewing the details for these restrictions can assist you in identifying where you can or cannot travel with your specific load size. To view the restriction information for a particular road: 1. Generate a route as describe earlier using any of the origin and destination options. 2. Zoom into the area where the particular restriction you want information about is located on the map. 123 K -TRIPS Company User Guide

132 Chapter 4 Working With Your Trip Results FIGURE 29: RESTRICTION ON YOUR ROUTE 3. Choose the Get Restriction Information for Road radio button above the map. 4. Left click on the red highlighted road. The Restrictions Information screen will display. This window will list any restrictions associated to the particular road segment that you selected. Each Restriction will include the official KS text for that restriction, and the dimension, or dimensions that are associated with it. At least one of the restrictions for that section of road will apply to the vehicle you are routing since it was highlighted red. FIGURE 30: RESTRICTIONS INFORMATION SCREEN 5. After viewing the restrictions click the Close button to close the Restriction Viewer and return to your trip. 124 K -TRIPS Company User Guide

133 Chapter 4 Working With Your Trip Results TABLE 14: RESTRICTIONS INFORMATION SCREEN ELEMENTS Element Road Name Road ID Close Button Restriction description Function The K-TRIPS routing system name of the current road segment The K-TRIPS road segment ID Click to close the Restrictions Information screen. The details of each restriction assigned to the current road segment Restriction Condition Height Axle Weight Group Axle Weight GVW- Any Vehicle GVW - Single GVW - Combination GVW - LCV Length Width No Permits Roadway restriction prohibits loads that are greater than the stated height. Roadway restriction prohibits vehicle with any single axle greater than the stated weight. Roadway restriction prohibits vehicle with any single axle group greater than the stated weight. The Tandem is for any 2 axle group, the Tridem is for any 3 axle group, the Quad is for any 4 axle group. Roadway restriction prohibits loads that are greater than the stated weight for any vehicle. Roadway restriction prohibits loads that are greater than the stated weight for any single vehicle. A single vehicle is any vehicle that cannot be separated. Roadway restriction prohibits loads that are greater than the stated weight for any combination vehicle. A combination vehicle is any vehicle that can be separated into a power unit and a trailer. Roadway restriction prohibits loads that are greater than the stated weight for any vehicle that meets the definition of a Kansas Long Combination Vehicle. Roadway restriction prohibits loads that are greater than the stated length. Roadway restriction prohibits loads that are greater than the stated width. Roadway restriction prohibits any oversize/overweight traffic. 125 K -TRIPS Company User Guide

134 Chapter 4 Working With Your Trip Results TABLE 14: RESTRICTIONS INFORMATION SCREEN ELEMENTS Element Function Non Routing Permit Type Restricted Roadway restriction does not affect routing but instead allows for the inclusion of restriction wording on the permit. Roadway restriction that affects the selected permit type. Currently there is a restriction disallowing travel on the interstates for any Oil Service Rig Single Trip permit. To view the restriction information for an area on the map: RESTRICTIONS IN BOX From the Route Results page, you can view restrictions by clicking on the restricted road segment as described above, or you can draw a box on the map to display all restrictions within the shape. 1. Select the radio button for Restrictions in Box. 2. Click on the map, and drag to draw a square. The Restriction Viewer is displayed with all restrictions within the square displayed. 126 K -TRIPS Company User Guide

135 Chapter 4 Working With Your Trip Results 3. Click Close to return to the map. Note: If there are a large amount of restrictions displayed on the map, reduce the size of the box for best results. 127 K -TRIPS Company User Guide

136 Chapter 4 Working With Your Trip Results DRAG ROUTE K-TRIPS allows for a route to be altered with the Drag Route functionality. To use Drag Route: 1. Generate and calculate your trip as described beginning on page On the Route Results panel zoom into the area of the trip that you wish to alter. Ensure that you can still see the blue route line and the area you wish to alter the route to on the map. 3. Select Drag Route from the radio buttons above the map. 4. Hover the mouse over the blue route line on the road at which you want to start to alter the route. A small green dot should appear when you hover over the blue route line. 5. Click and hold the left mouse button on the blue route line. 6. Drag the mouse to the point that you wish for the route to take. The system will generate the alternate route line in orange. Do not let go of the mouse button. Avoid choosing a location that is contained within a restriction. If such a location is hovered over, the orange route line will disappear. Likewise, the orange route line will disappear if you move to a location that cannot be routed to due to a lack of roads. 128 K -TRIPS Company User Guide

137 Chapter 4 Working With Your Trip Results The orange line is displayed showing you the new proposed route line. Moving the mouse while still holding down the left mouse button will preview other possible options for the route to take. FIGURE 31: DRAG ROUTE 7. When the orange route line is displaying the desired route to be calculated, let go of the left mouse button. The trip will automatically be calculated. The new trip will appear with the altered route on the Route Results panel. 8. To return to the original route, expand the Route Points panel, delete the via point the system added for the drag route by clicking Remove and then click Validate and Run. 129 K -TRIPS Company User Guide

138 Chapter 4 Working With Your Trip Results If the user does not allow the system ample time to find the route or does not click precisely on the blue trip line, K-TRIPS will display the following message. Click OK and select the Drag Route radio button to begin drag route again. 130 K -TRIPS Company User Guide

139 APPENDIX A INSTALLATION OF KS COMPANY USER INTERFACE This application can be accessed from a link on the Kansas Department of Revenue Motor Carrier Information homepage at or accessed directly at NOTE: This application will require pop ups. On your browser select Tools and allow or do not block pop ups. 131 K -TRIPS Company User Guide

140 GLOSSARY Terms Bid Route Condition Customer Reference Off-system On-system Radio Button Restriction Terminal Definitions A feature that enables the user to create a route based on the vehicle and load parameters without submitting a permit application to K-TRIPS. This feature is provided as a service for quoting loads. A single detail of a restriction such as Length (that is, the maximum allowable vehicle length on the restricted roadways) or No Permit (no oversize/overweight vehicles can use the roadway). An optional field on the permit application that enables the customer to associate a permit to a particular job, job number, or some other internal tracking reference. This field is searchable, reportable, and will print on the permit. Roads not maintained by KDOT which need approval from another authority (for example: district, county, or city) in order to route oversize/overweight vehicles Roads maintained by KDOT on which they have the authority to route oversize/overweight vehicles Radio buttons are used throughout K-TRIPS. A radio button or option button is a type of graphical user interface element that allows the user to choose only one of a predefined set of options. Only one radio button can be chosen for each selection. A Restriction is an object in the K-TRIPS system that affects OS/OW routing. This object can be a physical Restriction such as a bridge with limits on clearance or it can be a legal Restriction such as no travel during an area at set times. Some companies divide their operations into separate operating units. These operating units may be called Yards, Divisions, Terminals, or another preferred terminology. The K-TRIPS system allows customers to divide their fleet into separate operating units and uses the term terminal to define these. 132 K -TRIPS Company User Guide

141 TRAINING FOR KS COMPANY USERS This appendix of the user guide will discuss training for the Company user. It is not meant to cover all functions, but rather meant as a supplement to the user guide to assist in the understanding of the permitting processes in K-TRIPS. Additionally the examples and scenarios covered in training are accurate as of the writing of this document. Restrictions, permit definitions, queue definitions all change and will affect the expected results of some scenarios. 133 K -TRIPS Company User Guide

142 Training for KS Company Users CREATE A NEW COMPANY Customers can create their own account for K-TRIPS from the K-TRIPS Login page. While setting up this account a company can additionally add to their company assets of users, vehicles, etc. and can even set up Escrow. These additional assets can be added during account set up or can be done at a later time from the Company Dashboard. A customer must have an account to obtain a permit. Goals Creating a company account 1. Click the link for K-TRIPS located on the TruckingKS homepage or access directly at 2. Click the create a new account link at the top of the page. The Create New Company Account screen is displayed. 3. Select Yes or No to answer if you have a valid USDOT number. If you do not have a valid USDOT number, you will still be able to set up an account and order permits, but the permit office must approve all permit applications before the permits are issued. Note: A Permit Service must contact the Department of Revenue permit office to be established as a Permit Service in K-TRIPS to allow permits to be ordered and self issued by a 3 rd party. Do this once the new account information is complete. 134 K -TRIPS Company User Guide

143 Training for KS Company Users 4. If you selected Yes, you have a valid USDOT number, you will enter your USDOT Number and Tax Identification Number. Enter with all numbers. No spaces or special characters. Click Validate Numbers. The USDOT Number and TIN will be validated. If they are a match, K-TRIPS will return a company name and address for verification. If the numbers did not match, check your USDOT number and TIN for accuracy. 5. If the company name and address are correct, click OK. If the company name and information are not correct, check your USDOT number and TIN for accuracy. 135 K -TRIPS Company User Guide

144 Training for KS Company Users 6. Click Create Account. The Create New Company Account Company Information screen is displayed. Information associated to the USDOT number is populated. The areas in gray cannot be changed. These items must be updated for your USDOT number with FMCSA and then updated or synched in K-TRIPS. 7. Complete all remaining information. The Primary Delivery Method is how permits will be delivered when ordered. This will be your default delivery method. During the order process the delivery method can be changed for any permit. Web means that you will access your permits from the Company Dashboard when you log in to K-TRIPS. 8. Enter your password using the K-TRIPS password requirements. 136 K -TRIPS Company User Guide

145 Training for KS Company Users 9. Your prompt question and response will be needed for Forgot Password functionality. Once all information has been entered, click Submit. The new company account has been created. From here you can click the Home button to return to the login page and log in to K-TRIPS, or you can continue through the following screens to build your company data. Company data can be established now or at a later time. Below is a brief overview of how to add company data. After you click Submit, the Create New Company Account Terminals screen is displayed. Some companies divide their operations into separate operating units. These operating units may be called Yards, Divisions, Terminals, or another preferred terminology. The K-TRIPS system allows customers to divide their fleet into separate operating units and uses the term terminal to define these. 10. Click New to add a Terminal location. Click Next Page to enter other company data. 11. Complete all information for the terminal location. Click Insert to save. Continue adding new Terminal locations until complete. Click Next Page. 12. The Create New Company Account Users screen is displayed with the user who set up this company account displayed in the dropdown list. Click Edit to review and complete the user information. 137 K -TRIPS Company User Guide

146 Training for KS Company Users The User Information is displayed. The user who set up this company account is defaulted to a User Type of Supervisor. A Supervisor user for a company can see and edit all company information and company users information. A company user that has a User Type of User can only edit their user information. All company users can order permits. 13. Complete the User Information fields including the Prompt Question and Response if this has not been completed. Without this information the system cannot assist you if you forget your password. Once complete, click Update. 14. Click New to add a new user. Continue adding users until complete. Click Next Page. The Create New Company Account Vehicles screen is displayed. 138 K -TRIPS Company User Guide

147 Training for KS Company Users 15. You can add vehicles to your inventory to recall during the permit order process. Once you login, K- TRIPS also has a vehicle import feature to allow you to upload a spreadsheet of all your vehicle inventory so that you don t have to enter one at a time. If you would like to enter a vehicle, click New. The Vehicle Information screen is displayed. 16. Enter the vehicle information. Click Insert. Continue adding vehicles until complete or add multiple vehicles by uploading a spreadsheet after logging in to your account. 17. You can now set up an escrow account or go to the Login page. The money added to escrow can be used to order permits in K-TRIPS. For this scenario, we will set up escrow. Click Setup Escrow Account. The Attest to Create New Escrow Account statement is displayed. 139 K -TRIPS Company User Guide

148 Training for KS Company Users 18. Read the attest statement. You will be able to add funds to your escrow account after you log in to K- TRIPS. Check the box for I agree and click Create Escrow Account. A confirmation screen is displayed. Click OK. NOTE: If you have existing escrow with the permit office, allow 3 business days for your escrow to be moved to K-TRIPS. Your escrow balance will display on the Company Dashboard to let you know the existing escrow has been moved to K-TRIPS. 19. You will be routed to the K-TRIPS login page. Log in with the Username and Password you established during company setup. Check the box for Remember me on this computer to have your computer remember your login information. Click Submit. Note: Click the K-TRIPS User Tutorial Videos link to view helpful videos for navigating K-TRIPS. Self Issue Many permits issued through K-TRIPS can be self issued without any assistance from a KS Agency user. Superload and Large Structure permits must be reviewed by a KS Agency user before they can be approved. Superload permits without an existing bridge study cannot be ordered less than three days before the start date to allow for bridge analysis. If the company has adjusted the route from the default route in K-TRIPS and has increased the miles of the trip by more than 25%, the permit application must be reviewed by KS and will not be self issued. Lastly, permit applications outside of the self issue parameters set in K-TRIPS must be reviewed by KS. As of the launch of the system in December 2013, the self issue parameters are GVW of 120,000, Height of 15, Width of 16 6, and Length of 126. If your load exceeds any of these parameters, the permit application must be reviewed by a KS Agency user and will not be self issued. ADD A USER K-TRIPS users will have the ability to log into K-TRIPS and order permits. The person who sets up the company account will be designated as an account supervisor and have the ability to add new users to the 140 K -TRIPS Company User Guide

149 Training for KS Company Users company account. When a user is added they will be designated as an account supervisor or as a user. Only account supervisors can add, edit and delete other users. Goals Adding a new company user To add a new User: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the New button to the right of Users. 141 K -TRIPS Company User Guide

150 Training for KS Company Users The User Information window opens. 3. Enter the appropriate data for the user you are adding. The password prompt question and response are necessary to complete to enable the Forgot Password function. The Start and End Date are not required but can be entered if you wish for the user to have access only during a certain time frame. 4. Click the Insert button to save or the Close button to discard changes. The new user will appear in the Users dropdown list. Note: The new user is active and can log into K-TRIPS using the username and password you supplied. 142 K -TRIPS Company User Guide

151 Training for KS Company Users ADD A VEHICLE A company can choose to keep a listing of its vehicle inventory. These vehicles can be used to populate information on the permit application. Vehicles can also be assigned to a terminal to aid in reporting by terminal or location. Terminals must be entered in the Terminal Company Data before assigning to a vehicle Goals Adding vehicles to inventory To Add a New Vehicle: 1. Click the Company Data link in the Administrative Panel on the Company Dashboard. 2. Click the New button to the right of Vehicles. 143 K -TRIPS Company User Guide

152 Training for KS Company Users The Vehicle Information window opens. 3. Insert the appropriate data for the vehicle you are adding. 4. Click the Insert button to save or the Cancel button to discard changes. The new vehicle will appear in the Vehicles dropdown list. 144 K -TRIPS Company User Guide

153 Training for KS Company Users ADD MONEY TO ESCROW The escrow feature in K-TRIPS allows the company to maintain their escrow and provides reports to reflect escrow activity. This is provided to the company to enable escrow activity and reconciliation directly from the Company Dashboard. If a company has an established escrow account, the escrow balanced is displayed in Statistics on the Company Dashboard Goals Adding money to escrow with a check Adding money to escrow with a credit card or electronic check To add money to your escrow account by mailing in a check: 1. Click the Escrow link in the Administrative Panel on the Company Dashboard. The Escrow screen is displayed. 2. Click the Print Escrow Deposit Submittal Form link. An Escrow Deposit form will be presented for printing. Print the Escrow Deposit form, complete the requested information, and mail in your escrow deposit. The Kansas Department of Revenue will post the funds to your account once the payment is received. 3. Close the Escrow Deposit form. Click the Home button to return to the Company Dashboard. To add money to your escrow account with a credit card or electronic check: 145 K -TRIPS Company User Guide

154 Training for KS Company Users 1. Click the Escrow link in the Administrative Panel on the Company Dashboard. The Escrow screen is displayed. 2. Click the Make Deposit with Credit Card/ Electronic Check link. The Escrow Processing screen is displayed. 3. Select an amount of $500 or $200 to add to escrow. These are the only amounts that can be added to escrow with a credit card or electronic check. Additionally enter a Description and a Reference Text. This text can be any description and reference that will aid in reporting and reconciling. Both fields will print on the Escrow Statement. 4. Click Submit. The LexisNexis credit card processing screen is displayed. 146 K -TRIPS Company User Guide

155 Training for KS Company Users Complete the credit card/electronic check information and precede through the LexisNexis screens until your transaction is complete. Click Return to K-TRIPS. You will be returned to the Company Dashboard. If your transaction was successful, the funds will automatically be posted to your escrow account and will be reflected in your new escrow balance. 147 K -TRIPS Company User Guide

156 Training for KS Company Users ORDER A ROUTED PERMIT The K-TRIPS Customer Interface allows customers to create permit applications for OS/OW and temporary registration travel within the State of Kansas. If the parameters of the load are within limits set by Kansas, the permit can be self issued by the customer. Permit applications exceeding these limits or applications that need assistance from a KS Agency user will be submitted to K-TRIPS for issuing. Goals Ordering a routed permit 1. Click the New Permit link at the top left of the Permits Panel. 2. If you know what type of permit you need choose I know which permit I need. Otherwise select I need help choosing the permit. For this scenario select I know which permit I need. 3. Choose a primary and if desired an additional delivery method from the drop down menus. If the delivery method information does not populate, enter the necessary information. If the information does populate from your saved customer information but you want to change it for this permit, enter the updated information. 4. You may enter a Customer Reference for this permit. This is an optional field on the permit application that enables you to associate a permit to a particular job, job number, or some other internal tracking. This option is not required and has been provided as a service to K-TRIPS customers. 148 K -TRIPS Company User Guide

157 Training for KS Company Users Note: The saved contact information will pre-populate from the Company Information. Complete the fields not pre-populated. The Additional Delivery Method and Customer Reference are optional fields. 5. Select the type of permit that you need by choosing it from the Permit Type dropdown list. For this scenario we will pick Overdimension Oversize/Overweight. After choosing a permit type, the Next button appears beneath the selected Permit Type. 6. Enter the start date for the permit by clicking in the From box and choosing a date from the calendar. The End Date will be automatically populated for you based on the particular permit type that you requested. 7. Click the Next button to proceed with the permit. 8. Enter information about your load in the Vehicle and Load Information screen. If you have already saved a Vehicle in the Company Information screen, you can choose that vehicle from the dropdown list. It will pre-populate the known information about the vehicle into the form. Once complete, click Next. 149 K -TRIPS Company User Guide

158 Training for KS Company Users Note: For optimal routing, enter exact load dimensions. Element Function Required? Vehicle Information for the vehicle that will be on the permit Add Power Unit Create another permit for another vehicle on No Button this application. All vehicle and load parameters and the permit dates must be the same for each vehicle to use this option. Delete Vehicle Delete a permit request for additional vehicle No Button on this application. This only displays if a user has clicked Add Power Unit. Vehicle List of saved vehicles in the customer s No Inventory K-TRIPS account Unit/Rig Unit number of the vehicle on the permit No Number Year Model year of the vehicle on the permit Yes Make Manufacturer of the vehicle on the permit. Yes Enter the full name of the manufacturer such as Volvo, Mack, Freightliner, etc. VIN Vehicle Identification Number of the vehicle Yes on the permit. Enter the full VIN of the vehicle with no spaces or special characters. License The plate number of the vehicle with no Yes spaces or special characters State State that issued the license for the vehicle on the permit Yes 150 K -TRIPS Company User Guide

159 Training for KS Company Users Element Function Required? KS GVW If your vehicle has a Kansas license plate or is Yes an IRP plate with KS on the cab card, select the registered gross vehicle weight from the registration or cab card. If your license plate is not a KS plate or is not an IRP plate with KS, select NO KS GVW. Type Vehicle type of the vehicle on the permit Yes Commodity Type An appropriate commodity type for the items being hauled must Yes be selected from this dropdown box Load Description A brief description of the load being hauled Yes I attest that the load is nondivisible I attest that hauling multiple items does not create an additional overdimension By checking this option you confirm that the load being hauled cannot be broken down further or disassembled as per Kansas rules. If the load IS divisible then the legally stacked option must be confirmed. This checkbox confirms to Kansas that the load is legally stacked per Kansas permitting rules. Yes/or below option Yes/or above option Load Measurements All measurements are performed according to Kansas permitting regulations. The fields in this section are related to describing the dimensions of the load. Load Parameter Dimension values of the load Loaded Length Length of the vehicle and load Loaded Width Greatest width of the vehicle and load Loaded Height Greatest height of the vehicle and load Loaded Front o/hang Length of the load extending beyond the foremost point of the vehicle Loaded Rear o/hang Length of the load extending beyond the rearmost point of the vehicle Loaded Weight Gross weight of the vehicle and load. Set automatically by the Enter Weights button (see below). Feet Inches Number of complete feet and inches of each load parameter. Note 1: The Inches value should be rounded up. For example, if the Load Width is 13 feet, 7.5 inches, then enter the Feet value of 13, and the Inches value of 8 Note 2: This value is not applicable to the Loaded Weight parameter. Yes 151 K -TRIPS Company User Guide

160 Training for KS Company Users Element Function Required? Enter Weights Add New Load Back Enter the axle weights for the vehicle and load. This feature IS required if the weight exceeds legal. Add a second vehicle/load parameter box that can be filled out separately to order two or more permits of the same type at the same time. This would be used for a Rig Move. In a Rig Move, the system will use the largest aggregate dimensions of all the loads and route all associated permits on the same route. Return to the previous screen. No/unless exceeds legal No Save and Exit Next Save the permit and load information and exit. This application can be resumed at a later time. Continue to the next screen. Delete Permit Delete a permit application. The Enter a Route screen is displayed. 9. Select Border Crossing from the Origin dropdown. There are five other Origin selection types. Please refer to the K-TRIPS Company User Guide for other Origin selections. 152 K -TRIPS Company User Guide

161 Training for KS Company Users 10. Select the desired Border Crossing of the road, city in KS, and state you are entering from. 11. Select Border Crossing from the Destination dropdown. There are five other Destination selection types. Please refer to the K-TRIPS Company User Guide for other Destination selections. 12. Select the desired Border Crossing of the road, city in KS, and state you are exiting to. Click Validate and Run. 153 K -TRIPS Company User Guide

162 Training for KS Company Users The trip results are displayed. 13. Review the K-TRIPS provided route. If there are no changes, click Next. Please refer to the K-TRIPS Company User Guide for editing the route. The Fee Summary screen is displayed. 14. Check the attest statement that you have read and understand the legal requirements for ordering a permit. 15. Click Submit to complete the application for self issue or to have it submitted to K-TRIPS if it is outside of self issue limits. 154 K -TRIPS Company User Guide

163 Training for KS Company Users 16. If the permit is approved, you will precede to the Permit Submission Successful screen. From this screen you can Return to the Dashboard, Order another permit, or Pay for the permit now. You can pay for the permit from this screen or you can Return to the dashboard and pay later from your Shopping Cart. For this scenario, click Pay for the permits now. 17. The Pay for permits page is displayed with the permit ID of the application just submitted. Click Pay for Verified Permits. 18. The Payment Information page is displayed. Select the payment method. For this scenario we will pick Escrow. Click Submit. 155 K -TRIPS Company User Guide

164 Training for KS Company Users 19. If the payment was successful, the Issued Permits page is displayed. Click the permit number link to view the permit PDF. The permit was also delivered via the method selected during the permit order process. NOTE: If the permit was not approved due to routing issues or the permit being outside of self issue limits, you will receive a message stating that the permit has been enqueued for further processing. This permit will be listed in your Permits Panel. Once the permit has been approved by a KS Agency user, the status of your permit will be Pending Payment and the permit will be located in your Shopping Cart for payment. Self Issue Many permits issued through K-TRIPS can be self issued without any assistance from a KS Agency user. Superload and Large Structure permits must be reviewed by a KS Agency user before they can be approved. Superload permits without an existing bridge study cannot be ordered less than three days before the start date to allow for bridge analysis. If the company has adjusted the route from the default route in K-TRIPS and has increased the miles of the trip by more than 25%, the permit application must be reviewed by KS and will not be self issued. Lastly, permit applications outside of the self issue parameters set in K-TRIPS must be reviewed by KS. As of the launch of the system in December 2013, the self issue parameters are GVW of 120,000, Height of 15, Width of 16 6, and Length of 126. If your load exceeds any of these parameters, the permit application must be reviewed by a KS Agency user and will not be self issued. 156 K -TRIPS Company User Guide

165 Training for KS Company Users ORDER A SUPERLOAD PERMIT The K-TRIPS Customer Interface allows customers to create permit applications for OS/OW and temporary registration travel within the State of Kansas. Superload permits require bridge analysis and will be submitted to K-TRIPS for approval. Superload permits require a start date of at least three days later than the order date to allow for this analysis. These permits are not self issue permits. Goals Ordering a Superload permit Submitting a Superload permit for bridge analysis 1. Click the New Permit link at the top left of the Permits Panel. 2. If you know what type of permit you need choose I know which permit I need. Otherwise select I need help choosing the permit. For this scenario select I know which permit I need. 3. Choose a primary and if desired an additional delivery method from the drop down menus. If the delivery method information does not populate, enter the necessary information. If the information does populate from your saved customer information but you want to change it for this permit, enter the updated information. 4. You may enter a Customer Reference for this permit. This is an optional field on the permit application that enables you to associate a permit to a particular job, job number, or some other internal tracking. This option is not required and has been provided as a service to K-TRIPS customers. Note: The saved contact information will pre-populate from the Company Information. Complete the fields not pre-populated. The Additional Delivery Method and Customer Reference are optional fields. 5. Select the type of permit that you need by choosing it from the Permit Type dropdown list. For this scenario we will pick Overdimension Superload. After choosing a permit type, the Next button appears beneath the selected Permit Type. 6. Enter the start date for the permit by clicking in the From box and choosing a date from the calendar. Superload permits require a start date of at least three days later than the order date to allow for bridge analysis. The End Date will be automatically populated for you based on the particular permit type that you requested. 7. Click the Next button to proceed with the permit. 157 K -TRIPS Company User Guide

166 Training for KS Company Users 8. Enter information about your load in the Vehicle and Load Information screen. If you have already saved a Vehicle in the Company Information screen, you can choose that vehicle from the dropdown list. It will pre-populate the known information about the vehicle into the form. Note: For optimal routing, enter exact load dimensions. Element Function Required? Vehicle Information for the vehicle that will be on the permit 158 K -TRIPS Company User Guide

167 Training for KS Company Users Element Function Required? Add Power Unit Create another permit for another vehicle on No Button this application. All vehicle and load parameters and the permit dates must be the same for each vehicle to use this option. Delete Vehicle Delete a permit request for additional vehicle No Button on this application. This only displays if a user has clicked Add Power Unit. Vehicle List of saved vehicles in the customer s No Inventory K-TRIPS account Unit/Rig Unit number of the vehicle on the permit No Number Year Model year of the vehicle on the permit Yes Make Manufacturer of the vehicle on the permit. Yes Enter the full name of the manufacturer such as Volvo, Mack, Freightliner, etc. VIN Vehicle Identification Number of the vehicle Yes on the permit. Enter the full VIN of the vehicle with no spaces or special characters. License The plate number of the vehicle with no Yes spaces or special characters State State that issued the license for the vehicle on Yes the permit KS GVW If your vehicle has a Kansas license plate or is Yes an IRP plate with KS on the cab card, select the registered gross vehicle weight from the registration or cab card. If your license plate is not a KS plate or is not an IRP plate with KS, select NO KS GVW. Type Vehicle type of the vehicle on the permit Yes Commodity Type An appropriate commodity type for the items being hauled must Yes be selected from this dropdown box Load Description A brief description of the load being hauled Yes I attest that the load is nondivisible By checking this option you confirm that the load being hauled cannot be broken down further or disassembled as per Kansas rules. If the load IS divisible then the legally stacked option must be confirmed. Yes/or below option I attest that hauling multiple items does not create an additional overdimension This checkbox confirms to Kansas that the load is legally stacked per Kansas permitting rules. Yes/or above option 159 K -TRIPS Company User Guide

168 Training for KS Company Users Element Function Required? Load Measurements All measurements are performed according to Kansas permitting regulations. The fields in this section are related to describing the dimensions of the load. Load Parameter Dimension values of the load Loaded Length Length of the vehicle and load Loaded Width Greatest width of the vehicle and load Loaded Height Greatest height of the vehicle and load Loaded Front o/hang Length of the load extending beyond the foremost point of the vehicle Loaded Rear o/hang Length of the load extending beyond the rearmost point of the vehicle Loaded Weight Gross weight of the vehicle and load. Set automatically by the Enter Weights button (see below). Feet Number of complete feet and inches of each Yes Inches load parameter. Note 1: The Inches value should be rounded up. For example, if the Load Width is 13 feet, 7.5 inches, then enter the Feet value of 13, and the Inches value of 8 Note 2: This value is not applicable to the Loaded Weight parameter. Enter Weights Add New Load Back Enter the axle weights for the vehicle and load. This feature IS required if the weight exceeds legal. Add a second vehicle/load parameter box that can be filled out separately to order two or more permits of the same type at the same time. This would be used for a Rig Move. In a Rig Move, the system will use the largest aggregate dimensions of all the loads and route all associated permits on the same route. Return to the previous screen. No/unless exceeds legal No Save and Exit Next Save the permit and load information and exit. This application can be resumed at a later time. Continue to the next screen. Delete Permit Delete a permit application. 160 K -TRIPS Company User Guide

169 Training for KS Company Users 9. Click the Enter Weights button to enter the appropriate axle weights and spacings. 10. Enter information about the axle dimensions and axle weights of the load. 11. Click Display Configuration to view a side or top view diagram of the axle configuration to confirm settings. Make changes if necessary on the Set Axle Weights screen. 12. Click Validate Weights and Close. 161 K -TRIPS Company User Guide

170 Training for KS Company Users Element Number of Axles Axle Type Total Spacing Total Weight Axle Spacing Function Total number of axles for the load and power unit Check to display Steer Column Total axle spacing for the vehicle and the load. This is an informative feature that is autoupdated as you enter axles. Total weight for the vehicle and the load. This is an informative feature that is auto-updated as you enter weights. The order of the axles from the front of the rear of the vehicle or combination The space between the current axle and the axle in front of it in feet and inches measured according to Kansas permitting regulations. Spacing must be entered in feet and inches. Weight Group Width Steer Display Configuration The load borne by the current axle Note: The weight measurements are performed according to Kansas regulations. The axle group the axle belongs to starting with 1 for the first group. The groups must be according to Kansas regulations. The width in feet and inches of the axle from outside edge of the outside tires on either side of the axle Indicate if the axle is steerable, fixed, or is a drive axle. This column is only displayed when the Axle Type box is checked. Displays the axle configuration in a diagram with a side or top view: Validate Weights and Close Cancel (Clears all axles) Once weights are entered this validates that the axle weights and spacings are legal and closes the window. Clears all axle information for this permit application 13. Click the Next button to continue. The Enter a Route screen is displayed with the Bridge Study Confirmation. 162 K -TRIPS Company User Guide

171 Training for KS Company Users 14. If this is the first permit for the Bridge Study, click Enter a Route. A Bridge Study request has been generated and will be submitted to the KDOT Bridge Office once this permit application is submitted to K-TRIPS. 15. The confirmation screen will expand to ask the anticipated number of permits to be used with the bridge study. Enter the number of permits to be used. This is an estimated number and cannot exceed 10. Since you cannot add permits to a bridge study at a later time, it is good practice to estimate at least one more permit than you think you will need. Click Enter a Route. 163 K -TRIPS Company User Guide

172 Training for KS Company Users You are returned to the Enter a Route screen. 16. Select Border Crossing from the Origin dropdown. There are five other Origin selection types. Please refer to the K-TRIPS Company User Guide for other Origin selections. 17. Select the desired Border Crossing of the road, city in KS, and state you are entering from. 18. Select Border Crossing from the Destination dropdown. There are five other Destination selection types. Please refer to the K-TRIPS Company User Guide for other Destination selections. 164 K -TRIPS Company User Guide

173 Training for KS Company Users 19. Select the desired Border Crossing of the road, city in KS, and state you are exiting to. Click Validate and Run. 20. A message will display notifying you that this permit application has been submitted to the KDOT Bridge Office for bridge analysis. Once the application is approved, you will receive notice that this permit is available for purchase from your Shopping Cart. The notice will be sent via the permit delivery method selected when ordering the permit. Click OK. 165 K -TRIPS Company User Guide

174 Training for KS Company Users The Fee Summary screen is displayed 21. Check the attest statement that you have read and understand the legal requirements for ordering a permit. 22. Click Submit to submit this application for analysis and approval. 166 K -TRIPS Company User Guide

175 Training for KS Company Users ORDER A SUPERLOAD PERMIT WITH AN EXISTING BRIDGE STUDY The K-TRIPS Customer Interface allows customers to create permit applications for OS/OW and temporary registration travel within the State of Kansas. Superload permits require bridge analysis and will be submitted to K-TRIPS for approval. Superload permits that will use an existing bridge study do not have a three day wait period and are eligible for self issue. All aspects of the load and route must be the same to use an existing bridge study. Goals Ordering a Superload permit Using an existing bridge study 1. Click the New Permit link at the top left of the Permits Panel. 2. If you know what type of permit you need choose I know which permit I need. Otherwise select I need help choosing the permit. For this scenario select I know which permit I need. 3. Choose a primary and if desired an additional delivery method from the drop down menus. If the delivery method information does not populate, enter the necessary information. If the information does populate from your saved customer information but you want to change it for this permit, enter the updated information. 4. You may enter a Customer Reference for this permit. This is an optional field on the permit application that enables you to associate a permit to a particular job, job number, or some other internal tracking. This option is not required and has been provided as a service to K-TRIPS customers. Note: The saved contact information will pre-populate from the Company Information. Complete the fields not pre-populated. The Additional Delivery Method and Customer Reference are optional fields. 5. Select the type of permit that you need by choosing it from the Permit Type dropdown list. For this scenario we will pick Overdimension Superload. After choosing a permit type, the Next button appears beneath the selected Permit Type. 167 K -TRIPS Company User Guide

176 Training for KS Company Users 6. Enter the existing bridge study number. Click Validate Bridge Study ID. K-TRIPS will validate this bridge study is active and belongs to your company. If this is validated, K-TRIPS will waive the three day delayed start date. 168 K -TRIPS Company User Guide

177 Training for KS Company Users 7. Enter the start date for the permit by clicking in the From box and choosing a date from the calendar. The End Date will be automatically populated for you based on the particular permit type that you requested. Click Next. 8. Enter information about your vehicle in the Vehicle and Load Information screen. If you have already saved a Vehicle in the Company Information screen, you can choose that vehicle from the dropdown list. It will pre-populate the known information about the vehicle into the form. The load parameters must be the same as the existing bridge study. The vehicle can be a different vehicle. 169 K -TRIPS Company User Guide

178 Training for KS Company Users Element Function Required? Vehicle Information for the vehicle that will be on the permit Add Power Unit Create another permit for another vehicle on No Button this application. All vehicle and load parameters and the permit dates must be the same for each vehicle to use this option. Delete Vehicle Delete a permit request for additional vehicle No Button on this application. This only displays if a user has clicked Add Power Unit. Vehicle List of saved vehicles in the customer s No Inventory K-TRIPS account Unit/Rig Unit number of the vehicle on the permit No Number Year Model year of the vehicle on the permit Yes Make Manufacturer of the vehicle on the permit. Yes Enter the full name of the manufacturer such as Volvo, Mack, Freightliner, etc. VIN Vehicle Identification Number of the vehicle Yes on the permit. Enter the full VIN of the vehicle with no spaces or special characters. License The plate number of the vehicle with no Yes spaces or special characters State State that issued the license for the vehicle on Yes the permit KS GVW If your vehicle has a Kansas license plate or is Yes an IRP plate with KS on the cab card, select the registered gross vehicle weight from the registration or cab card. If your license plate is not a KS plate or is not an IRP plate with KS, select NO KS GVW. Type Vehicle type of the vehicle on the permit Yes Commodity Type An appropriate commodity type for the items being hauled must Yes be selected from this dropdown box Load Description A brief description of the load being hauled Yes I attest that the load is nondivisible By checking this option you confirm that the load being hauled cannot be broken down further or disassembled as per Kansas rules. If the load IS divisible then the legally stacked option must be confirmed. Yes/or below option I attest that hauling multiple items does not create an additional overdimension This checkbox confirms to Kansas that the load is legally stacked per Kansas permitting rules. Yes/or above option 170 K -TRIPS Company User Guide

179 Training for KS Company Users Element Function Required? Load Measurements All measurements are performed according to Kansas permitting regulations. The fields in this section are related to describing the dimensions of the load. Load Parameter Dimension values of the load Loaded Length Length of the vehicle and load Loaded Width Greatest width of the vehicle and load Loaded Height Greatest height of the vehicle and load Loaded Front o/hang Length of the load extending beyond the foremost point of the vehicle Loaded Rear o/hang Length of the load extending beyond the rearmost point of the vehicle Loaded Weight Gross weight of the vehicle and load. Set automatically by the Enter Weights button (see below). Feet Number of complete feet and inches of each Yes Inches load parameter. Note 1: The Inches value should be rounded up. For example, if the Load Width is 13 feet, 7.5 inches, then enter the Feet value of 13, and the Inches value of 8 Note 2: This value is not applicable to the Loaded Weight parameter. Enter Weights Add New Load Back Enter the axle weights for the vehicle and load. This feature IS required if the weight exceeds legal. Add a second vehicle/load parameter box that can be filled out separately to order two or more permits of the same type at the same time. This would be used for a Rig Move. In a Rig Move, the system will use the largest aggregate dimensions of all the loads and route all associated permits on the same route. Return to the previous screen. No/unless exceeds legal No Save and Exit Next Save the permit and load information and exit. This application can be resumed at a later time. Continue to the next screen. Delete Permit Delete a permit application. 171 K -TRIPS Company User Guide

180 Training for KS Company Users 9. Click the Enter Weights button to enter the appropriate axle weights and spacings. The axle spacings and weight must be the same as the existing bridge study. 10. Enter information about the axle dimensions and axle weights of the load. 11. Click Display Configuration to view a side or top view diagram of the axle configuration to confirm settings. Make changes if necessary on the Set Axle Weights screen. 12. Click Validate Weights and Close. 13. Click the Next button to continue. 172 K -TRIPS Company User Guide

181 Training for KS Company Users 14. The Bridge Study Confirmation is displayed with the Bridge Study Number you entered at the beginning of the permit application. Click Validate Number. 15. K-TRIPS will validate that the entered load parameters are the same as the bridge study parameters. Click OK on the Bridge Study approved message. 16. The Enter a Route screen is displayed with the route from the existing bridge study. There are no options to change your route if you are using an existing bridge study. Click Next. 173 K -TRIPS Company User Guide

182 Training for KS Company Users The Fee Summary screen is displayed 17. Check the attest statement that you have read and understand the legal requirements for ordering a permit. Click Submit. 18. If the permit is approved, you will precede to the Permit Submission Successful screen. From this screen you can Return to the Dashboard, Order another permit, or Pay for the permit now. You can pay for the permit from this screen or you can Return to the dashboard and pay later from your Shopping Cart. For this scenario, click Pay for the permits now. 174 K -TRIPS Company User Guide

183 Training for KS Company Users 19. The Pay for permits page is displayed with the permit ID of the application just submitted. Click Pay for Verified Permits. 20. The Payment Information page is displayed. Select the payment method. For this scenario we will pick Escrow. Click Submit. 21. If the payment was successful, the Issued Permits page is displayed. Click the permit number link to view the permit PDF. The permit was also delivered via the method selected during the permit order process. 175 K -TRIPS Company User Guide

184 Training for KS Company Users REQUEST ROUTING ASSISTANCE You can submit a route to the queue for manual review if you are not able to get the route needed for travel. If you are not able to get the necessary route due to restrictions, a KS Agency may be able to obtain temporary override permission if the load is needed in the restricted area. You must enter your origin and destination and click Validate and Run before you can submit the route for manual review. Goals Requesting a permit Requesting assistance with routing 1. Click the New Permit link at the top left of the Permits Panel. 2. If you know what type of permit you need choose I know which permit I need. Otherwise select I need help choosing the permit. For this scenario select I know which permit I need. 3. Choose a primary and if desired an additional delivery method from the drop down menus. If the delivery method information does not populate, enter the necessary information. If the information does populate from your saved customer information but you want to change it for this permit, enter the updated information. 176 K -TRIPS Company User Guide

185 Training for KS Company Users 4. You may enter a Customer Reference for this permit. This is an optional field on the permit application that enables you to associate a permit to a particular job, job number, or some other internal tracking. This option is not required and has been provided as a service to K-TRIPS customers. Note: The saved contact information will pre-populate from the Company Information. Complete the fields not pre-populated. The Additional Delivery Method and Customer Reference are optional fields. 5. Select the type of permit that you need by choosing it from the Permit Type dropdown list. For this scenario we will pick Overdimension Oversize/Overweight. After choosing a permit type, the Next button appears beneath the selected Permit Type. 6. Enter the start date for the permit by clicking in the From box and choosing a date from the calendar. The End Date will be automatically populated for you based on the particular permit type that you requested. 7. Click the Next button to proceed with the permit. 8. Enter information about your load in the Vehicle and Load Information screen. If you have already saved a Vehicle in the Company Information screen, you can choose that vehicle from the dropdown list. It will pre-populate the known information about the vehicle into the form. Once complete, click Next. 177 K -TRIPS Company User Guide

186 Training for KS Company Users Note: For optimal routing, enter exact load dimensions. Element Function Required? Vehicle Information for the vehicle that will be on the permit Add Power Unit Create another permit for another vehicle on No Button this application. All vehicle and load parameters and the permit dates must be the same for each vehicle to use this option. Delete Vehicle Delete a permit request for additional vehicle No Button on this application. This only displays if a user has clicked Add Power Unit. Vehicle List of saved vehicles in the customer s No Inventory K-TRIPS account Unit/Rig Unit number of the vehicle on the permit No Number Year Model year of the vehicle on the permit Yes Make Manufacturer of the vehicle on the permit. Yes Enter the full name of the manufacturer such as Volvo, Mack, Freightliner, etc. VIN Vehicle Identification Number of the vehicle Yes on the permit. Enter the full VIN of the vehicle with no spaces or special characters. License The plate number of the vehicle with no Yes spaces or special characters State State that issued the license for the vehicle on the permit Yes 178 K -TRIPS Company User Guide

187 Training for KS Company Users Element Function Required? KS GVW If your vehicle has a Kansas license plate or is Yes an IRP plate with KS on the cab card, select the registered gross vehicle weight from the registration or cab card. If your license plate is not a KS plate or is not an IRP plate with KS, select NO KS GVW. Type Vehicle type of the vehicle on the permit Yes Commodity Type An appropriate commodity type for the items being hauled must Yes be selected from this dropdown box Load Description A brief description of the load being hauled Yes I attest that the load is nondivisible I attest that hauling multiple items does not create an additional overdimension By checking this option you confirm that the load being hauled cannot be broken down further or disassembled as per Kansas rules. If the load IS divisible then the legally stacked option must be confirmed. This checkbox confirms to Kansas that the load is legally stacked per Kansas permitting rules. Yes/or below option Yes/or above option Load Measurements All measurements are performed according to Kansas permitting regulations. The fields in this section are related to describing the dimensions of the load. Load Parameter Dimension values of the load Loaded Length Length of the vehicle and load Loaded Width Greatest width of the vehicle and load Loaded Height Greatest height of the vehicle and load Loaded Front o/hang Length of the load extending beyond the foremost point of the vehicle Loaded Rear o/hang Length of the load extending beyond the rearmost point of the vehicle Loaded Weight Gross weight of the vehicle and load. Set automatically by the Enter Weights button (see below). Feet Inches Number of complete feet and inches of each load parameter. Note 1: The Inches value should be rounded up. For example, if the Load Width is 13 feet, 7.5 inches, then enter the Feet value of 13, and the Inches value of 8 Note 2: This value is not applicable to the Loaded Weight parameter. Yes 179 K -TRIPS Company User Guide

188 Training for KS Company Users Element Function Required? Enter Weights Add New Load Back Enter the axle weights for the vehicle and load. This feature IS required if the weight exceeds legal. Add a second vehicle/load parameter box that can be filled out separately to order two or more permits of the same type at the same time. This would be used for a Rig Move. In a Rig Move, the system will use the largest aggregate dimensions of all the loads and route all associated permits on the same route. Return to the previous screen. No/unless exceeds legal No Save and Exit Next Save the permit and load information and exit. This application can be resumed at a later time. Continue to the next screen. Delete Permit Delete a permit application. The Enter a Route screen is displayed. 9. Select Border Crossing from the Origin dropdown. There are five other Origin selection types. Please refer to the K-TRIPS Company User Guide for other Origin selections. 180 K -TRIPS Company User Guide

189 Training for KS Company Users 10. Select the desired Border Crossing of the road, city in KS, and state you are entering from. 11. Select Border Crossing from the Destination dropdown. There are five other Destination selection types. Please refer to the K-TRIPS Company User Guide for other Destination selections. 12. Select the desired Border Crossing of the road, city in KS, and state you are exiting to. Click Validate and Run. 181 K -TRIPS Company User Guide

190 Training for KS Company Users The trip results are displayed. 13. Review the K-TRIPS provided route. You are able to adjust your route by using click on map and via highways. Please see the K-TRIPS Customer User Guide for using these tools. If you are not able to get the route you are requesting, you can request assistance with the route. 14. Check the box next to, I have a problem with the route and would like it reviewed field. In the text box below enter the reason you would like the route reviewed. Click Next. The Fee Summary screen is displayed 15. Check the attest statement that you have read and understand the legal requirements for ordering a permit. Click Submit. The permit has been submitted to K-TRIPS and has been placed in a queue for review. 182 K -TRIPS Company User Guide

191 Training for KS Company Users 16. Click Return to dashboard to return to the Company Dashboard. 183 K -TRIPS Company User Guide

192 Training for KS Company Users ORDER AN ANNUAL PERMIT The K-TRIPS Customer Interface allows customers to create permit applications for OS/OW and temporary registration travel within the State of Kansas. If the parameters of the load are within limits set by Kansas, the permit can be self issued by the customer. Most Annual permits qualify for self issue. Goals Ordering an Annual permit 1. Click the New Permit link at the top left of the Permits Panel. 2. If you know what type of permit you need choose I know which permit I need. Otherwise select I need help choosing the permit. For this scenario select I know which permit I need. 3. Choose a primary and if desired an additional delivery method from the drop down menus. If the delivery method information does not populate, enter the necessary information. If the information does populate from your saved customer information but you want to change it for this permit, enter the updated information. 4. You may enter a Customer Reference for this permit. This is an optional field on the permit application that enables you to associate a permit to a particular job, job number, or some other internal tracking. This option is not required and has been provided as a service to K-TRIPS customers. 184 K -TRIPS Company User Guide

193 Training for KS Company Users Note: The saved contact information will pre-populate from the Company Information. Complete the fields not pre-populated. The Additional Delivery Method and Customer Reference are optional fields. 5. Select the type of permit that you need by choosing it from the Permit Type dropdown list. For this scenario we will pick Annual Cotton. After choosing a permit type, the Next button appears beneath the selected Permit Type. 6. Enter the start date for the permit by clicking in the From box and choosing a date from the calendar. The End Date will be automatically populated for you based on the particular permit type that you requested. 7. Click the Next button to proceed with the permit. 8. Enter information about your load in the Vehicle and Load Information screen. If you have already saved a Vehicle in the Company Information screen, you can choose that vehicle from the dropdown list. It will pre-populate the known information about the vehicle into the form. The load parameters for your load are auto populated for the permit type and cannot be changed. Once complete, click Next. 185 K -TRIPS Company User Guide

194 Training for KS Company Users 9. Some permit types will include a Special Items page such as the one below. Check the acknowledgement statement or provide the requested information. Click Next. The Fee Summary screen is displayed. 10. Check the attest statement that you have read and understand the legal requirements for ordering a permit. Click Submit to complete the application for self issue or to have it submitted to K-TRIPS if it is outside of self issue limits. 186 K -TRIPS Company User Guide

195 Training for KS Company Users 11. If the permit is approved, you will precede to the Permit Submission Successful screen. From this screen you can Return to the Dashboard, Order another permit, or Pay for the permit now. You can pay for the permit from this screen or you can Return to the dashboard and pay later from your Shopping Cart. For this scenario, click Pay for the permits now 12. The Pay for permits page is displayed with the permit ID of the application just submitted. Click Pay for Verified Permits. 13. The Payment Information page is displayed. Select the payment method. For this scenario we will pick Escrow. Click Submit. 187 K -TRIPS Company User Guide

196 Training for KS Company Users 14. If the payment was successful, the Issued Permits page is displayed. Click the permit number link to view the permit PDF. The permit was also delivered via the method selected during the permit order process. NOTE: If the permit was not self issued you will receive a message stating that the permit has been enqueued for further processing. This permit will be listed in your Permits Panel. Once the permit has been approved by a KS Agency user, the status of your permit will be Pending Payment and the permit will be located in your Shopping Cart for payment. Self Issue Many permits issued through K-TRIPS can be self issued without any assistance from a KS Agency user. Superload and Large Structure permits must be reviewed by a KS Agency user before they can be approved. Superload permits without an existing bridge study cannot be ordered less than three days before the start date to allow for bridge analysis. If the company has adjusted the route from the default route in K-TRIPS and has increased the miles of the trip by more than 25%, the permit application must be reviewed by KS and will not be self issued. Lastly, permit applications outside of the self issue parameters set in K-TRIPS must be reviewed by KS. As of the launch of the system in December 2013, the self issue parameters are GVW of 120,000, Height of 15, Width of 16 6, and Length of 126. If your load exceeds any of these parameters, the permit application must be reviewed by a KS Agency user and will not be self issued. 188 K -TRIPS Company User Guide

197 Training for KS Company Users RENEW AN ANNUAL PERMIT The Renew Annual Permits feature allows you to search for annual permits by permit type and expiration date and to renew multiple permits at once. It also allows you to update the vehicle information for the new permit. Goals Renewing an Annual permit Changing vehicle information on a renewed Annual permit To renew annual permits: 1. Click the Renew Annul Permits link in the Administrative Panel on the Company Dashboard. The Renew Permits screen is displayed. 2. Search for the Select Permit Type to Renew from the dropdown list. The list will contain K-TRIPS annual permits. For this example we will search for Annual Cotton. 3. Enter the date range of permit expiration dates. Click in the From Date and To Date fields and select a date from the calendar. You can also type in the dates in a mm/dd/yy format. 189 K -TRIPS Company User Guide

198 Training for KS Company Users 4. Click Search Permits. A list of permits that fit your search criteria is displayed. From this screen you can update the Unit Number, License Number and License State of the VIN associated to the permit. The Start Date will default to the day after the existing permit s expiration date. The start date can be changed to a later date. 5. Update any allowed fields that need updating. For this example we updated the License. Check the box beside the permit to renew or check All to renew all permits in the list. 190 K -TRIPS Company User Guide

199 Training for KS Company Users 6. Click Renew Selected Permits. If the permits can be renewed (all information is correct and the permit renewal isn t being ordered before the permit rules allow it to be ordered) the renewed permits will be in your Shopping Cart on the Company Dashboard and ready for purchase. 7. Click the Home button to return to the Company Dashboard. 191 K -TRIPS Company User Guide

200 Training for KS Company Users PAY FOR A PERMIT IN THE SHOPPING CART Once a permit application has been approved by a KS Agency user or has been self issued by K-TRIPS, the permit will be available for purchase in the Shopping Cart. The shopping cart can be accessed from the Shopping Cart link or from the Shopping Cart button, both located on the Company Dashboard. The Shopping Cart link provides detailed information regarding permits available for purchase. The Shopping Cart button provides a summary of what is in your Shopping Cart awaiting payment. Approved permits will remain in the Shopping Cart until they are purchased or until their active start date. Once the active start date has passed, the approved permit will be deleted if it has not been purchased. Goals Paying for a permit 1. Click the Shopping Cart link in the Administrative Panel on the Company Dashboard. The Permits ready for payment and/or printing screen is displayed. From this screen you can View the permit, Cancel the permit, or Pay for the permit. 2. Check the Pay box above each individual permit, or select all to pay for all permits in the Shopping Cart. 192 K -TRIPS Company User Guide

201 Training for KS Company Users 3. The Order Total displays the total dollar amount selected for payment. On this screen you can additionally click View Permit to view the permit before paying for it to verify it is the permit you intended. You can additionally click Cancel Permit to cancel this permit application and have it removed from the Shopping Cart. To pay for the permits selected, Click Pay Now. The Pay for permits page is displayed. 4. Verify that the permit (s) listed for payment are those you selected to pay. Click Pay for Verified Permits to continue to payment information. The Payment Information screen is displayed listing the payment total for your order. 5. To pay for a permit in the Shopping Cart you can use payment methods of Escrow or CC/Electronic Check. For this example, select the payment method of CC/Electronic Check. You will be redirected to LexisNexis for payment. 193 K -TRIPS Company User Guide

202 Training for KS Company Users Complete the credit card/electronic check information and precede through the LexisNexis screens until your transaction is complete. Click Return to K-TRIPS. You will be returned to the Company Dashboard. If your transaction was successful, the permit will be delivered to you via the delivery method selected when the permit was ordered. 194 K -TRIPS Company User Guide

203 Training for KS Company Users PERMIT SERVICE USING K-TRIPS In K-TRIPS the Permit Service is the same as a Company User with a few distinct differences. The Permit Service will in most cases not have a USDOT number. Normally a company without a USDOT cannot self issue permits. The Permit Service is an exception to this. When a Permit Service sets up their account, they must contact the Kansas Department of Revenue to flag their account as a Permit Service so that they can self issue and so that they can order permits for other companies. The companies that the Permit Service orders permits for must have a USDOT number for their permits to be self issued. Permits ordered by a Permit Service for a company without a USDOT number will be submitted to K-TRIPS for review. All companies that receive a permit must have an account in K-TRIPS. The Permit Service can open an account for companies that do not already have one. New Company: 1. Click the New Company link in the Administrative Panel on the Company Dashboard. 2. Continue to set up the new company account. 3. If the customer will also use this account, enter the login and password. If the permit service will always order for the company, check the box to Create Account Without Login. The company will not have access to this account. 4. Complete the new account. You can now order permits for this company. 195 K -TRIPS Company User Guide

204 Training for KS Company Users Permit Service Permits Panel: The Permit Service Permits Panel is separated by company. Permit Service Orders a Permit: The Permit Service permit order process is the same as the Company permit order process. The Permit Service must select a company for the permit. The company can be selected by its USDOT Number or Company Name. Permits ordered by a Permit Service cannot be accessed by the company in K-TRIPS. 196 K -TRIPS Company User Guide