For NYC Public Schools: How to Book Your Field Trip

We are proud to be an approved vendor for the NYC Department of Education. We accept Purchase Orders (POs) from all NYC public schools. For us, a PO is “money in the bank.” It proves that:

1. The school has the budget.
2. The Principal has approved the expense.
3. The DOE central system (FAMIS) has reserved those specific funds for us.

To secure your field trip date, please follow the 3-step booking process below.

1. Vendor Information (For Your Secretary)

Please copy or screenshot this box for your Purchasing Secretary/School Business Manager.

OFFICIAL VENDOR INFO FOR BOOKING

• Vendor Name (In FAMIS): Ridgesystems.com Inc

• Vendor ID: RID539039

• Note to Secretary: Please search by our Vendor ID to ensure you select the correct account.

• PAYMENT TYPE: Purchase Order (FAMIS Portal)

• CATEGORY: Arts Education / Student Field Trips

2. The Booking Process

Step 1: Request Your Invoice/Quote Before creating a PO, you need a formal quote from us. If you haven’t received one yet, please contact us with your preferred dates and class size, school name and teacher or secretary name.

Step 2: Create the PO in FAMIS Once you have our quote, please have your school secretary or business manager enter the requisition into the NYC DOE FAMIS system using these details:

• System Selection: Select “Small Purchase” (Standard).

• Vendor ID: Enter RID539039.

• Item Description: Please be specific.

  • Example: “Art Field Trip Admission for [Grade Level] – [Date]”

• Object Code: Use the code for Student Field Trips / Admissions (Check with your secretary, but this is often code 0402 or 0499).

• Quantity: Enter the total number of students.

• Unit Price: Enter the cost per person (as listed on your quote).

• Attachment: You must attach the quote we emailed you to the request in FAMIS.

Step 3: Email Us Your PO Once the Principal approves the expense, the system generates a Purchase Order Number (usually starts with WR, WO, or DR).

• Crucial: We cannot finalize your booking until we receive this number.

• Please email the PDF copy of the PO to alla@artfunstudio.com

Frequently Asked Questions

Do I need to get 3 Bids?

• Orders under $5,000: No. You generally do not need competitive bids.

• Orders $5,000 – $25,000: Yes. The DOE requires you to obtain 2 other quotes from similar vendors to ensure price competitiveness. We can help provide a “Sole Source” letter if our program is unique, or assist you with the scope description.

Can I pay by check or credit card? While we do accept checks, we strongly prefer Purchase Orders for NYC DOE schools as it ensures the fastest processing for your administration.

When is payment due? We do not require payment before the trip, but we do require the Purchase Order number before the trip. The actual check is released by the city after the field trip is complete.

Ready to Plan Your Trip?