Travel Reimbursements Presented by Helene DiBartolomeo Accounting Manager

Travel Reimbursement Documentation Approved Form 11 Reimbursement Voucher for Temporary Duty Expenses Approved Form 10 Request for Leave Agenda and/or Registration Form All receipts related to your business expenses for the approved travel Approval is needed by the Superintendent’s designee for travel outside of a 75 mile radius. Travel out of State requires Board approval.

Form 11 - Instructions Name/Location Destination and Purpose of your Trip Departure time and Return time Mileage Info. Who is the Driver? Did you use a District Vehicle? Vicinity Mileage? Total mileage to/from? The IRS mileage rate is $.555 effective 7/1/11

FORM 11 TRAVEL REIMBURSEMENT REQUEST

Sample form Return trip miles from starting point Times and dates of travel Multiply miles X rate = $$ Reimbursement rate of .555 / mile *** subject to change Hotel cost per night paid by EMPLOYEE (excluding parking, etc) Hotel cost per night paid by DISTRICT (excluding parking, etc Valid Account number with Budget Total of section (A) + Section (B) Usually traveler Total amount of reimbursement expected Principal or Budget Authorizer

Form 11 – Instructions (cont.) Information needed for a Hotel Stay Cost – Indicate if paid by the District or by the Traveler If you shared a room, please note that information. Include a copy of your final hotel receipt even if prepaid by the district or paid via P-Card. (make a copy for roommates)

Form 11 – Instructions (cont.) Include receipts for all business expenses. If prepaid by the District or paid via P-card, indicate. Include a copy of your agenda and/or registration. Do not include reimbursement requests for any meals provided by your conference/workshop.

Form 11 – Instructions (cont.) Indicate the meals that should be reimbursed. Breakfast $6 Lunch $11 Dinner $19 Reimbursement is based on travel departure and return times.

Form 11 – Instructions (cont.) Calculate your reimbursement. Total Expenses = Mileage + Payments by the District + Payments by the Traveler Total Reimbursement = Total Expenses – Payments by the District Provide an account strip with adequate budget.

Form 11 – Instructions (cont.) Your signature is required. What is your employee number? Date your request. Your Adminstrator’s signature is required. Title Date

Form 11 – Instructions (cont.) Florida Statutes 112.061 Questions?