Travel Reimbursements Presented by Helene Di Bartolomeo Accounting

Travel Reimbursements Presented by Helene Di. Bartolomeo 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

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 Reimbursement rate of. 555 / mile *** subject to change Valid Account number with Budget Multiply miles X rate = $$ Hotel cost per night paid by EMPLOYEE (excluding parking, etc) Hotel cost per night paid by DISTRICT (excluding parking, etc 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. • Your Adminstrator’s signature is required. • What is your employee number? • Title • Date your request. • Date

Form 11 – Instructions (cont. ) • Florida Statutes 112. 061 • Questions?