Admin

Student Travel

Students will be reimbursed for actual cost of meals up to $36 per day. Original receipts are required for student meal reimbursement, overnight travel is not a requirement. Student travel request for reimbursement should be put on a non-standard designated to Accounts Payable for check writing.
Do not use the employee travel form.


*Teachers and sponsors accompanying students are eligible for per diem meal reimbursement.

Non-standards sent to Accounts Payable for expenditures out of Agency Funds require the signatures of the Principal and Sponsor and Student Officer or meeting minutes.


TRAVEL GUIDELINES FOR STUDENTS

Allowed $36.00 a day for meals only, you must keep receipts for meals.

Always make sure the receipt includes:

1. Name of the restaurant, if not you can write the name on the receipt.

2. Must be detailed showing what was purchased and amount.

3. The total must be legible.

4. There needs to be a date and time, if not you can write it on the receipt.

5. Write your name on your meal receipt.


Items not allowed:

1. Purchases of snacks (gum, candy and etc.)

2. Purchases of T-Shirts.

3. Purchases of magazines, books and etc.

4. Purchases of personal hygiene, over- the-counter medicines and supplies.

5. Credit card receipts are not acceptable meal receipts.


Return any unused money of the $36.00 and your receipts to your sponsor daily.

If asked by your Sponsor to tape receipts to a sheet of paper, please put tape where there is not any writing. Putting tape on the area with writing will cause the writing to disappear. If we cannot see any of the above, we cannot count this toward your $36.00 a day.

Receipts from the same day should be taped on one sheet of paper.


STUDENT TRAVEL GUIDELINES FOR SPONSORS

Student are allowed $36.00 a day for meals only, students must keep receipts for their meals.

Always make sure the receipt has:


· Name of the restaurant, if not it can be written the on the receipt.

· Must be detailed showing what was purchased and amount.

· The total must be legible.

· There needs to be a date and time, if not it can be written on the receipt.

· Have the student’s name on their meal receipt.


Items not Allowed:

· Purchases of snacks (gum, candy and etc.)

· Purchases of T-Shirts.

· Purchases of magazines, books and etc.

· Purchases of personal hygiene, over- the-counter medicines and supplies.

· Credit card receipts are not acceptable meal receipts.

It is easiest if the money is put in an envelope, bearing the student’s name for each day of the trip. Then each student can put the receipts and any unused money into the envelope to turn it into the sponsor at the end of each day. The money left from one day cannot be used for another day. If a student needs extra money, it should come from the student.

Upon return:


· All receipts must be taped to a sheet of paper. Do not put tape in the areas where there is writing. The print will disappear. If we cannot read the receipt we cannot count that receipt toward the student’s meals and the money cannot be paid for that meal.

· It is more efficient if the receipts for each student are kept separated by day. We need to have a total for each day; then a grand total for the trip for each student.

· If a student’s receipts do not add up to $36.00 then you must have been given money from that student or need to collect it.

· Any unused money should be turned into the school secretary/bookkeeper, obtain a receipt.

· Verify the receipts to the non-standard, along with receipt from secretary/bookkeeper.

· The school secretary/bookkeeper will turn in all receipts to Accounts Payable-Laura Pfleger.