1. Travel Reimbursements
Presented by Helene DiBartolomeo
Accounting Manager

2. 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.

3. 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

4. FORM 11 TRAVEL REIMBURSEMENT REQUEST

5. 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

6. 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)

7. 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.

8. 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.

9. 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.

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

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