EXPENSE CLAIM SHEET An Expense Claim Sheet form is completed AFTER an employee has attended a prior approved conference, workshop, or meeting. Its purpose is to reimburse an employee for their out-of-pocket expenses incurred while attending a conference/workshop/meeting. Forms are available at the Principal’s Office of your school site. The form must be legible and completed in its entirety. Attach all conference expense receipts to the form. Receipts must be originals, itemized (except for standard mileage rate) and clearly show what was purchased. A properly completed expense claim sheet should include the following: • • • • • • • • • • • • • • Name of the employee claiming reimbursement and today’s date Employee’s work position Purpose of the trip Dates of conference/workshop/meeting Place of conference/workshop/meeting Miles driven Receipt for registration fee Receipts for transportation expense: airfare, mileage, parking fee, shuttle, taxi, etc. Receipt for hotel accommodations Receipts for meals Budgetary account the conference/workshop/meeting is to be charged to (i.e. Title 1, Math Department, Principal’s Budget, Special Education, etc.) Your signature in the space provided Area Chair or Program Manager’s signature Principal or Director’s signature
Your request will be forwarded to the Business Services Office by way of interoffice mail. Drop off the signed expense claim sheet form in the mailbag located in the Principal’s Office. Once approved, the Business Services Office will issue and send you a reimbursement check. As per Board Policy #3022, reimbursement for meals will not exceed $34.00 per day. Mileage reimbursement for using your personal vehicle to attend a conference/workshop/meeting is paid at the maximum allowable IRS annual rate, which currently is set at $0.445 per mile. The Business Services Office must maintain auditable documentation for all expenses made by the district. Education Code 42634 clearly states payments made to a vendor or an employee (other than for payroll) must have backup that includes an itemized receipt that clearly shows what was purchased on an item-by-item basis. Therefore, reimbursements to employees can only be made when itemized receipts have been provided. Unfortunately, some requests are received incomplete and must be returned to the school site unprocessed. Following the procedures listed above will eliminate delays and ensure a quick and timely reimbursement to you for your out-of-pocket expenses. Should you have any questions regarding the Expense Claim Sheet form, feel free to contact the Business Services Office at 525-0988 Ext. 26 (Sonia Marquez) or Ext. 24 (Tina Sanchez).
(Rev. 01/07)
SANTA PAULA UNION HIGH SCHOOL DISTRICT 500 East Santa Barbara Street Santa Paula, CA 93060 EXPENSE CLAIM SHEET (Instructions on reverse side)
Claim of __________________________________________________ Position __________________________________________________
Date _______________________
Purpose of Trip ____________________________________________________________________________________________ Dates of Meeting ____________________________________________________________________________________________ Place of Meeting ____________________________________________________________________________________________ Miles Driven (Reimbursement rate @ .485 cents per mile) ___________________________________________________________ ITEMIZED RECEIPTS TO BE ATTACHED FOR ALL EXPENSES EXCEPT STANDARD MILEAGE RATE TOTAL Registration ________________________________________________________________________________________________ Transportation/mileage and parking ______________________________________________________________________________ Hotel Accommodations _____________________________________________________________________________________________ Name # nights rate tax Meals Day of Week Breakfast Lunch Dinner Daily Total (Not to exceed $34.00)
____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________ PROGRAM (S) TO CHARGE: 1. TOTAL EXPENSES ______________________________
____________________________________________________________________
2. ____________________________________________________________________
__________________________________________ Signature of Claimant __________________________________________ Area Chair/Program Manager __________________________________________ Principal/Director __________________________________________________ Manager of Business Services __________________________________________________ Assistant Superintendent of Business & Classified Personnel
(Rev. 01/07)