Expense Reimbursement Effective January 1, 2026.xlsx

	A	B	C	D	E	F	G	H
1			*Please download and complete in Excel for proper fill and formatting*
2							Employee ID#
3
4		Brunswick County Schools
5	Expense Reimbursement
6				Effective January 1, 2026
7
8		Employee :				School/ Dept:
9		Workshop:				Location/City
10		Departure:				Return :
11			Date	Time			Date	Time
12
13		Instructions for completion follow this form. Please review instructions, attach required documentation
14		and sign prior to submission to avoid processing delays.
15
16		Current Allowable Rates:		Breakfast	Lunch	Dinner	Hotel	Total
17		In State:		$10.60	$14.00	$24.40	$94.10	$143.10
18		Out of State:		$10.60	$14.00	$27.70	$111.10	$163.40
19
20			Date	Breakfast	Lunch	Dinner	Hotel (inc Tax)	Daily Total
21		Sunday						0.00
22		Monday						0.00
23		Tuesday						0.00
24		Wednesday						0.00
25		Thursday						0.00
26		Friday						0.00
27		Saturday						0.00
28			Subtotals:	0.00	0.00	0.00	0.00	0.00
29		Mileage:
30		BCS vehicle unavailable (attach documentation), reimbursement rate = 72.5 cents per mile
31					Roundtrip Miles:
32		Airfare, District Vehicle Refueling, Taxi, Parking or Other (attach all supporting documentation):
33							Registration:	0.00
34							Sub-Total:	0.00
35							Less Advances:
36
37							**Balance Due to Employee/BCS:	$0.00
38		**If balance is negative this equals amount due to BCS. Please attach repayment.						$0.00
39
40		I hereby certify that this is a true and accurate statement of expenses incurred.
41		Employee:					Date:
42		Supervisor:					Date:
43		Budget Manager:					Date:
44		Budget Code:
45
46		This instrument has been pre-audited in the manner required by the School Budget and Fiscal Control Act.
47		Finance Officer:					Date:
48
49		Instructions for Completion
50
51		Request for reimbursement MUST be submitted within 30 day of return from travel
52
53		Expense Reimbursement must be fully completed and approved with the required documentation attached
54		prior to submission.
55		*	Attach copy of the following:
56				Approved Request for Professional Leave form
57				Event agenda
58				Hotel receipt showing a 0.00 balance
59				Google Map supporting mileage
60				Airfare, taxi or shuttle service receipts
61				Gas receipts if purchased for BCS vehicle
62				Documentation of district vehicle denial if requesting mileage reimbursement
63		*	Receipts are not required for:
64			*	Gas when using personal vehicle
65			*	Reimbursement up to $5.00 for use of public transportation to and from
66				the airport (in lieu of taxi or airport shuttle)
67			*	Meals
68
69		Mileage should be calculated from the shorter of home or work base, to the event site
70
71		Meal expenses included in the cost of other activities (hotel, event registration, etc.) may
72		not be duplicated in reimbursement request. (Breakfast may be requested when only a continental
73		breakfast is provided.)
74
75		Lunch cannot be reimbursed without an overnight stay
76
77		If departure time is before 6:00am and/or return time is after 8:00pm, reimbursement may be
78		requested for the morning/evening meal. Specific times must be shown on Expense Reimbursement.
79
80		All expenses should be listed on the form, including prepayments and/or advances.
81
82		Incomplete requests will be returned for corrections and may delay payment. Packets should be
83		remitted to the supervisors AA or school treasurer to obtain approvals and forward to the budget manager
84		The budget managers AA should forward packet to finance once fully approved.
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100