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NCSSM

Overnight Trip Budget Template

Instructions and Guidelines

Introduction

This budget template is expected to be used for any overnight trips involving students sponsored by

NCSSM. It should include all expenses associated with providing the opportunity for student travel,

Once travel is complete, the actual cost for items in each expense category must be entered within 30

days, and supported whenever possible by receipts. Any remaining funds, must be equably distributed

to the students/parents who paid for the trip.

Sponsor Expenses

Additional staff sponsor expenses are those costs expected to be incurred while traveling, that are NOT

previously included in the trip budget, yet are expected to be paid by the students. For example, the

sponsor’s food cost is eligible to be paid by the students. If the students’ food cost is not included in the

budget as a prepaid cost of the trip, an estimate for the cost of the sponsors’ food should be included

information will be calculated automatically and this can only happen if it is entered electronically. Use

the details column to briefly explain your entries, and add lines to the various expense categories, as

necessary.

If your trip costs include a lump sum that consolidates things such as lodging, travel and food, put this

amount in the Miscellaneous category, and provide an explanation in the details section of specifically

what is included.

Expense Guidelines