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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,
including those paid in advance, en route, and/or upon return.
Anticipated travel expenses are listed in categories--lodging, transportation, program activities, etc.
While most entries indicate an aggregate expense for each item, the budget template is intended to
calculate the per student travel cost.
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
under the Sponsor Expenses category. Similarly, estimates of any additional sponsor cost for
transportation or events also should be included in the trip budget.
How to use this Template
The template is designed to be used electronically--DO NOT print it to complete by hand. Certain
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
Allowable Expenses
The NCSSM Overnight Trip Budget is restrictive as to the expenses you are allowed to include. Students
should be advised to bring pocket money for souvenirs and other student specific expenses. Items that
are NOT allowable as part of the general trip budget include the following: