Expense Voucher Help Guide

When submitting an expense voucher, please select the account the expense should be tied to. All accounts are listed below. If you are not sure which is the appropriate account, contact [email protected].

Expense Accounts

  • NC Sch Counslr Confer. Expense
  • SC Sch Counslr Confer. Expense
  • SC Ed Op Expense
  • NC Ed Op Expense
  • Summer Newcomers Wks Expense
  • Executive Committee Expense
  • Budget & Auditing Comm. Expense
  • Annual Meeting Expense
  • Registrars Committee Expense
  • Nominating Committee Expense
  • Recom/Evaluations Comm Expense
  • Recognitions Committee Expense
  • Long Range Planning Comm Expense
  • Ethics Committee Expense
  • PAE Committee Expense 

 

Request for Payment

  • Please pay careful attention to the "Payee" information, the payee needs to match the actual company, school or person that the check will be made payable too. There is also a toggle switch if the payee is different from the submitter.
  • Payments will be made by check unless you indicate on the EV that it should be made by credit card.
  • If credit card payment is needed, please include the payment link in the Details section of the EV or upload the credit card authorization information at the bottom of the form.
  • Committee/Account:
    • If the NC Ed-Op, SC Ed-Op, NC School Counselor Conference (SCC) or SC School Counselor Conference (SCC) accounts are selected, you will be asked to enter the Name of Event the expense was for.
    • Include Name of Event in this format: Week 8B - Name of college fair or Raleigh School Counselor Conference.
    • Description of expenditure: Describe what the expense is for. Examples: rental deposit for Coliseum, dinner for college reps, caterer payment.

Travel Authorization

Description of expenditure: What event or meeting is the travel reimbursement for (Ex: 2024 Annual Meeting, May Executive Committee Meeting or Ed-Op In-person Meeting at Elon University)

Travel Expenses:

  • Mileage - upload map showing mileage from starting location to final destination. Add total mileage x rate per mile.
  • Meals - you can upload receipts or just be reimbursed with the per diem rate: $16.00 Breakfast; $19.00 Lunch; $28.00 Dinner (In-state); $31.00 Dinner (Out-of-State; Other than NC/SC)
  • Flights - choose a cost-effective option
  • Parking - airport parking/hotel parking upload receipt
  • Transportation - upload receipt (ride share, taxi or rental car)

Credit Card/ACH Authorization

The CACRAO Admin, President, President-Elect and Immediate Past-President have CACRAO credit cards to be used for CACRAO expenses only.

The credit card authorization should be used to reconcile charges made or to request payment by credit card or ACH to a vendor. For reconciliation, credit card receipts must be submitted by the 15th of the following month the charge is made.

Description of expenditure - Ex: Annual Meeting Monday event charges
Line Item - Ex: Amazon or Event Vendor Name