FSUFILM Handbook

Tag: financial-paperwork

  • Travel Card Agreement

    Travel Card Agreement

    Overview

    The travel card agreement outlines the expectations, responsibilities, and usage policies associated with the use of university-issued travel cards for approved production-related expenses.

    Because university purchasing systems involve strict financial oversight and accountability requirements, students and productions must follow clearly defined procedures when handling institutional funds. The agreement helps ensure that purchases are documented properly, expenses remain compliant with university policies, and financial records can be tracked accurately throughout the production process.

    Paperwork

    Thumbnail of the form
    Travel Card AgreementDownload (PDF)

    Instructions

    The Producer should use this agreement for travel paid using a Florida State University Travel Card (TCard). The form must be submitted to the Head of Production prior to booking travel.

    The Producer is responsible for submitting final receipts of the listed expenses to a designated staff member at the time the charges are made. The Producer agrees that these charges will be deducted from the production’s budget.

    Sample

    Here’s a sample of what the completed form should look like:

    Sample of a completed form
  • Reimbursement Voucher

    Reimbursement Voucher

    Overview

    A reimbursement voucher is used when a student or production seeks repayment for approved out-of-pocket expenses made on behalf of a production or related project activity. This process typically requires documentation such as receipts, purchase records, and supporting information verifying that the expense complied with approved production or university guidelines.

    Because university funds and production budgets require careful financial oversight, reimbursement requests must be documented accurately and submitted according to established procedures. Maintaining organized reimbursement records helps ensure accountability, supports accurate financial tracking, and reinforces professional habits related to production expense management.

    Paperwork

    Thumbnail image of the Reimbursement Voucher form
    Reimbursement VoucherDownload (XLS)

    Instructions

    Students should submit this log to the Film School Accountant for reimbursements for meals, production design, production supplies, and/or truck fuel that were used on a production.

    FSU does not allow for film school funds to be used on tips. Therefore, make sure you only list the subtotal BEFORE any tip amount is added.

    Tape receipts on supplemental sheets, ensuring that each receipt is taped at both the top and the bottom edge of the receipt.

    Sample

    Here’s a sample of what the completed form should look like:

    Sample of a completed form
    Sample sheet of receipts
  • Production Travel Agreement

    Production Travel Agreement

    Overview

    The production travel agreement outlines the expectations, approval procedures, and reimbursement policies associated with travel conducted for production-related purposes. This is used when travelers are expected to pay for eligible travel expenses upfront and then submit the appropriate documentation for reimbursement afterward.

    Because production travel involves university funding, liability, scheduling, and financial oversight considerations, expenses must be documented carefully and follow established procedures. The agreement helps ensure that travel is approved in advance, expenses remain compliant with university policies, and reimbursement requests can be processed accurately and efficiently.

    Paperwork

    Thumbnail of the form
    Production Travel AgreementDownload (PDF)

    Instructions

    This agreement is for production travel expenses to be paid for by the traveler and then reimbursed. The Producer of the production should assist the traveler with the completion of the form and ensure it is submitted to the Head of Production (or a designated delegate) at least seven days prior to the first day of travel.

    Reimbursed travel expenses will be made in the form of a check issued by Florida State University. The check will be mailed directly to the payee within 15 days of all receipts being submitted to the Head of Production (or a designated delegate).

    Sample

    Here’s a sample of what the completed form should look like:

    Sample of a completed form (page one)
    Sample of a completed form (page two)
  • Disbursement Advance Request

    Disbursement Advance Request

    Overview

    A disbursement advance request is used when productions seek access to approved funds in advance of anticipated production expenses, purchases, or operational needs.

    Advance funding requests require careful oversight because productions must be able to document how institutional or production funds are being used and tracked throughout the production process. Establishing clear advance procedures helps maintain financial accountability, reduce confusion surrounding expenditures, and support more organized production budgeting workflows.

    Paperwork

    Thumbnail of the form
    Disbursement Advance RequestDownload (PDF)
    Disbursement Advance RequestDownload (DOC)

    Instructions

    This form should be used in instances where a student is issued a disbursement advance for production-related expenses on a production. Advances will be issued to the student’s pre-paid Visa card.

    Students are required to submit itemized receipts for all expenses and to return any unused monies.