Field trip money collection form (printable)

How to use this template

Fill in the top block before the first payment, keep the roster and the payment log side by side, and reconcile the tally before any money goes to the bank. The tables print as they are or copy into a spreadsheet, and the same form fits school and youth group trips. Work in this order.

1. Fill in the top block: the trip, the cost per student, any deposit, the cutoff date and who collects.
2. List every student on the roster with the amount due. Put any waived or scholarship amount in the Waiver column.
3. Log each payment as its own row, with the date, method, amount and receipt number. A partial payment is a normal row.
4. Update the roster after each payment. Balance is amount due, minus waiver, minus paid.
5. Reconcile the tally. Cash plus checks plus online payments must equal the Paid column. Cash plus checks must equal the amount on the deposit slip.

The example is a hypothetical class of 8 students at $42 each, with a $20 deposit and a cutoff of Oct 10.

The template

Top block

Write the cutoff date where every family will see it.

Field	Entry	Field	Entry
Trip	Museum visit	Date of trip
Cost per student	$42.00	Deposit	$20.00
Cutoff date	Oct 10	Collected by

Roster

For 8 students, $336 is due, $63 is waived and $209 has been paid, so $64 is still owed. Ella paid a $20 deposit and owes $22. Grace has not paid and owes $42.

Student	Amount due	Waiver	Paid so far	Balance
Ava	$42.00	$0.00	$42.00	$0.00
Ben	$42.00	$0.00	$42.00	$0.00
Chloe	$42.00	$42.00	$0.00	$0.00
Diego	$42.00	$21.00	$21.00	$0.00
Ella	$42.00	$0.00	$20.00	$22.00
Finn	$42.00	$0.00	$42.00	$0.00
Grace	$42.00	$0.00	$0.00	$42.00
Hugo	$42.00	$0.00	$42.00	$0.00
Total	$336.00	$63.00	$209.00	$64.00

Payment log

Every payment gets one row, in the order it arrives. The last column holds the receipt book number and the initials of whoever took the money.

Date	Student	Method	Amount	Receipt no. and initials
Oct 3	Ava	Cash	$42.00	101 MR
Oct 3	Hugo	Cash	$42.00	102 MR
Oct 4	Ben	Check 1187	$42.00	103 MR
Oct 5	Ella	Online	$20.00	Conf. 5521
Oct 6	Finn	Online	$42.00	Conf. 5530
Oct 7	Diego	Cash	$21.00	104 MR

Cash and bank deposit tally

The cash count and the check total go on the deposit slip. The sum of everything received must match the Paid column on the roster.

Line	Amount
Cash counted	$105.00
Checks (list the numbers)	$42.00
Online payments received	$62.00
Total received	$209.00
Sum of the Paid column	$209.00
Difference (should be $0.00)	$0.00
Deposit slip (cash plus checks)	$147.00

Refunds

Use this block only if a student drops out or the trip is cancelled.

Student	Refund	Date	Method and initials

What to agree on

Partial payments

Decide the deposit and write it in the top block. Ella’s $20 payment is a deposit, and her balance of $22 is $42 minus $20. A later payment is a new row, never a change to the old one.

The cutoff date

By the cutoff, the Balance column should read $0.00 for every student, and anyone still above zero gets a follow-up. Put the date on the form itself, because a date mentioned only in a letter gets lost. To set the cost per student when chaperones are included, use the school trip cost calculator.

Waivers and privacy

Keep the Waiver column on a copy that only the person handling the money sees. The roster shared with other adults can drop it.

The refund rule

Write the refund rule on the form before the first payment, and use the Refunds block for every refund. If Finn dropped out on Oct 9 and got $42.00 back, the Paid column stays at $209.00 on the roster, refunds total $42.00 and the net collected is $167.00.

When the money is not a one-time trip fee

A group that collects the same amount from members every term or month needs a different layout. How to collect club dues covers the limits and fees of the payment apps, and the club dues tracker fits a membership that pays more than once.