Short Answer

In North Carolina, a guardian seeking reimbursement must show the expense was reasonable and for the ward’s benefit, and support it with vouchers (receipts, invoices, and proof of payment). Routine reimbursements are usually submitted and approved through the annual account (AOC‑E‑506). If the reimbursement uses the ward’s principal or is large/unusual, file a brief verified petition asking the Clerk of Superior Court to approve it before paying yourself.

Understanding the Problem

In North Carolina, as a guardian handling money for a ward, how do I get reimbursed for an expense I paid for the ward, and what forms and proof do I need to give the Clerk of Superior Court? Here, you already paid an invoice on your aunt’s behalf and received reimbursement and accounting forms from the clerk’s office to complete.

Apply the Law

Under North Carolina guardianship law, guardians of the estate (and general guardians acting over the estate) must account for every receipt and disbursement and keep clear proof of each payment. Reimbursements are allowed when the expense was for the ward’s support, maintenance, or other benefit. The main forum is the Clerk of Superior Court in the county where the guardianship is filed. Annual accounts are due within 30 days after the close of the fiscal year the guardian selects. Court approval is required before using principal for expenditures or selling significant personal property.

Key Requirements

• Proper purpose: The expense must be reasonable and for the ward’s support, maintenance, education, or benefit.
• Documentation (vouchers): Submit itemized invoices, receipts, and proof of payment (e.g., canceled check, bank/credit card statement) matching date, payee, amount, and description.
• Accounting entry: List the reimbursement on the annual account (AOC‑E‑506) with the date, payee (you), amount, and description; keep bank statements to substantiate balances.
• Prior court approval when required: If the reimbursement would use the ward’s principal, or involves selling personal property with an aggregate value over $5,000 in the accounting period, file a verified petition and obtain an order before payment.
• Role matters: If you are only guardian of the person, coordinate with the guardian of the estate to submit the request; reimbursements are paid from the estate.

What the Statutes Say

• North Carolina Gen. Stat. § 35A-1264 (Annual accounts) – Annual accounts due within 30 days after the guardian’s selected fiscal year-end.
• North Carolina Gen. Stat. § 35A-1268 (Exhibit of investments and statements) – Guardian must substantiate balances with bank/investment statements.
• North Carolina Gen. Stat. § 35A-1267 (Expenses) – Allows necessary support/maintenance expenses; guides reasonableness.
• North Carolina Gen. Stat. § 35A-1251 (Powers of guardian of the estate) – Court approval needed to spend principal and for sales of certain personal property.

Analysis

Apply the Rule to the Facts: Because you paid an invoice for your aunt, you can request reimbursement if it was for her support or benefit. Include the itemized bill and proof you paid it, then list the reimbursement on AOC‑E‑506 with matching details. If the charge relates to curing a default on your aunt’s car loan and would require using principal or lead to selling the car (especially if the value exceeds $5,000 in the period), seek a court order approving the payment or sale before reimbursing yourself.

Process & Timing

1. Who files: Guardian of the estate (or general guardian). Where: Clerk of Superior Court, Estates/Guardianship Division in the county where the case is opened. What: Annual Account (AOC‑E‑506) with receipts/vouchers; if using principal or seeking approval of a large/unusual reimbursement, add a short verified petition requesting an order. When: File the annual account within 30 days after the end of your selected fiscal year.
2. Clerk review: The clerk (or auditor) examines the account, compares entries to vouchers, and may request clarification or additional documents. If you petition for approval, you may need to provide notice as directed and attend a brief hearing. Timing varies by county.
3. Outcome: Routine reimbursements are approved when the annual account is approved; if a petition was filed, the clerk enters an order authorizing the reimbursement or other action (e.g., payment to cure auto arrears or permission to sell the car).

Exceptions & Pitfalls

• No proof, no reimbursement: Missing receipts, non-itemized bills, or no proof of payment can lead to denial or surcharge.
• Using principal without approval: If income won’t cover the expense, seek an order before reimbursing yourself from principal.
• Vehicle issues: For repossession-related charges, document the lien, arrears, and necessity. If selling the car and the value likely exceeds $5,000 in the accounting period, seek court approval first.
• Role confusion: A guardian of the person must route reimbursement requests through the guardian of the estate; don’t self-pay.
• Bank statement mismatch: Ensure the account balances on AOC‑E‑506 reconcile to bank/investment statements you exhibit.

Talk to a Guardianship Attorney

If you’re handling reimbursements or car‑related charges in a guardianship and need clear next steps, our firm has experienced attorneys who can help you understand your options and timelines. Call us today at 919-341-7055.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.