Receipts & Documentation

It is recommended that a receipt be obtained for all transactions. For all lodging, air travel, rental car, other travel expenses, and meal expenses, an itemized receipt must be obtained regardless of the amount. For other purchases not related to travel or meals, an itemized receipt is required for transactions totaling $25 or more. If the amount of the transaction is below $75 and documentation of the purchase cannot be obtained from the vendor, fill out a Missing Receipt Statement in its entirety and put the statement in the receipt’s place in the monthly expense report. If the amount of the transaction is $75 or more, vendor documentation must be provided or cardholder reimbursement will be required.

A receipt can be one of the following:

  • Sales receipt
  • Invoice
  • Cash register tape
  • Itemized credit card slip
  • Packing slip
  • Order form
  • Email confirmation

All receipts must provide the following information:

  • Vendor name
  • Date of purchase
  • Items purchased
  • Unit cost
  • Total cost