Supporting Documentation Standards

Each disbursement transaction must be supported by adequate documentation. This requirement is primarily driven by federal regulations, but even more basic than that, it is just good business practice. If the University is making the payment, it should know precisely what it is paying for. This document describes the various supporting documentation requirements of the University.

1. Receipts are required for all expenses of $75 or more.

• The exception to this rule is hotel/lodging expenses, which must have receipts regardless of dollar amounts.
• Meals charged to grants are required to have a detailed/itemized receipt.

1. All receipts must sufficiently detail the item(s) that were purchased.
2. All expenses must be adequately documented, regardless of whether a receipt is required.

• A description of the good or service purchased/business purpose, date of purchase, amount of expense, and exchange rate support when the payment is made in a foreign currency must accompany all requests for reimbursement or payment.

1. Proof of payment is required.
2. Lost receipts requirements:

• In the rare situation that you cannot obtain a receipt, you must submit a lost/unobtainable receipt memo with the following information:
  • A note acknowledging the receipt(s) was lost or is unobtainable
  • Provide an explanation as to why the receipt or other documentation is not available, including attempts made to obtain the documentation from the vendor
  • Confirm reimbursement will not occur from another source
  • Description of the item(s) that were purchased, business purpose, date of occurrence, and amount of expense, and exchange rate support, as applicable
• Lost receipt memos should be considered an exception and not general practice. There are risks associated with using lost receipt memos on sponsored projects, as they may not provide an acceptable level of support required by a sponsor.