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 whether or not a receipt is required.
  • A description of the good or service purchased/business purpose, date of purchase, and amount of expense must accompany all requests for reimbursement or payment
  1. Proof of Payment is required.
  2. Lost receipts requirements:
  • A note acknowledging the receipt(s) was lost
  • 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