Receipt Procedures
What if I lose a receipt or do not obtain an itemized receipt?
University policy requires itemized receipts for all purchasing card transactions and all travel related transactions over $50. If you have lost or did not receive the receipt from a vendor, you should make the necessary efforts to obtain that receipt. Many vendors when contacted will be able to provide you with a duplicate receipt.
If you are unable to collect the duplicate receipt, then you can still submit the expense in Workday by completing a Lost of Missing Receipt Affidavit and uploading it on the expense report line item for which the receipt is missing.
Workday expense report reviewers/approvers will review/approve the Lost or Missing Receipt Affidavit including what efforts were made to obtain the missing receipt and validate that it is indeed a valid business expense.
What is an itemized receipt?
The following five elements are required on a receipt to properly claim it as a business expense:
- Name of the vendor
- Transaction date
- Detailed description of goods or services purchased
- Amount paid
- Form of payment (how you paid - cash, check, last 4 digits of credit card)
A credit card slip, bank statement, or credit card statement is not an itemized receipt. If a tip is included on the credit card slip then both the credit card slip showing the total amount and the itemized receipt need to be attached to the expense report as shown in the example below.
