When traveling to remote/international locations, a hardcopy receipt may be unattainable, illegible, or not contain sufficient information. Every effort should be made to obtain a legitimate receipt for all business expenses.
If a receipt cannot be obtained, theshould be submitted to justify the purchase. This form should be completed for each expense as needed and attached to the Travel Expense Report (TER).
Note: This form is not to be used for lost/missing receipts.
How does it work?
- Print copies of form in advance to bring on trip
- Fill out a separate receipt form for each vendor/payment
- Fill out all information on form
- Receipt form must be signed by the person/vendor receiving the payment
- Create a backup by taking a photo of the receipt form
- Save and submit the form with the corresponding expense report
Reminder on Currency Exchange:
Internationally incurred expenses paid and receipted in foreign currency must be submitted for payment or reimbursement in U.S. dollars using the exchange rate in effect on the date of payment. Include documentation on the expense report indicating what exchange rate was used to make the conversions (i.e. credit card statement, bank receipt etc.). For cash conversions, currency exchange rates can be found at OANDA , the University’s standard application for conversion. When converting cash, choose the +/- 0 (zero) interbank rate for the conversion. If purchases were made via credit card, use the exchange rate provided on the credit card statement.