{"id":64,"date":"2019-04-17T12:57:49","date_gmt":"2019-04-17T17:57:49","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?page_id=64"},"modified":"2025-06-24T11:52:50","modified_gmt":"2025-06-24T16:52:50","slug":"receipt-requirements","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/receipt-requirements\/","title":{"rendered":"Receipt Requirements"},"content":{"rendered":"\n\t\t\t\t\t<div id=\"cfct-build-64\" class=\"cfct-build grid\">\n\t\t\t\t\t\t<div class=\"row\"><div class=\"col-md-3 cfct-block\">\n\t\t\t<div class=\"cfct-module cfct-supplemental\">\n\t\t\t\t    <div class=\"cfct-mod-content\">\n    <nav class=\"widget widget_meta\" >\n\n        <div class=\"menu-cfct-module-497d2eefbe5bbdf8c5a3f43e68e79470-container\"><ul id = \"menu-reimbursement\" class = \"menu nav\"><li id=\"menu-item-9170\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children menu-item-9170\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/\">Reimbursement<\/a>\n<ul class=\"sub-menu\">\n\t<li id=\"menu-item-9179\" class=\"menu-item menu-item-type-custom menu-item-object-custom menu-item-9179\"><a href=\"https:\/\/portal.sfs.wisconsin.edu\/login\">E-Reimbursement Login<\/a><\/li>\n\t<li id=\"menu-item-9169\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-9169\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/expense-reimbursement-requirements\/\">Expense Reimbursement Requirements<\/a><\/li>\n<\/ul>\n<\/li>\n<li id=\"menu-item-9173\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-has-children menu-item-9173\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/receipt-requirements\/\">Receipt Requirements<\/a>\n<ul class=\"sub-menu\">\n\t<li id=\"menu-item-14285\" class=\"menu-item menu-item-type-post_type menu-item-object-post menu-item-14285\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/2022\/09\/07\/new-uw-system-international-receipt-form\/\">UW System International Receipt Form<\/a><\/li>\n\t<li id=\"menu-item-9172\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-9172\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/lost-receipts\/\">Retrieve Agency Invoices<\/a><\/li>\n<\/ul>\n<\/li>\n<li id=\"menu-item-9176\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-9176\"><a href=\"https:\/\/www.wisconsin.edu\/travel\/reimbursement\/expense-system-tutorials\/\">Expense System Tutorials<\/a><\/li>\n<li id=\"menu-item-9180\" class=\"menu-item menu-item-type-custom menu-item-object-custom menu-item-9180\"><a href=\"https:\/\/www.wisconsin.edu\/sfs\/sfs-9-2-upgrade-faq-ex\/\">E-Reimbursement FAQ<\/a><\/li>\n<\/ul><\/div>    <\/nav>\n<\/div>\n\n\t\t\t<\/div><\/div><div class=\"col-md-9 cfct-block\">\n\t\t\t<div class=\"cfct-module uwsa-rich-text\">\n\t\t\t\t<div class=\"cfct-mod-content copy\"><div class=\"notice alert alert-info\">\n<h5><span class=\" uw-info-circled\"><strong>Upcoming Changes to UW Travel Policy &amp; Expense System<\/strong><\/span><\/h5>\n<p><strong>Effective July 1, 2025:<\/strong><br \/>\nThe Universities of Wisconsin will implement a new, consolidated travel policy (SYS 405: <a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/travel-and-expense-general-travel-expense-policy\/\">General Travel &amp; Expense Policy<\/a>). This updated policy replaces six existing travel policies and provides a streamlined framework for all travel and expense-related procedures.<\/p>\n<\/div>\n<h2>Receipt Requirements<\/h2>\n<h5>Travelers are advised to retain copies of <strong>all<\/strong> business travel receipts for personal tax filing purposes. For University reimbursement or payment, the receipt requirements are listed below.<\/h5>\n<p>Policy Reference: <a href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/universities-of-wisconsin-travel-and-expense-policy\/#VII.ReceiptRequirements\">https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/universities-of-wisconsin-travel-and-expense-policy\/#VII.ReceiptRequirements<\/a><\/p>\n<h4><strong>VII. Receipt Requirements<\/strong><\/h4>\n<ul>\n<li>Electronic receipts must be clear and legible. Efforts should be made to remove any sensitive information from receipts in order to comply with\u00a0<a href=\"https:\/\/compliance.wisc.edu\/hipaa\/\" target=\"_blank\" rel=\"noopener\">HIPAA<\/a>\u00a0and any UW institution\u00a0<a href=\"https:\/\/www.wisc.edu\/privacy-notice\/\" target=\"_blank\" rel=\"noopener\">Privacy Notice<\/a>.<\/li>\n<li>Receipts are required for all Purchase card transactions.<\/li>\n<li>Receipts are required for out-of-pocket expenses or Shared Liability card transactions over $50.<\/li>\n<li>Receipts and\/or other supporting documentation in foreign currency must be converted to U.S. dollars for documentation purposes.<\/li>\n<li>Receipts in foreign languages must have key data elements translated to English before submitting.<\/li>\n<\/ul>\n<h2><strong>When is a Receipt Required for Reimbursement or Payment<\/strong><\/h2>\n<h3><strong>Any Expense Regardless of Amount:<\/strong><\/h3>\n<ul>\n<li>Purchase Card Transactions<\/li>\n<\/ul>\n<h3><strong>Expenses Over $50<\/strong><\/h3>\n<ul>\n<li>Shared Liability Card and Out-of-pocket\/Personal card transactions<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2>Considerations for International Receipts<a id=\"international\"><\/a><\/h2>\n<h4>Receipts from Remote Locations<\/h4>\n<p>Some extremely remote destinations may not be able to provide a printed receipt. In these events, the traveler may use the <span class=\"doc-icon\"><a class=\"doc-type pdf\" href=\"https:\/\/www.wisconsin.edu\/travel\/download\/special_topics(2)\/international_travel\/Intl_Receipt-Certification-Form_2022.pdf\" target=\"_blank\">International Receipt Certification Form<span class=\"sr-only\"> pdf<\/span><\/a><\/span>\r\n, be hand written or come from an institution supplied receipt book. These receipts must include:<\/p>\n<ul>\n<li>The name &amp; (approximate) address of the vendor providing the goods or services<\/li>\n<li>The date that the specific services were received or items were purchased<\/li>\n<li>Itemization of the services and\/or goods and pricing<\/li>\n<li>Final amount due and evidence that it was paid (i.e. vendor signature)<\/li>\n<\/ul>\n<h4><strong>Receipt Translation<\/strong><\/h4>\n<p>Receipts and\/or other supporting documentation in foreign currency must be converted to U.S. dollars for documentation purposes. Documentation and receipts in foreign language must be translated prior to submitting. <a href=\"https:\/\/translate.google.com\/\"><em>Google Translate<\/em><\/a>\u00a0is the standard for completing this requirement.<\/p>\n<h5><strong>Currency Exchange\u00a0<\/strong><\/h5>\n<p>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 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\u00a0<a href=\"http:\/\/www.oanda.com\/currency\/converter\/\"><em>OANDA<\/em><\/a>\u00a0, the University\u2019s 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.<\/p>\n<p>&nbsp;<\/p>\n<h2>Requirements for a Valid Receipt<\/h2>\n<h3>An original receipt is a written acknowledgement that the vendor has been paid for providing goods or services.\u00a0 To be considered original it must show:<\/h3>\n<ul>\n<li>The name &amp; address of the vendor\u00a0providing the goods or services<\/li>\n<li>The date that the\u00a0specific services were received\u00a0or items\u00a0were purchased<\/li>\n<li>Itemization of the services and\/or goods and pricing<\/li>\n<li>Final amount due and evidence that\u00a0it was paid<\/li>\n<\/ul>\n<p>Original, itemized receipts are required based upon the expense types and dollar limits listed below. \u00a0Credit card statements alone do not meet the receipting requirements. Scanned receipts are accepted as originals providing they meet\u00a0the same requirements for paper receipts. Keep in mind that if you&#8217;re planning to scan your receipts or other required documentation, the scan must\u00a0be clear, legible and saved in a format that allows opening and printing.<\/p>\n<\/div>\n\t\t\t<\/div><\/div><\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t","protected":false},"excerpt":{"rendered":"","protected":false},"author":869,"featured_media":0,"parent":66,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-64","page","type-page","status-publish","hentry","cfct-can-haz-build"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/64","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/users\/869"}],"replies":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/comments?post=64"}],"version-history":[{"count":4,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/64\/revisions"}],"predecessor-version":[{"id":18828,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/64\/revisions\/18828"}],"up":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/pages\/66"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=64"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}