{"id":11524,"date":"2021-09-14T13:15:57","date_gmt":"2021-09-14T18:15:57","guid":{"rendered":"https:\/\/www.wisconsin.edu\/travel\/?p=11524"},"modified":"2021-09-14T13:16:32","modified_gmt":"2021-09-14T18:16:32","slug":"receipt-requirements-for-reimbursement","status":"publish","type":"post","link":"https:\/\/www.wisconsin.edu\/travel\/2021\/09\/14\/receipt-requirements-for-reimbursement\/","title":{"rendered":"Receipt Requirements for Reimbursement"},"content":{"rendered":"<h2><strong>When is a Receipt Required for Reimbursement?<\/strong><\/h2>\n<p>Travelers are advised to retain copies of\u00a0<strong>all<\/strong>\u00a0business travel receipts for personal tax filing purposes. For University reimbursement processing, the receipt requirements are listed below.<\/p>\n<h3><strong>Any Expense Regardless of Amount:<\/strong><\/h3>\n<ul>\n<li>Airline Tickets (must be agency invoice \u2013 the itinerary does not serve as a receipt)<\/li>\n<li>Airline Penalty Fees (Change\/Cancel)<\/li>\n<li>Rail Tickets\/Passes<\/li>\n<li>Travel or Tour Company Service Fees<\/li>\n<li>Registration Fees<\/li>\n<li>Lodging<\/li>\n<li>Vehicle\u00a0Rentals (original rental agreement and receipt)<\/li>\n<li>Vehicle Rental Gas<\/li>\n<li>Hospitality\/Hosted meals<\/li>\n<li>Visas for International Travel<\/li>\n<li>Vaccines\/Inoculations for International Travel<\/li>\n<li>Foreign Transaction Fees on Corporate Cards<\/li>\n<li>Relocation \u2013 \u00a0Moving Company\/U-Haul<\/li>\n<li>Non-travel related expenses<\/li>\n<\/ul>\n<h3><strong>Expenses Over $25<\/strong><\/h3>\n<ul>\n<li>Parking<\/li>\n<li>Bus Tickets\/Passes (each way)<\/li>\n<li>Taxis\/Shuttles\/Car Services (each way)<\/li>\n<li>Subway Passes (each way)<\/li>\n<li>Business Use of Internet\u00a0Access<\/li>\n<li>Tolls<\/li>\n<\/ul>\n<h3><strong>Expenses Over $30<\/strong><\/h3>\n<ul>\n<li>Airline Baggage<\/li>\n<\/ul>\n<h3><strong>No Receipts Required<\/strong><\/h3>\n<ul>\n<li>Meals &amp; Incidental (M&amp;IE)\u00a0Per Diem Allowance<\/li>\n<li>Day Trip Meal Allowance<\/li>\n<li>Relocation Stipends<\/li>\n<\/ul>\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\u2019re 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<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 receipt may either be 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.\u00a0<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","protected":false},"excerpt":{"rendered":"<p>When is a Receipt Required for Reimbursement? Travelers are advised to retain copies of\u00a0all\u00a0business travel receipts for personal tax filing purposes. For University reimbursement processing, the receipt requirements are listed [&#8230;]<\/p>\n","protected":false},"author":3346,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[73],"tags":[],"class_list":["post-11524","post","type-post","status-publish","format-standard","hentry","category-ters"],"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts\/11524","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/users\/3346"}],"replies":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/comments?post=11524"}],"version-history":[{"count":2,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts\/11524\/revisions"}],"predecessor-version":[{"id":11526,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/posts\/11524\/revisions\/11526"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/media?parent=11524"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/categories?post=11524"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.wisconsin.edu\/travel\/wp-json\/wp\/v2\/tags?post=11524"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}