Policy: 201.L Receipt Requirements
Statement of Policy
As a general rule, receipts are required for all transactions, regardless of the payment type. Exceptions to that policy are listed below.
All transactions must always be supported by a receipt regardless of the dollar amount.
- Standard purchasing card transaction documentation requirements are outlined in the “What Qualifies as Source Documentation?” section.
- Travel-related purchasing card transaction documentation requirements are outlined in the Purchasing Card Travel Guide.
All Other Payment Mechanisms
Please follow the receipt requirements outlined in the procedure section for all other payment types.
Procedure
- Foreign Travel Receipts - Receipts for payment made in foreign currency and written in a foreign language should be translated to English and converted to U.S. Dollars (http://www.oanda.com/convert/classic). The method of payment should also be listed on the receipt.
- Missing Receipts - If you do not have the receipt required for claimed expenses that exceed $25, enter the explanation. Include the following information:
- Description of expense being claimed
- Vendor name
- Explanation of what happened to the receipt (missing, lost, never issued, etc.)
Requirements
| Receipt ALWAYS Required | Receipt Required When Claimed Expenses Exceed $25 | Receipt Not Required for Expenses Within Set Limit |
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Purchases and Related Detail
Detailed receipt requirements and expense limits, links to applicable policy, and the e‑Reimbursement Expense Type for specific purchases are listed below. |
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| Purchase | Detailed Receipt Requirements and Expense Limits | Link to Applicable Policy |
| Airfare | Receipt required for all fares. An airline receipt is the original "Passenger Receipt" plus any applicable original travel agency invoice/itinerary and evidence of any payment of service fee amounts. Must include the following detail:
The business purpose of the trip must be clearly stated on the transaction. If the original invoice/itinerary is not available, a reasonable copy or computer print-out (e.g., Internet/e-mail confirmation), containing the detail outlined above, along with proof of payment (e.g., credit card statement or canceled check), will be acceptable. Credit card charge statements and/or slips alone are not acceptable as documentation because these lack sufficient detail. |
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| Aisle/Exit Row Seat Fees | Receipt required when claimed expenses exceed $25.00. Provide an explanation for any fees charged for changing a non-refundable ticket (e.g., departed early to save on meals and lodging, dates of meeting changed, etc.). | |
| Baggage Fees | Receipt required when expenses claimed exceed $25.00, without justification, for the first checked piece of baggage. Costs for additional baggage beyond the first checked piece of baggage will be reimbursed by attaching a receipt and documented business justification. | |
| Train | Receipt required for reimbursement of intercity travel when claimed expenses exceed $25.00, including tip. | |
| Bus | Receipt required for reimbursement of intercity travel and when claimed expenses exceed $25.00, including tip. | |
| Taxis and Airline Shuttles | Employees shall obtain and provide receipts whenever the cost of a one-way fare and claimed expenses exceed $25.00, including tip. | |
| Fleet Vehicle Expenses | Receipt required. Emergency expenditures related to the operation of the vehicle and gasoline purchases where the credit card (Voyager Card) are not accepted. | |
| Vehicle Rentals/Insurance | Receipt required. Include the original vehicle rental agreement. Receipt must indicate the following:
Receipts for gas must be submitted for reimbursement. |
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| Gas for Personal Vehicle | Receipt required when claimed expenses exceed $25.00. Cost cannot exceed the mileage rate that would have been allowed. | |
| Lodging | Receipt required; must be an original, itemized, detailed receipt showing the following:
If lodging is greater than the maximum allowed, detailed information or justification is required. |
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| Meals | Receipt required when claimed expenses, including tip, exceed allowable maximums. Reimbursement is limited to the actual expense incurred and if over the allowable maximums, include a business-related justification. | |
| Hosted Meals | Enter expenses per meal, including applicable taxes, gratuity and service charges. The specific names of the persons for whom meals are being purchased and their affiliation, along with the business purpose must be provided. Receipts are required. |
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| Bottled Water (international travel only) | Receipt not required; reimbursable for international travel and up to $7.50 per day. | 201.J- International Travel (foreign travel) |
| Laundry, Cleaning, and Pressing | Receipt required; reimbursable for stays exceeding three days and not more than once a week. | |
| Telephone, FAX, and Internet Connectivity (business related) | Receipt required. | |
| Passports, Visas, and Innoculations | Receipt required when claimed expenses exceed $25.00. Inoculations not covered by insurance are reimbursable with an explanation. | |
| Parking Charges and Tolls | Receipt required when claimed expenses exceed $25.00. Parking at headquarters (worksite) is not reimbursable. | |
| Tips/Gratuities (hotel employees) | Receipt not required; reimbursement limited to the following:
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| Registration Fees | Receipt required when claimed expenses exceed $25.00. Include the following information:
Non-business related activities included in the fee (e.g., sightseeing tours, golf outings, etc.) are not reimbursable. nclude all registrations paid directly by the University with a purchasing card, direct bill, or purchase order on the expense report and use the Expense Billing Code called University Prepaid. |
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| Porterage Tips | Receipt not required; reimbursement limited to $1.00 per piece of luggage. Claims for higher amounts involving unusual situations should be explained. | |
| Other Miscellaneous Travel-Related Expenses | Receipt required. For expenses related to ATM/Travelers Checks, transaction/purchase fees are reimbursable with justification. | |
Contacts
Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.
Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.