SUBSTANTIATION FOR LOST OR UNOBTAINABLE RECEIPTS FORM INSTRUCTIONS
Systems and Procedures
A Division of The Corporate Controller's Office
IN

SUBSTANTIATION FOR LOST OR UNOBTAINABLE RECEIPTS FORM INSTRUCTIONS

Form Instructions

  1. Vendor - Enter the name of the vendor from whom the purchase was made
  2. Transaction - Enter the total dollar amount of the transaction
  3. Date - Enter the date the transaction occurred
  4. Explanation - Prove an explanation as to why the receipt or other documentation is not available, including attempts made to obtain the documentation from the vendor (a separate memo may be attached if necessary)
  5. Description - Provide a detailed description of what was purchased
  6. Purpose - Provide a detailed purpose of why it was purchased
  7. Cardholder name - Enter the Cardholders name.
  8. Cardholder signature - The cardholder must provide either their hand-written signature and the date the form is signed or provide their digital ID
  9. Account to be charged table - The account to be charged table contains four columns, one header row, and three data rows as follows:
    • Column 1 - Cost Object Type - Select the Cost Object type from the drop-down list
    • Column 2 - Cost Object Number - Enter the Cost Object number
    • Column 3 - General Ledger Account Number - Enter the general ledger account number
    • Column 4 - Amount - Enter the amount to be charged to this Cost Object number and GL account
  10. PI - If the transaction is charged to a federal grant or contract, enter the name of the Principal Investigator approving this transaction (if applicable) and the Principal Investigator must provide either their hand-written signature and the date the form is signed or provide their digital ID. If not charged to a federal grant or contact, skip to the Budget Administrator or Budget Executive approval
  11. BA - Enter the name of the Business Administrator or Budget Executive approving this transaction and the Budget Administrator or Budget Executive must provide either their hand-written signature and the date the form is signed or provide their digital ID
  12. FO - Enter the name of the Financial Officer or authorized Financial Officer delegate approving this transaction and the Financial Officer or authorized Financial Officer delegate must provide either their hand-written signature and the date the form is signed or provide their digital ID
Substantiation for Lost or Unobtainable Receipts Form