Substantiation for Lost or Unobtainable Receipts Form
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
The Substantiation for Lost or Unobtainable Receipts Form is used to document charges if a receipt or other documentation is lost or unavailable.
If you lose a receipt or, for some reason, do not receive a receipt or invoice, contact the vendor to get a duplicate. In the rare situation that you cannot get a receipt from the vendor, you should complete a Substantiation Form for Lost or Unobtainable Receipts . This form requires approval by the budget administrator or budget executive and the Financial Officer before the transaction can be settled in ERS or reconciled in IBIS. Not providing substantiation (documentation such as a receipt or the Substantiation Form for Lost or Unobtainable Receipts) of a purchasing card transaction is a misuse of the purchasing card.
If a receipt or other documentation is lost or unavailable, the Cardholder must document the charge on the Substantiation Form for Lost or Unobtainable Receipts indicating the details of the purchase, the business purpose, and the amount of purchase.
This support form must be approved as follows:
- Transactions under $100: Budget Administrator and Financial Officer or Assistant.
- Transactions $100 or more: Budget Executive and Financial Officer (no delegates).
In cases of missing or lost receipts where the transaction will be charged to a federal grant or contract, the Principal Investigator (if other than the Cardholder) is also required to approve the support form.
To view document exhibits, click on link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
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|Ultimate Distribution:||Retention Periods:|
|Original||P-Card Reconciler||Posted to Other Accounts (including general) - Current Fiscal Year + 2 prior year|
|Grants and Contracts Original||P-Card Reconciler||Posted to Contracts and Grants - 3 years AFTER the end date of the agreement.|
The approved form is to be submitted to the Cardholders reconciler as soon as the material or service is received from the vendor.
For questions, additional details, or to request changes to this form, please contact the Purchasing Card Office
- Policy AD35 - University Archives and Records Management
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility