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

Substantiation for Lost or Unobtainable Receipts Form

Table of Contents:


Purpose:

The Substantiation for Lost or Unobtainable Receipts Form is used to document charges if a receipt or other documentation is lost or unavailable.

General Information:

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:

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.

Exhibit and Instructions:

To view document exhibits, click on link below:

Substantiation for Lost or Unobtainable Receipts Exhibit

Form Requirements:

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.

GURU PDF forms are designed for use with Adobe Acrobat Reade r or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the SUBSTANTIATION FOR LOST OR UNOBTAINABLE RECEIPTS FORM
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.

Where to Send Completed Forms:

The approved form is to be submitted to the Cardholders reconciler as soon as the material or service is received from the vendor.

Contact Information:

For questions, additional details, or to request changes to this form, please contact the Purchasing Card Office

Cross References:

(08-25-17)