Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Substantiation for Lost or Unobtainable Receipts form is used to document charges if a receipt or other documentation is lost or unavailable. The original intent of the form was to document purchasing card transactions; however, it may be used to document a lost or unobtainabile receipt associated with any type of transaction.
If a receipt was lost, unobtainable, or not provided, contact the vendor to get a duplicate. In the rare situation that a receipt from the vendor is unavailable, or a receipt that was provided is illegible, complete a Substantiation for Lost or Unobtainable Receipts form indicating the details of the purchase, the business purpose, and the amount of the purchase. If a receipt was provided but is illegible, the original receipt is to be submitted along with the form explaining the receipt. Not providing substantiation (documentation such as a receipt or the form) of a transaction may result in a transaction becoming a non-reimbursed, personal expense.
This support form must be approved as follows:
In cases of missing or lost receipts where the transaction will be charged to a federal or federal flow-through grants or contracts, the Principal Investigator is also required to approve the form.
The above delegations must be documented in accordance with Policy FN18 University Approval Authorization.
To view document exhibits, click on link below:
Substantiation for Lost or Unobtainable Receipts Exhibit
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 Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for complete details.
If you encounter any difficulties with this process, contact the GURU support staff by submitting a GURU Technical Support Request Form.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Uploaded to expense report in SAP Concur or as supporting documentation in SIMBA | General Funds = End of fiscal year +7 years Contracts/Grants = End of fiscal year in which the contract/grant closes +7 years |
Electronic Data = delete from computer and empty computer recycle bin |
| Transitory copies* | Copies created during the signature process | Upon verification of successful upload into SAP Concur +1 month following payment | Paper documents = Secure bin disposal or shredded beyond recovery Electronic documents and data = delete from computer and empty computer recycle bin |
* - Transitory records are University records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records as delineated on the Records Retention Schedule.
The approved form is uploaded to the expense report in SAP Concur or a supporting documentation in SIMBA.
For questions or additional details, please contact:
To request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.