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.
If a receipt was lost or, for some reason a receipt or invoice was not provided, contact the vendor to get a duplicate. In the rare situation that a receipt from the vendor is unavailable, complete a Substantiation for Lost or Unobtainable Receipts form. Not providing substantiation (documentation such as a receipt or the Substantiation for Lost or Unobtainable Receipts form) 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 for Lost or Unobtainable Receipts form 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.
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 | 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.
For questions or additional details, please contact the Purchasing Card Office.
To request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.