Substantiation for Lost or Unobtainable Receipts Form

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 for Lost or Unobtainable Receipts form. This form requires approval by the budget administrator or budget executive and the Financial Officer or authorized delegate before the transaction can be settled in SAP Concur. 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:

• Transactions under $100: Budget Administrator and Financial Officer or authorized FO delegate
• Transactions $100 or more: Budget Executive and Financial Officer or authorized FO delegate

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.

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The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. 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:

Where to Send Completed Forms:

The approved form is to be submitted with the SAP Concur Report 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:

• Policy AD35 - University Archives and Records Management
• Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility

(07/1/2020)