Required Documentation

The following information is required when creating your expense report:

Business Purpose

You must provide a business purpose and supporting documentation to validate the need for travel, group, business, or hosted meals and entertainment. Describe the business purpose in terms that an internal or external reviewer can easily understand. See the Meals section for more details on requirements for meals.

For conferences or business meetings, provide a conference brochure, itinerary, or letter of invitation listing the dates, schedule (including meals provided), and the event purpose.

Proof of Payment

Proof of payment can be a receipt (paper or electronic); a bank or credit card statement; or a copy of a check or a canceled check; and it must include the name of the vendor, the location of the transaction, the transaction date, the amount that was paid, a description of the goods or services received (detailed receipt), and the method of payment.

When lodging is paid through an online service like Expedia or Priceline, obtaining a bill at checkout may be difficult. The lodging was not paid directly to the hotel, so they generally cannot provide a receipt at checkout. However, the hotel should be able to provide you with some sort of proof-of-stay. You should request something from the hotel to indicate you stayed there. Examples include a zero-balance folio for the room indicating your name on the room or even a note on hotel paper with the dates of stay and your name, signed by the hotel.

What’s Required

Itemized receipts are required, regardless of the dollar amount or form of payment, for the following:

• Hotels and lodging.
  • Proof-of-stay required for travel on sponsored awards. See Sponsored Travel.
• Air travel, indicating the carrier and class of service.
• Car rentals.
• Business entertainment, including pre-approval. See Reimbursable Expenses.
• Group, business, or hosted meals, including a list of attendees and a business purpose. See Meals.
• Single-day travel expenses, including meals.
• Commercial ground transportation (such as a train, bus, or boat) if the roundtrip cost exceeds $75.
• Any other expenses exceeding $75.

You must also provide quotes for comparable airfare when booking approved premium fares or personal travel. See Air Travel for details.

You must submit the required approvals for travel, airfare upgrades, extended stays, and documentation for any other special circumstances or exceptions. See Pre-Trip Approvals.

What’s Not Required

Itemized receipts are not required for all other expenses not mentioned above that are less than $75, but you must indicate the nature of the expense, date, location, and dollar amount paid.