Faculty Directors must obtain an official receipt showing payment method and a zero balance for each expense. Please note that Travel Accounting cannot accept handwritten proof of payment on a pre-printed invoice.
Receipts must contain:
- Vendor name, address, and logo
- Type of service(s) from vendor
- Name of person(s) receiving service(s)
- Date(s) of service(s)
- Total amount paid
- Date of payment
- Proof of payment (credit card number, balance due = 0, or cash amount on receipt)
Each receipt must be taped individually to one side of a 8 ½ x 11 sheet of white paper. The receipts will be photocopied and scanned; therefore, one should not use staples, tape multiple receipts on top of one another, write on the back, or fold receipts that are larger than 8 ½ by 11. Please be careful when taping receipts not to tape over any text as the ink will deteriorate and may become illegible. Receipts that are not submitted following these guidelines will be returned to the faculty director for correction.
Receipts should be organized into the following categories:
- Stipend/Guest Lecturers
Once receipts have been reconciled, the SAO will contact faculty directors to obtain their signature on the Travel Authorization and Reimbursement Form. The Travel Authorization and Reimbursement Form, along with all receipts, are due to University Accounting within 30 days after return to the U.S. Please note that the SAO needs at least 10 business days to process all of the receipts for a program before submitting them to Accounting, therefore faculty directors must submit receipts to the SAO no later than 20 days after return to the U.S.
When Receipts are Unavailable
Faculty Directors are advised to request a receipt for all expenses, even when a receipt is not customarily provided. In very limited instances FDs may use the Unreceipted Expense Form when a receipt is not available, and when the amount is relatively small (<$100). For example, when a vendor is not normally expected or accustomed to providing a receipt (most commonly in cash-based economies) or the person who is providing the service is not considered a vendor in the traditional sense (i.e., a local resident provides a lecture on regional history). The best policy is always to obtain as much documentation as possible regarding any expenses incurred.
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