Missing Receipt Affidavit (Page 2 of 2) in pdf

Missing Receipt Affidavit Page 2

Documentation Requirements

•

Air/Rail – Original ticket receipt

•

Hotel – Hotel folio for all lodging expenses

•

Car Rental – Car rental agreement receipt

•

Personal Car Usage – receipts for tolls and parking and daily mileage log listing date itinerary, and number of miles.

•

Meals (not covered by Per Diem allowance) – credit card receipt or cash register receipt (No restaurant tear tabs).

•

Receipts must include the name of the vendor, location, date, and dollar amount.

•

Detailed cash or sales receipts

•

Packing slips with a dollar amount

•

Subscription or dues forms.

Missing Receipts

General

Individuals must attempt to obtain a copy of the original receipt form the vendor. Both the individual and authorized signer must

sign missing receipt affidavits and authorized signer with a complete explanation of the expense if a copy of the receipt is

unobtainable.

Credit Card Receipts

Cardholders are required to obtain original receipts for all transactions. If this is not possible, a missing receipt affidavit must be

completed and signed by the cardholder and the authorized signer.

Airline Ticket Receipt

In the event of a missing airline receipt (last page of the ticket stub), the affidavit must be accompanied by some form of

documentation. The agency issuing the original receipt must be contacted and a copy of the receipt requested. All agencies are

required by the Airline Reporting Commission to keep copies of every ticket they issue.

If the traveler is unable to obtain a copy of the airline receipt, a copy of the American Express record of charge or itinerary and

form of payment (either credit card statement or cancelled check) must be included with the missing receipts affidavit.

Hotel Folio

The IRS requires a hotel folio or itemized bill for all lodging reimbursements.

Missing Receipt Affidavit Page 2