Expense Disbursement Supporting Documentation

The payment of business expenses is governed by IRS, accounting and Bucknell University policy guidelines. Accordingly, as a reminder, the supporting documentation requirements under Bucknell’s policy are listed below in this policy excerpt:

“Supporting Documentation

The IRS requires that detailed documentation accompany all reimbursement requests for travel and entertainment expenses. Bucknell requires receipts for airline tickets, lodging, rental vehicles, hostess gifts, conference registration fees, and meals and miscellaneous expenses greater than $25.

Regardless of the amount, the business purpose of the expense must be provided for each transaction. The business purpose can be written on the Travel Expense Form or the individual receipt. Sufficient evidence of business purpose should include:
List of attendees (self if alone)
Description of business purpose, topics discussed
Description of meal (i.e., lunch, dinner)
Description of entertainment (i.e., theatre)
Conference itinerary where applicable.

A valid receipt is one that indicates the following:
Vendor
Date
Location
Amount and tender of payment
Description of materials, service, meal, entertainment etc.

Credit card summary slips and statements are not valid receipts. If a vendor is unable to provide a valid original receipt or efforts to obtain a duplicate of a lost receipt have been exhausted, the individual will complete the Missing Receipt Form for transactions greater than $25 and attach it to the Travel Expense Report.

An image of the original receipt received via fax, scanner or Smartphone is acceptable.

Receipts for online purchases must show itemized charges and proof of payment.

Electronic receipts are acceptable providing they contain the same detail as the original paper receipt.

Please convert expenditures in a foreign currency to US dollars as supported by a receipt. (See http://www.xe.com/ucc for a conversion rate tool.)”

For additional information, please visit https://www.bucknell.edu/travel-and-expense/travel-and-expense-policy/travel-expense-reports.html or contact the Accounts Payable Office. Thank you.

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