Receipt Requirements
Receipt Requirements
| Expense Type | Documentation Required |
|---|---|
| Charge on the State Travel Card | Original itemized receipt |
| Transportation by Common Carrier (e.g., train, bus, airplane, subway) | Ticket stub, if purchase price is printed on the stub; or email receipt/e-ticket with price |
| Taxi | Original receipt |
| Rental Car | Original receipt showing time of return |
| Tolls - E-ZPass | E-ZPass statement with charges highlighted |
| Tolls - Cash | Original receipt |
| Gas | Original receipt |
| Hotels - Receipted |
Original hotel receipt showing a zero balance, method of payment, and the names(s) of the traveler(s). (If sharing the room, each traveler must pay their own portion, and get their own receipt to get the meal per diem). This is the proof the auditors require to show the person was actually there and is entitled to the reimbursement. |
| Miscellaneous and Incidental Expenses | Original receipt(s) |
|
Personal Mileage Reimbursement |
Statement of Automobile Travel (regardless of mileage) and a Car Rental Calculator worksheet (if the trip is more than 100 miles). |
* The Purchasing and Accounts Payable office has the discretion to, on occasion, allow reimbursement if a receipt is misplaced or illegible and there is no reason to question the legitimacy of the expense. However, travelers will be required to document these expenses in other ways, such as submitting a Declaration of Missing Receipt Form. For un-receipted expenses, such as mileage and un-receipted per diems, receipts are not required.
