133.00 SUBSTANTIATION OF RECEIPTS FOR CASH ADVANCE OR REIMBURSEMENT

Employees being reimbursed for expenses incurred on the College's behalf  (Policy 132.00) or who are traveling on College business (Policy 131.00), whether with students or without, are subject to the following rules related to receipts for reimbursement or clearing open cash advances:

1. Receipt must have the name of the vendor, printed by the vendor on cash register or credit card tape, letterhead, or may be hand-written. If a hand-written receipt is to be used, it must be signed by an employee of the vendor and a valid phone number must be included.
2. Receipt must be dated with day/month/year, printed by the vendor on cash register or credit card tape, letterhead, or may be hand-written. If a hand-written receipt is to be used, it must be signed by an employee of the vendor and a valid phone number must be included.
3. Sufficient information must be included so as to make it clear what the payment was for. This information must be printed by the vendor on cash register or credit card tape, letterhead, or may be hand-written. If a hand-written receipt is to be used, it must be signed by an employee of the vendor and a valid phone number must be included.
4. Receipt must be directly related to the purchase order associated with the reimbursement or receipt; it must be for the same time period and used for the purpose as stated. Example: Meal money may not be used to purchase supplies, team meals may not be used for recruiting, etc. Receipts for miscellaneous but related items will be allowed in travel situations, limited to $25.00 per trip.

Receipts failing to meet any of these requirements will not be considered when closing cash advances or making payment for reimbursement. In the case of cash advances, receipts and any money not used must be turned in to the Business Office and fully accounted for before another cash advance will be issued. In the case of reimbursement for travel, a copy of the request for absence must be attached. In the case of reimbursement for meals not related to travel, detail substantiating the reason for the meal must be included on the purchase order.

Adopted December 20, 2004
Revised October 18, 2011

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