Barrett Processes
Receipts
Rev.
Purpose
This Process Guidance is designed to assist you in ensuring the receipts for various purchasing processes are accepted.
Items Covered
References
Receipts
Best practice:
- ASK the Business Office before spending personal funds that you may not get back, or University funds that you may end up owing back
- Submit receipts immediately after purchase. Barrett requests that your receipts are submitted within 30 days. You must submit within 45 days from purchase date in order to stay in compliance with Accountable Plan rules as outlined in the Financial Services Manual.
- Submit both the itemized register receipt reflecting items purchased and associated cost, as well as credit card receipt reflecting the payment. Total amounts must match.
- Date of purchase visible
- Method of payment and purchaser name visible
- If method of payment is not visible, provide a redacted copy of bank statement reflecting the accountholder name, last 4 of card#, merchant, and posted charge amount. REDACT all other information prior to submission
- Use the most reasonable sources for all purchases
- Provide explanation for anything not perfectly clear by the documentation provided (discrepancy in price versus what was charged, etc.)
Food receipts
- No alcoholic beverages included on food receipts
- No tips in excess of 20% of the total bill including tax (no alcohol) ; tips exceeding 20% will not be reimbursed
- Provide a redacted copy of bank statement if tip amount is only written in on the receipt
- Do not include delivery fee when calculating the tip amount; delivery fees exceeding 20% are not considered reasonable and must be considered when calculating the tip; if there are two delivery fees, the sum total cannot exceed 20%.
- Food purchases may not exceed $40/person
- Purchase only what is reasonable for your event – if you have a maximum of 15 people attending, do not purchase plates/forks/spoons/napkins in large quantities, or order additional food items, etc