When payment is made to an individual or vendor, a Lewis-Clark State College representative pays for the product or service and obtains a receipt documenting the purchase. An acceptable receipt has all five of the following attributes:
- Vendor name & address
a. If not printed on the receipt, ask the vendor to stamp or print the business name & address on the receipt
- Date of purchase
a. The purchase date should not exceed 30 days prior to submitting for payment or reimbursement
- Detailed description of the purchase
a. Itemized descriptions for each item purchased, including quantity
- Total amount paid
a. Sales tax should not be included on any in state purchases
b. Sales tax can be reimbursed for out of pocket purchases tendered by an individual
- Method of payment
a. Receipt should reflect if transaction is a direct bill to LC or paid in full
b. If payment method is via personal credit card, the receipt should reflect the employee's name along with the last 4 digits of the credit card.
Here's a few extra tips and ideas about valid receipts:
- If approved by the next level of authority, a gratuity on an approved meal reimbursement may be included. The gratuity can be handwritten on the detailed restaurant receipt. 15-18% is acceptable.
- Paper clips increase the chance for a lost receipt. To ensure a receipt is not separated from the payment document, staple it to the document. If the receipt is small, tape it to an 8 ½ x 11 piece of paper prior to stapling it to the document.
- Credit card slips are not a valid receipt unless all five items listed above are included.
- E-mail receipts must identify all five items listed above and have the business name in the e-mail address.
- All receipts must clearly be from a third party source with detailed descriptions of the relevant purchases.
- If a receipt is lost, the individual who lost the receipt must demonstrate a good faith effort to obtain another receipt from the vendor. If unable to obtain another copy, a written request for undocumented reimbursement maybe initiated. The request needs to be approved by the requestor’s supervisor, attached to a requisition and processed through the normal purchasing process.