Description

When a reimbursement is made to an individual (or organization), the university pays for those products or services.  In this process, the university takes ownership of the original receipt of purchase.  For this reason, certain requirements must be met to ensure that a valid receipt is transferred to UNLV.


Policy

What Constitutes an Acceptable Receipt?
The "rule": An original receipt is required for reimbursement. The general exception to the "rule" is: receipts are not required for parking or ground transportation for costs under $25.00 for persons traveling on a travel document (employees/students/registered volunteers). This general exception does not apply to ISP's/Guests/Candidates/Other. Original receipts are required for all other reimbursement requests.

An acceptable receipt contains all five of the following attributes:

• The vendor or business name.
  • If not printed on the receipt, ask the vendor to stamp/print the business name on the receipt or attach his/her business card.
• A description of what was purchased.
  • If a description is not included on the receipt, attach an itemized description of the item(s) purchased.
  • If, for example, a meeting registration was paid for and the receipt does not specify the organization’s name, date, or cost of the meeting, attach a copy of the complete meeting announcement to the payment document which states that information.
  • If a hosted meal/event is being reimbursed, the names and affiliations of those hosted and the purpose for the meal/event needs to be included on the payment document.
• The total amount paid. 
  • When purchasing an item for UNLV, ask the vendor to ring up the sale as "tax-exempt." UNLV is exempt from paying state sales tax provided the sale is made in-state. 
  • A copy of the tax exempt certificate can be obtained by contacting Purchasing at 895-3521.
  • If the vendor charges sales tax, the payer will still be reimbursed.
• The method of payment. 
  • When paid in cash, the receipt must indicate "cash." 
  • When paid by check, include the check number, the date of the check, and the name of the bank the check was drawn on.
  • If a credit card was used, the credit card receipt or the original vendor receipt indicating "credit card/Visa/MC/etc." must be provided.
  • If the payment method states Mastercard the receipt must show the last three digits of the credit card used.
  • If a credit card receipt was lost, attach a copy of the credit card statement to substantiate the transaction.
• The date of the purchase.
  • Receipts over one year old must receive approval from the University President before submitting the document to A/P for processing.

Any receipt that does not include all of the required information is not acceptable as a receipt for reimbursement.

What about Meal Tips?
A tip for meal service at a restaurant up to 20 percent of the meal cost will be reimbursed. For buffet service, the maximum tip reimbursement is $1.00 per person.

Alteration of Receipts (UNLV Travel Policy (I)(7))
If there is the appearance that a receipt was illegally tampered with, the document will be referred to the appropriate authority for action. Reimbursement and/or any other travel action will be suspended until the investigation is complete.

What about lost receipts?
In the event a receipt is lost, the person who lost the receipt may submit and Affidavit of Lost/Unavailable Receipts. The Affidavit may not be used for conference registrations, airline tickets, car rental or hotel (folio) receipts. A duplicate detailed receipt needs to be obtained from the vendor to receive reimbursement. All information requested on the Affidavit must be completed and signed by the person requesting reimbursement (not someone else signing on behalf of the person requesting reimbursement). In addition, the Affidavit needs to be approved by the requestor's supervisor. When completed and signed, attach the Affidavit to the payment document requesting reimbursement (Payment Voucher or Travel Document).

• An example of an unacceptable form of receipt is the "tear-slip" from the restaurant order form. If this is all the restaurant offers, request a cash register receipt for the transaction.
• Should there be a power failure or for any reason a cash register receipt cannot be provided by the vendor, request the vendor complete a cash receipt which needs to include each of the above five attributes.
• 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 smaller than 8 1/2" x 11", tape the receipt to an 8 1/2" x 11" piece of paper.
• An original receipt is required since UNLV is "buying" that receipt from the purchaser.
• If there is the appearance that a receipt was illegally tampered with, the document will be referred to the appropriate authority for action.
• This policy is as presented in the UNLV Travel Policy - Appendix V
  
  
• If there is a question on what is an acceptable receipt, call the Travel Office at 895-1156 or the Vendor Team at 895-1157.

Notes:

You can reach the Vendor Team by Phone:
(702) 895-1157

You can reach the Travel Team by Phone:
(702) 895-1156

Or Fax:
(702) 895-1519

Contact us if you have any questions