Purchase Guidelines

Invoices/Receipts

Invoice/Receipt must be itemized and must be part of the payment documentation on the payment request. Invoice number provided on the invoice must be entered as it appears in the payment system to catch possible duplicate invoices.

If the payment system identifies a duplicate invoice and the department overrides the payment system, there must be supporting documentation explaining why this was necessary.

If the invoice is not an original invoice, departments will have the responsibility of confirming that the invoice is not a duplicate request by checking in the payment system for Texas A&M University and any other funding sources the department may use.

In the event an invoice is not available from the vendor:

• Contract – May pay from a properly executed contract, which must be attached to the payment request.
• Vendor Certification – If the vendor cannot produce an itemized invoice; the vendor can use the Texas A&M University Individual Reimbursement Form to document items and/or services and sign the document to use in the place of an invoice.

In the event a receipt is not available for a reimbursement request:

• Documentation in Lieu of Receipt – This form can be used as a receipt in the event a receipt is not provided by the vendor. For Payment Card and Travel transactions, Concur mobile should be used to capture receipt images as charges are incurred. If the vendor does not provide receipts, this form may be filled out and attached to the expense report to document the purchase and certify that no receipt was provided.

Note: For a reimbursement request the receipt must show proof of payment. If not shown on the receipt, proof of payment must be provided in addition to the receipt.

In the event of a reimbursement request and the receipt shows a foreign currency use OANDA to convert foreign currency to US dollars. Be sure to adjust the date in the Currency Converter to use the date on the receipt.