Guidelines for the Disbursement of Funds

Receipt Requirements

Each section discusses which travel expenses require receipts and what is required on each type of receipt for that particular travel expense. The Travel Receipt Requirements guide provides the traveler a quick reference on the travel expenditures that require receipts and those that do not.

In the event the vendor's receipt is not available, all elements required on a particular receipt are still necessary to document the expenditure appropriately according to state of Texas and IRS guidelines. A combination of documents can be used to replace a receipt if necessary. One example is the following: confirmation of the booking showing the detailed itinerary, and copy of a paid check or credit card statement showing the transaction as proof of payment.

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.