Expense Reimbursement FAQ

Questions? Contact SCM Response Team

Overview

Frequently asked questions about expense reimbursement.

Expense Reimbursement Frequently Asked Questions

Q: What is considered a valid receipt? / What information must be included on the receipt?

A: A valid receipt will show the specifics of the purchase—what was purchased, when, where, the amount, and proof of payment. It will also show all sales tax and fees incurred. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed; however, certain types of expense require additional detail:

  • Airline expenses require an airline itinerary showing last four digits of credit card payment and class of fare
  • Lodging expenses require a hotel folio with method of payment and zero balance
  • Rental car expenses require an itemized receipt showing method of payment and zero balance
  • Registration fees require an itemized receipt, agenda, or other supporting documentation

Q: Is a credit card statement an acceptable receipt?

A: No.

Q: What should I do if I lost my receipt?

Airlines, hotels, and rental car agencies can typically provide a duplicate receipt, if you lost or misplaced the receipt. If you cannot obtain a duplicate receipt or an itemized original receipt is not available, please attach the Declaration of Missing Receipt Form to your expense report.

Q: What other documentation may be required?

  • Typically, you should attach supporting documentation to justify business-related travel or meetings/entertainment, such as a conference brochure, agenda, invitation, or flyer. For details, please review Travel - Supporting Documentation or Meeting & Entertainment Expenses.
  • When reimbursing a non-employee who is a foreign individual, please attach a Certification of Academic Activity Form. Please redact confidential information (SSN, ITIN) from the form before attaching it to the expense report, and keep a copy for your department's records.

Q: Who can approve exceptional expenses?

Only specifically designated individuals with the delegated authority may consider and grant exceptions. Please see the UCSF Travel and Entertainment Approval Matrix for a list of approvers.