Description

A receipt is a document provided by a business to its customers every time a product or service is received. It is a buyer's proof of transaction.

When an individual, organization, or department requests reimbursement, they must submit a PDF or JPEG copy of an original receipt through the university financial system along with all forms that require a receipt (Supplier Invoice, Expense Reimbursement, PCard Verification, and Hosting Forms).

Resources

Policy

A PDF or JPG of an original receipt is required for reimbursement. An acceptable receipt contains all five of the following attributes. Receipts printed in a foreign language should be translated into English and contain the required attributes.

Attributes of a Valid Receipt

  • Supplier's business name
    • If not printed on the receipt, ask the supplier to stamp/print the business name on the receipt or attach their business card.
  • Date of transaction
  • Itemized description of what was purchased
    • If a description is not included on the receipt, attach an itemized description of the item(s) purchased in a  PDF or JPEG file.
    • If a meeting registration was paid and the receipt does not specify the organization's name, date, or cost of the meeting, attach a copy of the complete meeting announcement that includes the information to the payment document.
    • If requesting reimbursement for a hosted meal/event, include names and affiliations of those hosted and the purpose for the meal/event on the payment document. Large non-employee groups may be identified by their group affiliation.
  • Detailed amount paid
    • When purchasing an item for UNLV, ask the supplier to ring up the sale as "tax-exempt." UNLV is exempt from paying state sales tax provided the sale is made in-state.
    • A supplier may ask for a Tax-exempt certificate
  • Method of payment
    • Cash - the receipt must indicate "cash."
    • Check - include the check number, the date of the check, and the name of the bank the check was drawn on by including a separate JPEG or PDF document or legibly writing this information in the margins of the receipt document.
    • Credit card - the credit card receipt or the original supplier receipt indicating "credit card/Visa/MC/etc." must be provided.
    • If the payment method states Mastercard, the receipt must show the last four digits of the credit card used to allow a comparison against the UNLV PCard list to ensure there is no unintentional double-payment. If the receipt does not indicate the last four digits, please provide a redacted copy of the credit card statement.