Supporting Documentation - Approver

Approvers must ensure transactions have the required documentation. If the required documentation is lost, or if the merchant did not provide documentation, the Cardholder should contact the merchant directly to request it. If the required documentation cannot be obtained, the Cardholder must explain the situation in the Comments field in the Expense Report. 

Per university policy, purchases of $35 or less do not require the submission of a receipt when submitting an expense report in the iBuy + Expense Reporting System. It is the Cardholder's responsibility to gather and retain supporting documentation for their P-Card purchases. This documentation will take the form of a supplier-produced document that contains detailed information regarding the transaction. This includes cash register receipts, charge slips, invoices, and/or computer screen printouts. The documentation should always contain the following information:

• merchant name and address
• unit prices
• transaction total amount
• transaction date
• transaction details: item description(s),quantities ordered and received

For travel and entertainment expenses, additional documentation may be required, such as hotel folios, airline flight coupons, etc. Additionally, business meals and entertainment require special notes submitted via the iBuy+ Expense Reporting system, such as:

• attendees’ names, titles and affiliations (company or organization).  If this is a meal with just yourself, then you must add your name as attendee.
• the specific business purpose of the meal/entertainment.