Supporting Documentation
What Constitutes “proper” supporting documentation for Purchases and Cash Advances? 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 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; and,
- 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 for just yourself, then you must add your name as attendee; and,
- The specific business purpose of the meal/entertainment.
How do I repay the university for personal charges and cash advance balances? Please mail the check and backup documentation indicating what the payment is for to: The George Washington University AP Lockbox P.O. Box 826600 Philadelphia, PA 19182-6600
Please refer to the Travel, Entertainment and Business Expense Reimbursement Manual for more detailed information. For all other P-Card transactions, the Cardholder is required to attach images of their receipts to the expense line item when preparing or submitting their expense report. If documentation is lost, the Cardholder must contact the supplier to request a reprint. If the supplier cannot provide documentation, the Cardholder must complete a memo in its place, outlining the details of the transaction and the reason why the original documentation was not provided. This memo must be countersigned by the Cardholder's manager and attached as the replacement receipt inside the expense report.