Receipts and Expense Report

TOC:

Yale Purchasing MasterCard (P-card) Receipts

• Submit both itemized receipts (showing all charges) and credit card receipts within 2 weeks of the program end date.
• Keep receipts legible:
  • Number receipts in an open corner - not over the whole receipt. Numbers must correspond to the line item in the Expense Report spreadsheet.
  • If you need to make notes, write them on the back in ink that will not bleed through to the front.

Cash Receipts

Cash receipts are all expenses not charged to the P-card, which includes: payments with funds from a Cash Advance (Spend Authorization) and payments from personal funds (cash or personal credit card charges).

• Receipts for all expenses much be submitted within 2 weeks of the program end date:
  • If a receipt was not provided for expenses under $75, you must still list the single expense in the Expense Report and note there was not a receipt (Example: Road Toll – No Receipt)
  • If a receipt was not provided for expenses over $75, a Receipt for Services Performed must be completed and signed by the service provider (see Receipt for Services Preformed buttons below)
• Keep receipts legible:
  • Number receipts in an open corner - not over the whole receipt. Numbers must correspond to the line item in the Expense Report spreadsheet.
  • If you need to make notes, write them on the back in ink that will not bleed through to the front.
• Currency Exchange:
  • A receipt with the exchange rate is required in order to have the expenses reconciled at the rate received.
    • If an exchange receipt is not provided, the expenses will be reconciled at the rate generated by the Workday system.

Below is a link to an example of how to fill out a Receipt for Services Performed

Below is a link to the Receipt for Services Performed

Yale Prepaid Visa Debit Card for Travel Cash Advance (Spend Authorization) Note

A Yale debit card loaded with a Cash Advance cannot be used as a charging card. It may only be used to withdraw money either with a bank teller or at an ATM.

• Turn in all receipts for withdrawals made from the debit card.

Expense Report

Instructions

• Do not group receipts together on one line. For example, you cannot put all meals purchased throughout the program on a single expense line.
• When composing the expense description, answer the questions of who, what, where, why, and when for each expense. (Example: Taxi from apartment to airport for program departure)
  • “Activity,” “Student Activity,” and “Admin Expense” are not adequate expense descriptions.
• List of attendees and their affiliation with the program is required when:
  • Not all of the program participants are in attendance (e.g. meeting with 1-3 students for coffee).
  • Meeting with a supplier (e.g. housing coordinator, guest speaker, etc.).
    • If all program participants and instructor(s) are included, you do not have to list each participant separately. You can list the attendees as "instructor and participants."
    • If all program participants and instructor(s) are included as well as a guest, you do not have to list the participants and instructors separately. However, you must note the guest's name and affiliation (Example: instructor, participants, and Lady Gaga – Guest Speaker from Smithsonian).

Below is a link to an example of how to fill out an Expense Report

Below is a sample Expense Report Spreadsheet from 2019 (this file still valid after 2019), with one tab for P-card expenses and one tab for all other expenses. Please use this version!