Career Strategy Fellowships Study Abroad Summer Session

Receipts and Expense Reports - to be updated for 2018

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MasterCard Purchasing Card (P-card) Receipts and Expense Report

  • Receipts, both credit card and itemized (if separate from credit card receipt), for all charges much be turned in
    • 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, when, and why for each expense
    • “Activity,” “Student Activity” and “Admin Expense” are not adequate expense descriptions
  • List of attendees and their affiliation with the program for 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 the program participants are included you do not have to list each participant separately you can list the attendees as: instructor, participants, and Lady Gaga – Guest Speaker from Smithsonian

Below is a link to an example of a P-card Expense Report

Below is a link to the 2017 P-card Expense Report Spreadsheet, which includes a dropdown for Faculty Name and Program.

Cash Receipts and Expense Report

The Cash Expense report is for all expenses not charged to the P-card, this includes payments made with either Travel Cash Advance, or Out-of-Pocket (this can either be personal cash or personal credit card)

  • Receipts for all expenses much be turned in
    • If a receipt was not provided for expenses under $75 you must still list the single expense, and note there was not a receipt (e.g. Road Toll – No Receipt)
    • If a receipt was not provided for expenses over $75 a Receipt for Services Preformed must be completed and signed by the service provider (see Receipt for Services Preformed button below)
  • 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, when, and why for each expense
    • “Activity,” “Student Activity” and “Admin Expense” are not adequate expense descriptions
  • List of attendees and their affiliation with the program for 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 the program participants are included you do not have to list each participant separately you can list the attendees as: instructor, participants, and Lady Gaga – Guest Speaker from Smithsonian

Below is a link to the Receipt for Services Preformed

Below is a link to an example of a Cash Expense Report

Below is a link to the 2017 Cash Expense Report Spreadsheet, which includes a dropdown for Faculty Name and Program.

Visa Debit Card for Travel Cash Advance

  • The debit card with your Cash Advance should not be used as a charging card, it should only be used to withdraw money either with a bank teller or ATM