Original receipts should be forwarded to the UW except in the following circumstances:
- Locally based staff who are reimbursed from an established UW office in-country (e.g. UW Kenya, I-TECH local offices), with the agreement of UW Banking Operations.
- Local laws require original receipts to be retained in-country
In the above cases, scanned copies of receipts can be forwarded to the UW. Paper receipts can be scanned. PDF format is preferred but if scans are taken on a mobile device, JPEGs are also acceptable. Electronic receipts should be forwarded in their original format.
Departments who have a scanning policy on file with Records Management Services can destroy their paper receipts once they have been scanned. To begin scanning documents, first visit our Scanning Policy Builder. Departments without a scanning policy must retain their scanned paper receipts for the full retention period. Refer to UW General Schedule Research and Grant/Contract Records.
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