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 and forwarded as PDFs. 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. See UW General Schedule Research and Grant/Contract Records.