Receipts & Record Retention

Foreign Currency Conversion
Records Retention


  • Receipt documentary evidence must be provided for all expenses unless meeting an exception
  • Receipts must show all pertinent information (translated if foreign) and proof of payment
  • The following expenses have additional requirements: 
    • Airfare - itemized itinerary 
    • Fees related to change/cancellation of travel plans - itemized itinerary
    • Lodging - itemized if not prepaid  
    • Car Rental - FINAL rental agreement 
    • Rail/Train - itemized itinerary
    • Banquet Meal - itemized receipt/pertinent info
  • For Post Award Fiscal Compliance, see Purchasing Documentation Guidelines for additional receipt information

Misc. travel expenses less than $75.00:  

  • A receipt is not required specifically for misc. travel expenses*
    • Misc. travel expenses are defined as: 
      • Gas
      • Parking fees
      • Transit fares (public transportation)
      • Ferry
      • Tolls
      • Car Service (Uber, Lyft, Taxi, Town Car, Limo) 
      • Baggage fees (Baggage Cart for UW Business Supplies may be applicable, not for personal convenience)
      • Registration fees
      • Internet/Wifi fees

* Misc. travel expenses, even below $75.00, must be within compliance.

Meal Per Diem Allowance: 

  • When a traveler is claiming their own meal per diem, receipts are not required as it is treated as an allowance. Meals provided must be zeroed out. See provided meals for more information. 


  • Be sure to clearly label and identify all attachments.
  • Departments have the authority to implement a stricter receipt policy. Be sure to check with your department regarding internal policies.
  • If check is proof of payment, provide copy of front and back showing cancellation by the bank

Foreign Currency Conversion

Expenses in a foreign currency must be converted and entered in Workday as U.S. dollars.

Allowable Documentation:

Records Retention

  • Review University-Wide Scanning Policy from UW Records Management Services for guidance regarding the use of Workday as the system of record.
  • To get started on a scanning policy, a consultation is recommended by emailing UW Records Management at
  • Documentation must be kept on file if department has not designated Workday as the system of record. 
  • Department is responsible for retention of course catalog/conference brochures. It is not required to be attached to the expense report, but recommended.