Requirements
Foreign Currency Conversion
Records Retention

Requirements

  • Receipt documentary evidence must be provided for all expenses unless meeting an exception
  • Receipts must show all pertinent information 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
  • For Post Award Fiscal Compliance, see Purchasing Documentation Guidelines for additional receipt information
Exceptions: 

Misc. travel expenses less than $75.00:  

  • A receipt is not required specifically for misc. travel expenses
    • Misc. travel expenses are defined as: 
      • Parking fees
      • Transit fares (public transportation)
      • Ferry
      • Tolls
      • Car Service (Uber, Lyft, Taxi, Town Car, Limo) 
      • Baggage fees
      • Registration fees
      • Internet/Wifi fees

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. 

Guidelines

  • Be sure to clearly label and identify all attachments.
  • Avoid special characters when naming attachments. Ariba prevents the ability to download attachments with special characters, such as the + sign.
  • 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 eTravel as U.S. dollars.

Allowable Documentation:

Records Retention

  • Review ARIBA Scanning Policy from UW Records Management Services for guidance regarding the use of ARIBA as the system of record.
    • Scanners must be set at a minimum of 300 dpi.
    • Scanned records must be saved as PDF files.
    • JPEG is not an acceptable alternative to saving documents as PDF files.
  • To get started on a scanning policy, a consultation is recommended by emailing UW Records Management at urc@uw.edu.
  • Documentation must be kept on file if department has not designated ARIBA 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.