Receipts

What receipts do I need to save?

Save original, detailed receipts for all purchases that are placed on your P-Card and any purchases that are made with personal funds that need to be reimbursed by the University.

What do I do if I lost or didn't receive a receipt?

First contact the vendor to obtain a duplicate receipt. If the vendor is unable or unwilling to provide a receipt, complete a Missing Receipt Form and file with all of your other receipts.

What do I do with my receipts if I am not submitting them to accounting?

• Write your order or trip number from RapidRecon on your receipts
• Copy all receipts and/or scan receipts to a molly drive
• Save receipts for 7 years following the transaction date

What do I do with my receipts if I am submitting them to accounting?

• Write your trip number from RapidRecon on your receipts
• Copy all receipts and/or scan receipts to a molly drive
• Make extra copies for accounting
• Submit copies of P-Card receipts and originals of reimbursable receipts to accounting
• Save original receipts for 7 years following the transaction date

What information must I have on my receipts?

• The purchase date and/or the date of receipt of goods
• The vendor name and address
• The unit cost and description of each item purchased
• The total cost of the purchase
• Last 4 digits of card number and/or cardholder signature

What is the best way to keep receipts organized?

• Create binders for each cardholder
• Write the trip/order number on each receipt
• Print trip reports and file with accompanying receipts & documentation
• Organize reports and receipts by date

How long must I keep receipts?

Seven (7) years per IRS guidelines

For questions regarding receipts, please contact Accounts Payable by email at acctspay@liberty.edu or by phone at (434) 592-3166.