Is an original receipt required? What if the receipt is unavailable?
Two things are required of a receipt to substantiate a hospitality expense: (1) demonstration of cost – what was purchased and (2) proof of payment. The host is required to provide receipts that food, beverage, tax, service and gratuity charges. For an amount $50 or more, an original itemized receipt is required. A credit card receipt alone is not sufficient. If an original receipt is unavailable, provide a photocopy of the receipt. If a copy is provided, complete a Request for Exception to Policy and include an explanation that the receipt is lost or unavailable and the reason. If using CSU Operating funds, you must also indicate if alcoholic beverages were purchased. Requests for Exceptions may only be approved by the Vice Presidents, the Director of Athletics, and the Auxiliaries Executive Officer/General Manager. This authority may not be delegated any further.
For an amount $75 or greater, an original itemized receipt is required. If an original receipt is unavailable, provide a photocopy of the receipt or credit card statement. Include documentation that the receipt is lost or unavailable. If using restricted funds, you must also indicate if alcoholic beverages were purchased.
