Financial Office - nav image

Reimbursement & Travel Receipt Requirements

It is common to book travel online or to receive an electronic emailed confirmation and receipt of purchase. 

Supporting documentation for on line booking or purchases must be a receipt and not a confirmation or reservation

The minimum requirements for an electronic receipt to be acceptable as proof of purchase are:

E-Tickets

  • Passenger name
  • Issue date
  • Ticket number **
  • Total payment
  • Itinerary or routing
  • Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA)
    ** A ticket number on the receipt indicates that a ticket has been purchased.

Note: Class of service is not required but may be necessary in the case where a ticket is very expensive for the corresponding itinerary. First class is not an allowable expense.

Amtrak 

  • Rail ticket stub showing date of travel, traveler's name, ticket amount, and proof of purchase
  • Amtrak email/electronic receipt (not required if you have the ticket stubs, but helpful for back-up)

Amtrak email/electronic receipts will not be accepted alone as proof of payment. Ticket stubs are required. If you do not have the ticket stubs, the Amtrak email/electronic receipt must be accompanied by a Missing Receipt Affidavit.

Hotels

  • Name and address of hotel
  • Guest name
  • Number of guests
  • Check in and out dates
  • Number of rooms
  • Number of nights
  • Price per night
  • Total Payment
  • Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA)
  • Date purchased

Conference/Event Registrations:

  • Name of attendee
  • Name of conference
  • Amount paid
  • Dates
  • Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA)

Other Miscellaneous Purchases:

  • Name and address of vendor
  • Date purchased
  • Itemization
  • Amount paid
  • Payment Type (last four digits of credit card) -or- Proof of payment (credit card statement or cancelled check + MRA)

 

When in doubt, contact your Financial Office Liaison!

Last modified: November 21, 2012

© 2014 The President and Fellows of Harvard College. All rights reserved.