A valid receipt indicates dollar amount, date, place of purchase, identification of what was purchased, and proof of payment.  This page identifies when a receipt is required to be attached to your AggieExpense report.

A receipt is required to be attached to your AggieExpense expense report for each of the following situations: 

• All procurement card purchases.
• Expenses of $75 or more.
• Some fund sources may require receipts regardless of dollar amount.
• Airfare, lodging, car rental, and conference registration regardless of amount.
• The description of what is being purchased is legible and in English.

Receipts for Free Stuff Too? - Yes! 

• Attending a conference (or other event) free of charge:
  • Include a URL (website link) for the conference or event, a copy of the agenda, meeting schedule, or invitation to the travel expense report.
• Lodging with a friend or relative:
  • Include a comment in the report to indicate lodging was free.

AggieExpense provides a number of ways to attach receipts to expense reports. 

• Attach directly to a report.
• Attach to an individual line item.
• Use the Concur Mobile app.
• Use your phone camera to send receipts by email to AggieExpense.

How to Prepare Documentation/Receipts

• Obscure or remove any sensitive or confidential information, including:
  • Social Security Numbers
  • Credit card numbers (except the last four digits)
  • Debit card numbers (except the last four digits)
  • Credit or debit card security codes
  • Bank account numbers, including numbers encoded on the bottom of checks
  • Passwords, including access codes for financial institutions
  • Home addresses (UC Davis employees only)
  • Passport numbers
  • Driver’s license numbers or other state identification card numbers
  • Date of birth information
• If the receipt is in foreign currency, convert to U.S. dollars and note the U.S. dollar amount on all receipts
  • Refer to your credit card statement or look up rates effective on the purchase date at https://www.oanda.com/currency/converter .
  • Attach a copy of the currency conversion page from the website when submitting for reimbursement.
  • Or, use the currency conversion option in AggieExpense.