AggieExpense: Receipts

All receipts must include the date of the transaction, merchant or payee name, the amount paid, and the method of payment.

The following expenses require attached receipts in AggieExpense: 

  • Airfare
    • Receipt should include traveler name, departure and arrival airports, dates of travel, and class of service or fare code
  • Lodging
    • Receipt should include nightly rate and itemization of non-room charges
  • Car Rentals
    • Receipt should include class of service
  • Conference Registrations
    • Receipt should identify the location and dates of the conference
  • Any individual travel or entertainment expense of $75 or more
    • Excluding daily meals while on travel
  • All Procurement Card purchases
    • Receipt should identify the products or services being purchased

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. 


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.