AggieExpense: Receipts

A valid receipt indicates dollar amount, date, place of purchase, identification of what was purchased, and proof of payment.

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. 


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.