Clickable AggieBuy logo image.
Clickable AggieShip logo image.
Clickable AggieTravel logo image.
Clickable AggieSurplus logo image.
AggieSupply logo image.
Clickable icon to contact staff.

Receipts

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

  • Receipts are required for expenses of $75 or more
    • Some fund sources may require receipts regardless of dollar amount
    • Receipts are required for airfare, lodging, car rental, and conference registration regardless of amount
  • The description of what is being purchased is legible and in English
  • For guidance on restrictions specific to the event type or funding source, contact your research administrator or department business office

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

  • Attach directly to a report
  • Attach to an individual line item using the "Attach Receipt" menu
  • Attach to an individual line item using the Receipt Store
  • Attach to an individual line item using the "Expense Entry" form
  • Using the Concur app
  • Using your phone camera to send receipts by email to the AggieTravel system

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 notate 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 AggieTravel