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AggieTravel: 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

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
  • Lodged with a friend or relative:
    • Include a comment in the report to indicate lodging was free

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 AggieTravel

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
    • Attach a copy of the currency conversion page from the website when submitting for reimbursement
    • Or use the currency conversion option in AggieTravel