Ubc Finance Missing Receipt Form

missing receipt form template

Lost a receipt for a UBC Finance expense reimbursement? Don’t panic! UBC provides a Missing Receipt Form to help you navigate this common situation. While a receipt is the preferred documentation, the Missing Receipt Form allows you to provide alternative evidence and a detailed explanation for the missing document.

The form is a standardized document that requires specific information to ensure proper review and approval. You’ll need to clearly identify yourself with your name, employee ID, and department. Accurate contact information is essential for any follow-up questions from the Finance team.

The form’s core component is the detailed description of the expense. Be as specific as possible. Include the date of the expense, the vendor’s name (where you made the purchase), the precise amount spent, and a thorough explanation of what was purchased or the service rendered. The more detail you provide, the stronger your case for reimbursement becomes. For example, instead of saying “Supplies,” specify “Printer paper, toner cartridges, and stapler for office use.”

The most crucial part of the Missing Receipt Form is a clear and concise explanation of why the receipt is missing. Was it lost, stolen, accidentally destroyed, or never received in the first place? Honesty is paramount. Explain the circumstances as accurately as possible. If you lost the receipt, describe where you think it might have been lost (e.g., “Lost in transit between the conference and my office”). If you never received it, explain why (e.g., “The vendor stated they only provide receipts via email, and I haven’t received it despite requesting it”).

Supporting documentation, even without the original receipt, is highly beneficial. Credit card statements showing the charge, emails confirming the purchase, meeting minutes referencing the expense, or even a signed memo from a colleague who witnessed the transaction can significantly strengthen your claim. Attach any relevant supporting documents to the Missing Receipt Form.

Remember that the Missing Receipt Form requires approval from your supervisor or department head. Their signature indicates that they are aware of the expense and support your request for reimbursement. Before submitting the form, ensure it is completely filled out, legible, and includes all necessary information and supporting documentation. Review the form carefully for accuracy.

UBC Finance has guidelines regarding the circumstances under which a missing receipt can be accepted. High-value expenses might require more stringent justification. Repeatedly submitting missing receipt forms may raise concerns and could potentially delay or even deny future reimbursement requests. Therefore, it’s always best to prioritize obtaining and retaining original receipts. The Missing Receipt Form is a valuable tool, but it should be used as a last resort.

600×730 missing receipt form template from lesboucans.com