Do I need to keep receipts for travel and business expenses?
Unless you are using per diems for meals and expenses, receipts are required for any travel and business expense reimbursements (even if purchases were made using the Corporate Card). To decrease the administrative burden, receipts are not required for transactions when the Tufts MasterCard is used and is less than $50 except for the following circumstances:
-Lodging- receipts are required for any amount
-Sponsored Programs Requirements- more restrictive rules must be adhered to
-Alcohol on Sponsored Programs - Expenditures for alcohol on sponsored programs are not allowed. In the absence of an itemized receipt showing that alcohol was not included, a user must attest to the fact that no alcohol was purchased.
In the event that a traveler has lost a receipt, a missing receipt affidavit signed by the traveler and school finance director/Executive Associate Dean (EAD)/VP will be allowed. This should be in rare cases. If you need assistance getting a missing receipt from a hotel or rental car company, TSS can help. Hotel receipts are required by the IRS.
The IRS does not accept credit card transactions as definitive proof of the travel expense. Scanned/imaged copies of original receipts must be obtained and filed with your expense report. Once the scanned image(s) is viewed and appears legible, paper receipts can be discarded unless the travel affects a grant. Paper receipts must be kept for grants five years after the end date of the grant being charged.
For more information, visit the Tufts Travel Policy statement on Receipts and Per Diem Allowances.