To prevent duplicate payments and satisfy auditing requirements, all expenses greater than $25 must be accompanied by documentation such as detailed receipts, invoices, contracts, etc. and an explanation of the business purpose of such expense.
Follow these documentation guidelines when submitting your requests for payment:
Documentation must include a description of the award and the person to whom the award is being presented.
Documentation must include a copy of the conference flyer/registration statement, or a statement providing the date, purpose and agenda of the conference.
Please note that flights should be booked using the departmental UATP # when possible. This will help eliminate encumbering of the corporate credit card limit.
Documentation must include a flight itinerary and a detailed explanation for the business purpose of the flight(s). Itinerary must include the traveler's name, fare amount paid, proof and method of payment, and flight details (destination, departure/return dates and times). Seat upgrade and change fees (e.g., First class, business class, preferred seating, etc.) are not considered a business expense and must be paid by the employee. A personal check for the fees incurred should be included with the corporate credit card payment request form.
Whenever possible, please limit checked bags to one.
(Including guest lecturers, consultants, and other independent contractors)
Documentation must include a copy of the contract, including the full name and address of the vendor/individual to be paid, the agreed upon fee/hourly rate, and a full description of the goods/services to be provided. If travel expenses are also being paid, these expenses should be supported with original receipts/invoices.
Employees must provide receipts for meals charged, explain the business purpose of such meals, and include the names of additional people attending the meal. The detailed receipt (as opposed to the summary receipt) should be submitted. North Carolina sales tax for meals charged to the corporate card should be reported on the corporate credit card payment request form.
When requesting mileage reimbursement for business travel in personal vehicles, please document the business purpose, destination and actual mileage driven. An explanation of how the mileage reimbursement was calculated (e.g., number of miles traveled and mileage rate per mile) should also be submitted. Since the mileage rate includes compensation for gas and depreciation, you may not request reimbursement for gas.
These forms serve as valid documentation for prepayments and should accompany the payment request.