An original receipt is a written acknowledgment that the vendor has been paid for providing goods or services.  To be considered original it must show:

• The name & address of the vendor providing the goods or services
• The date that the specific services were received or items were purchased
• Itemization of the services and/or goods and pricing
• Final amount due and evidence that it was paid
• Credit card receipts that do not show what was being purchased are not acceptable.

Guidance: UW System Receipt Requirements

A travel itinerary should be included for each day.  The format of that will vary depending on the type of trip.  For conferences, the conference agenda will typically provide all needed information.  

• Business justification document includes information needed for each day of travel involving research, collaboration or meetings.
• Daily Itinerary example
• Fillable Itinerary template in Word or Excel

Guidance: L&S Financial Documents Descriptions & Business Purpose

Attachments Required:  

• Itemized receipt if over $50 or on a p-card 

Attachments Required:

• Itemized receipt (Fox World Travel Invoice) 

• Itinerary/conference agenda /flyer/program  Do not provide a link, attach the document 

• Cost comparison, if indirect routing/extra stops (non-business) or non-local airport used for departure/return. 

Guidance:  L&S Airfare, UW-3016-Air Travel , Booking a Flight, Baggage, Travel Receipt Requirements, Cost Comparison Guidance

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

Additional Info: CISI International Travel Insurance Program, UW-3022

Attachments Required:

• Itemized Receipt (not estimated costs) if over $50 or on p-card
• Add agenda/itinerary if applicable.

Guidance:  Using a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions, 

Attachments Required:

• Itemized receipt for gas if over $50 or on p-card
• Itemized receipt for rental car

Guidance: Using a vehicle for business travel 

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

Other Guidance:

• International business communication expenses, such as international calling or data plans, are payable/reimbursable when accompanied by business justification. Note: Individual phone calls are part of the M&IE per diem allowance. 
• For the purchase and use of a phone for University use contact DoIT.
• Itemized receipt if over $50 or on a p-card.

Guidance: UW-3022

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

Guidance:  UW-3024 Expense Reimbursement, business travel use only

Attachments Required:

• Itemized receipt showing zero balance 

• Itinerary/conference agenda 

• Conference brochure or website printout with proof of conference hotel, if applicable 
• If more than $5,000 approval from Purchasing Services
• If group lodging, list all individuals

Guidance:  Reserving Lodging, UW-3017 Lodging, Per Diem Calculator 

Attachments Required: 

• Itinerary/conference agenda to show business days and meals provided 

• Flight itinerary to show dates of travel 

Guidance:  UW-3018 Meals and Incidentals, UW-3039 Business Meals, Per Diem Calculator 

Attachments Required: 

• If over 1,000 miles round trip, comparison showing it was most cost-effective option. If not most cost effective reimbursement reduced to maximum of 1,000 miles.
• Add agenda/itinerary, if applicable.  
• If not added to the form, provide departure and arrival addresses and any other stops impacting mileage so Initiator can enter addresses into the system to calculate the mileage.

Guidance:  Using a vehicle for UW business travel, Driver Authorization instructions, Policy UW-3019 Vehicle Use/Rental  

Attachments Required: 

• Itemized Receipt if over $50 or on p-card
• Add agenda/itinerary, if applicable.

Guidance:  Using a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions, 

Attachments Required:

• Itemized receipt which includes a breakdown of the conference fees if over $50 or on p-card

• Conference Agenda. Do not provide a link, attach the document. 

Guidance:  Paying Event Registration Fees and UW-3021 Registration Fees 

Attachments Required:

• Itemized receipt if over $50 or on p-card

Guidance:  Paying Event Registration Fees and UW-3021 Registration Fees 

Attachments Required:

• Itemized receipt if over $50 or on a p-card.
• Add agenda/itinerary if applicable.

Guidance: Traveling - Once you’re there, Local-Distance Ground and Local Transportation UW-3020,  

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

• Comparison showing it was most cost-effective option if over 1,000 miles round trip. 
• Add agenda/itinerary if applicable.

Guidance: Travel Planning and Booking, Local-Distance Ground and Local Transportation UW-3020,

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

Guidance: Travel Planning and Booking, Local-Distance Ground and Local Transportation UW-3020,

Attachments Required:

• Itemized receipt if over $50 or on a p-card.  

Attachments Required:

• Itemized receipt if over $50 or on a p-card.

Guidance: UW-3022 International Travel, Business Services Traveling to a Foreign Country, UW System International Page

Attachments Required:

• Itemized receipt if over $50 or on a p-card 

Attachments Required:

• Itemized receipt clearly indicating alcoholic beverages if over $50 or on a p-card 
• Attendee list 
• Receipt indicating food was also purchased

Guidance: L&S Alcohol, UW-6003 UW-Madison Alcohol

Attachments Required:

• Itemized receipt if over $50 or on a p-card
• Attendee list 
• If not UW catering and on campus, evidence that the Union and Housing were contacted and could not provide the service.

Guidance:  UW-2045 Catering, UW-3049 Catering – On and Off Campus, Planning a UW Event, L&S Risk Management on Catering 

Attachments Required: 

• Itemized Receipt if over $50 or on a p-card

• Itinerary/ agenda 
• Attendee list

Guidance:  UW-3039 Business Meals, Business Meals campus page, Business Meal Calculator, UW Sys 435 HQ City and UW Sponsored Events, Meal Matrix 

Attachments Required: 

• Itemized receipt if over $50 or on a p-card
• Flyer/Agenda, if applicable

Guidance:  Planning a UW Event,  

Attachments Required:

• Itemized receipt if over $50 or on a p-card

Attachments Required:  

• Itemized receipt if over $50 or on a p-card 

Attachments Required: 

• Itemized receipt if over $50 or on a p-card
• List of recipients if for multiple copies.

Attachments Required:  

• Itemized receipt if over $50 or on a p-card 

Guidance:  How to buy a service – Division of Business Services – UW–Madison (wisc.edu), UW logo trademark, licensed vendors

Attachments Required:  

• Itemized receipt if over $50 or on a p-card 

Guidance:  Tech Purchasing Guide, If purchase not made in ShopUW+, is justification included?  Typically purchased by IT department

Attachments Required:  

• Itemized receipt if over $50 or on a p-card

• Risk Review, if applicable

Guidance:  L&S App/Software Cloud/Web Service Purchasing Guidelines, Website Development and Hosting Fees - L&S 

Attachments Required:  

• Itemized receipt if over $50 or on a p-card - 

Guidance:  How to buy a service – Division of Business Services – UW–Madison (wisc.edu) 

Attachments Required: 

• Itemized receipt if over $50 or on a p-card

Attachments Required: 

• Itemized receipt if over $50 or on a p-card

• This will be rare because furniture should be purchased from the mandatory office or educational furniture contracts.  
• If new office furniture, documentation that BCE/BSI can't provide the item(s).

Guidance:  L&S Furniture and  UW-3043 Exceptions/Approvals/Special Handling #9, Sofa/couch, loveseat, recliners, etc. are not allowed in private offices unless designated Department Chair office. 

Attachments Required:  

• Itemized receipt regardless of amount because it is only allowed on p-card

• Purchasing Card Gift Card Approval Form 

• Gift Card Recipient Log 

Guidance:  UW-3027 Gift Cards 

Attachments Required:  

• Itemized receipt if over $50 or on a p-card

More for this one???

Attachments Required:  

• Itemized receipt if over $50 or on a p-card

Attachments Required:  

• Itemized receipt if over $50 or on a p-card for rental from UW bookstore

Guidance:  UW-3026 Non-Payable/Non-Reimbursable Exp 

Attachments Required: 

• Itemized receipt if over $50 or on a p-card.
• Purchasing approval for purchases over $49.99 that do not use a Campus printing option
• If $50 or over, a policy exception is required.

Guidance: Policy UW-3044, How to Purchase a Printing or Copying Job

Attachments Required:  

• Itemized receipt if over $50 or on a p-card

• List of recipients 

Guidance:  UW Sys Policy 330, Brand and Visual Identity 

Attachments Required:  

• Itemized receipt that shows dates of membership if over $50 or on a p-card 

Guidance:  Policy 328 Memberships, Initial membership payments on DP, requisition or e-Reimbursement.  Renewals also allowed on p-card.

Attachments Required:  

• Itemized receipt that shows dates of membership if over $50 or on a p-card 

Other details:

• If reimbursing an employee who used a personal credit card or corporate card, in e-Reimbursement the Expense Type must be “Misc-Purchases/Supplies.”  This defaults the account code to 3101 - Supplies-Office.  
• If the expense was placed on a p-card or department card, the account code should be 2620 - Services-Professional.
• Abstract submission fees as part of a conference may be coded as part of registration fees. 

Guidance:  UW-3026

Attachments Required: 

• Itemized receipt if over $50 or on a p-card

Guidance:  UW-3041 New or Renewal Subscriptions, L&S Membership/Subscription Guidelines, new subscriptions not on p-card 

Attachments Required: 

• Itemized receipt if over $50 or on a p-card
• If career-related, approved Reimbursement Request for Career-Related Coursework and Training form

Guidance:  Employee Coursework and Training Assistance Procedures, L&S KB Guidance