To prevent duplicate payments and satisfy auditing requirements, all expenses greater than $25 must be accompanied by original documentation such as detailed receipts, invoices, contracts, etc. and an explanation of the business purpose of such expense.  Copies of receipts will be accepted in emergency situations, however; an explanation of why the original is not provided must be included with the Payment Request form.  

• Awards - documentation must include a description of the award and the person to whom the award is being presented.

• Conference Registration - Documentation must include a copy of the conference flyer/registration statement, or a statement providing the date, purpose and agenda of the conference

• Flights - The 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

• Honorariums/Contractual Expenses (including guest lecturers, consultants and other independent contractors) - Documentation must include a copy of the contract that includes 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.

• Meals - College employees must provide receipts for meals charged to the college, must also document the business purpose of such meals and the name(s) of additional persons attending the meal.  The detailed receipt (as opposed to the summary receipt) whould be submitted.

• Mileage - please document how the mileage reimbursement was calculated (e.g. X miles at $Y per mile).  Since the mileage rate includes compensation for gas and depreciation, employees may not request mileage reimbursement and additionally request reimbursement for gas.

• Order, Registration and Subscription Forms - these forms serve as valid documentation for prepayments and should accompany the check request.