RECEIPTS

A receipt is any document that contains the following five IRS-required elements:

  1. Name of vendor
  2. Transaction date
  3. Detailed or itemized description of goods or services purchased (required for all expenses ≥$75)
  4. Amount paid
  5. Form of payment (Cash, check, or last four digits of credit card)

Important Notes:

Hotel folios are required for lodging expense reimbursements.

Reimbursements for Gift Cards must include a list of the recipients of the gift cards as supporting documentation.   The recipient’s name, NU ID(if applicable), and the dollar value of the cards received should be included in this list.

Northeastern is Tax exempt. We can not reimburse for sales taxes paid except for hotel and meals tax. Use the ST5 tax exemption form to avoid paying sales tax. http://www.neu.edu/ap/taxexemptforms/index.html. Please contact the vendor if you are unsure how to make a tax exempt purchase. Each vendor may handles tax exempt purchases differently.

Reimbursements for personal items, alcohol, drugs, or tobacco is prohibited per University guidelines.

PROOF OF PAYMENT

  • Provide the following forms of proof of payment if there is no receipt is available (For purchases < $75) Proof of payment is needed only when a receipt has been lost or was not provided by the merchant and there is no other way to demonstrate that you incurred a business-related expense. Receipt is still required for purchases > than $75.
  • Cleared check – obliterate the bank routing and account numbers printed on the bottom of the check, leaving any numbers in the lower right corner visible. Check the endorsement side of the check and obliterate any legible numbers. Most cleared checks are available as scanned images from your online bank account.
  • Credit card or Bank statement – obliterate cardholder address, account number, summary of account information (payment due, balance, etc.) and all other details not relevant to the particular transaction for which reimbursement is requested. Information must be fully redacted (obscuring or removing sensitive/personal information).

GRADUATE STUDENT GROUP INDIVIDUAL CONFERENCE REIMBURSEMENTS 

  • Graduate students who are submitting a  SABO expense reimbursement voucher for individual GSG conference/travel reimbursements must ALSO upload their GSG Reimbursement authentication form along with their receipts  The GSG Authentication form is not the same as the SABO expense reimbursement voucher.  Please refer to the GSG Individual conference funding Policies  for more details on GSG reimbursement process or contact GSGFinance@northeastern.edu

All signatures listed below are required on the GSG reimbursement authentication form

  • Faculty Advisor or Department Rep. Signature
  • Registrar’s Signature & Stamp
  • Student’s Signature

All SABO expense reimbursement vouchers for GSG individual conference funding must be approved by the GSG Advisor Anelie Pierre A.pierre@northeastern.edu