Itemized Receipt Requirements

Documenting Transactions - https://www.cu.edu/psc/ordering-process

Valid source documentation from the merchant (vendor) is required for the following transactions:

• Every transaction totaling more than $25; and,
• Every transaction for an official function meal, regardless of dollar amount.

Source documents must include the following information:

• Vendor identification (Merchant Name).
• Date of purchase.
• Description and quantity of each item purchased (this information may be handwritten on the receipt).
• Cost per item (if available);
• Total cost of order.
• Cardholder name and/or card number; and,
• Explanation of purchase (if this is an unusual purchase for the specific department).

Examples of source documents may include any of the following or any combination of the following:

• A receipt and card transaction slip from the merchant/vendor.
• A packing slip showing total cost of order and/or item cost.
• Order forms for dues, subscriptions, registrations, or similar items.
• Vendor invoice (cannot be issued in the name of an individual, e.g., "University of Colorado, Jane Doe" is acceptable, but "Jane Doe, University of Colorado" is not acceptable): this does not require that the legal name of the University be used; or,
• An email confirmation from the merchant/vendor.

Combinations of documentation are allowed in order to complete the requirements of valid source documentation as discussed in the previous paragraph. Please note that the transaction notification emails generated by the Expense System are not valid source documentation, nor are the popup windows that appear next to some transactions in the Expense System.