Lost Receipt Verification Policy and Procedure

This is an extension of the Activity Accounts Policies and Procedures. All compliance issues listed in the published policy are a part of this document.

If mitigating circumstances have occurred that result in a lost receipt or the inability to obtain a receipt, the faculty sponsor can submit a Lost Receipt Verification as a request for special consideration. The Review Committee will approve or deny the request and send appropriate notification. The Lost Receipt Verification can be found on FHSU Lotus Notes Workflow.

• List the payee
• List the name of the vendor where the item was purchased. A separate form must be used for each lost receipt.
• List the activity account number that will pay for the expenditure if this lost receipt verification is approved.
• List the date the transaction occurred.
• List each item purchased from the vendor and the amount.
• Provide a detailed description of what the items were used for.
• List the method of payment for the items purchased.
• Provide a detailed description of the reason why a receipt was not received or retained.
• Provide information about the attempts to get a duplicate receipt.

• If the justification for lost receipts is not accepted, the expenses cannot be paid out of an activity account.

  The Review Committee will approve or deny the request.

If you have any questions or comments please send an e-mail to purchasing@fhsu.edu,

or call (785) 628-4250, or send mail to:

Purchasing Office

Fort Hays State University

318 Sheridan Hall

600 Park Street

Hays, KS 67601-4099