Itemized Receipts

[VVALDEZ1130]

Hi everyone — I’m looking to understand how itemized receipt requirements are being handled across your company.

Are you requiring itemized receipts for all transactions, or only above a certain dollar threshold?

Due to past credit card misuse, we’ve moved to requiring itemized receipts for all dinners and similar expenses. However, I’ve received feedback from a few managers that other companies are not enforcing itemized receipts consistently.

For context, we currently allow affidavits for expenses $75 or less, except for dinners, airfare, hotels, taxis, and rideshares (Uber/Lyft), which still require receipts.

I’d appreciate hearing what’s working for others and how you’re handling this in your regions or business units. Thanks in advance for your input.

[KevinD]

@VVALDEZ1130 over the years I would say I have seen a majority of our customers not require itemized receipts. Here at SAP, we require them for meals, which I believe is to prevent people from ordering too much alcohol or other things that shouldn't be reimbursed for meals. 

I would also suggest you post this in the Admin Group. This forum is more read by end users and not those who work with receipt requirements. 

[VVALDEZ1130]

Okay, thank you for your input. I will post in the admin as well just to see what others are doing. I'm really interested in knowing.

[grodriguezproje]

Hi @VVALDEZ1130 ,

In my opinion itemization are only needed in these scenarios:

1- If the company want to track specific expenses as @KevinD said, because maybe the expenses has different GL accounts.

2-There is a part of the receipt's amount that doesn't have VAT. For me this is the most important one, i have seen across different clients that they are not used to it and then the VAT is calculated based in the whole amount causing a mismatch in the Tax amount.

So if you have the same scenario mentioned in the point 2 you should use itemizations, because if not the processors has a lot to do changing manually the calculated tax amount that can lead also to errors.

If this answers your query, then please mark solution as accepted.

Thanks!

[VVALDEZ1130]

Who would you reach out to within the company? Tax dept? AP dept? Is there several people to reach out to? 

[grodriguezproje · Accepted solution]

Hi @VVALDEZ1130 

Finance department should know what scenarios do you have normally, and as accountant i can tell you itemization are necessary if you are reclaiming VAT from expense reports (so using the VAT from the expense reports in the company VAT declaration) not all the companies decide to do this, depending on the volume of expenses and the VAT average amount coming from expense reports if is not to high some companies decide to post the VAT amount to the expense and not using it in the declaration.

If this answers your query, then please mark solution as accepted.

Thanks!