$75 Supporting Documentation Waiver Policy

The Department of Human Centered Design & Engineering (HCDE) uses the following $75 Supporting Documentation Waiver Policy to support purchasing and reimbursement requests, and to comply with Washington State Office of Financial Management (OFM) regulations.

This policy is not a blanket waiver of all receipts $75 and under. The purpose of the waiver is to ease administrative burden when no receipt is found after a reasonable effort was made to obtain a receipt from the vendor (Missing Vendor Receipts).

Supporting documentation is required regardless of the funding source and the Department reserves the right to request additional documentation if questions arise. See the College of Engineering policy on the Engineering Shared Environment (ESE) Document/Forms information page.

What to do when a receipt cannot be found/obtained

Along with a statement about efforts made to obtain the receipt(s), include the following supporting documentation information:

Business Purpose
Vendor Name
Description of Service or Item(s)
Date of purchase
Cost (ie. unit cost, tax applied, total)
Payment Method (if bank or credit card used, provide a statement)

If food was purchased, there needs to be a clear business purpose and include an itemized list of all food and beverages ordered, a list of attendees (first, last names, or if public event, describe), and required, a statement about whether alcohol was purchased.

Additional resources: Receipt Policy, Documentation Guidelines

ProCard High Risk Transactions Excluded - Cannot Be Waived

Food/Meals
PayPal
Fuel/Gas Station
Travel

Travel-related expenditures requiring receipts, regardless of cost

See the Travel Office Receipts Policy for reference.

Expense Type	Description	Action Required
Event Registration Fees	Conferences, Workshops, Competitions, Etc.	Event program / agenda showing dates / times. Receipt / Invoice for registration that includes proof of payment and payment source (last 4 digits).
Airfare	Allowable: Main Cabin Fare without additional costs related to upgrades and / or personal preferences. Upgrades are non-reimbursable except with prior approval.	Itemized receipt must include proof of payment source (e.g., credit card, check), departure and arrival dates and times, and the class of service. If taking personal time, a comparison airfare should be acquired at the time of booking, and must include the full list of options. DO NOT screenshot options. Use the dates of travel as if you were traveling for the event / conference / meeting only. Baggage fees are reimbursable and require an itemized receipt.
Ground Transportation	Ferry, taxi, rideshares (Uber and Lyft), Train, Bus, Rental car, and Gas from a personal vehicle.	Receipts must include date and class of service, payment method (must pay with credit, debit, or cash), and a description of each ride that establishes the business purpose of the ride and any unusual circumstances.
Lodging (also see Shared Lodging)	Hotel Accommodations, Airbnb / VRBO, Booking.com, etc.	Reimbursement can only be up to the per diem rate of the location you are staying. Receipts must include name, room rate, tax, length of stay, and proof of payment.
Shared Lodging	Shared Airbnb, Hotel, etc.	Reimbursement will be paid to the individual who is listed as the payee on the receipt. Reimbursement can only be up to the per diem rate of the location you are staying. Receipts must include name, room rate, tax, length of stay, and proof of payment.
Meals (Own)	*Travelers should pay and claim their own meals unless there is a UW business need. This will reduce administrative burden.	See Meals Paid for Others if applicable. You can claim meals per diem up to the GSA per diem rate of the travel location. Must include all itemized receipts showing each item purchased. Provide airfare, ground transportation, or conference / meeting agenda to determine per diem. Provide a list of attendees.
Meals Paid for Others	*Travelers should pay and claim their own meals unless there is a UW business need. This will reduce administrative burden.	Itemized receipts regardless of cost Documentation confirming the reimbursement is within allowable per diem for all meal participants. Reimburse at actual cost, not to exceed allowable per diem for all participants. Alcohol is excluded. List of attendees and all required to be in travel status. If not, it will be processed as a non-travel reimbursement.
Lost / Misplaced Receipts	Paid over the phone, lost physical receipt, no receipt was provided.	If a receipt cannot be obtained, please provide: Itemized list of all expenses to include date purchased, vendor name, and total amount. A redacted bank statement showing the charge, date, and name on the receipt.
Changes / Cancellation	See list of allowable reasons for reimbursement. No exceptions.	Provide justification via email.

Federally Sponsored Budgets

Federal auditors may ask you to provide supporting documentation for all transactions, regardless of the purchase price. If sufficient documentation is not available, the department is responsible for reimbursement for these charges. Refer to the grant or contract for specific requirements.