Faculty Resources

Electronic copies of original receipts must be provided. Receipts should be itemized, meaning that all items purchased are listed on the receipt.

• If you are unable to obtain an itemized receipt, you should provide a non-itemized receipt, if available, together with a note detailing the items purchased.
• Electronic copies can be screenshots of an emailed receipt, pdfs of electronic receipts, clear photographs of receipts (e.g. on your phone), or scanned copies of receipts.
• For mileage, a screenshot of Google Maps (or similar) showing the mileage of your route serves as your itemized receipt.

Because receipts are now turned via Oracle as part of submitting an expense report,  the easiest thing to do is make a folder in your Google Drive for expenses, and then store your receipt copies there. You can then find your receipts in one place as you upload them into Oracle. Naming each receipt file so that it is quickly identifiable (e.g. “breakfast Jan 5” or “parking”) will help you build your expense report more smoothly.

All expenses should be accompanied by original, itemized receipts (see Organizing Receipts section for more details). For complete information about allowable expenses, please consult the Travel and Entertainment Expense Guidelines. Please also note the following:

• The College carries travel (death and dismemberment) accident insurance for all College employees while traveling on behalf of the College. Additional coverage purchased by the employee is not an allowable expense.
• Mileage for College business is reimbursable in accordance with federal guidelines. To ensure that you are using the correct mileage rate, please check the federal guidelines and use the reimbursement rate for “business” for the calendar year in which your travel took place.
• Only one alcoholic drink per person of legal drinking age may be included on an expense report.

For meals not provided by Allegheny’s in-house catering service, if meals are purchased for individuals other than the person submitting the reimbursement request, a Report of Business Entertainment Expenses form (available on the Forms page) must be completed and submitted with the expense report.