Program directors are responsible for providing an original receipt for each program expense transaction to UK Education Abroad. This includes receipts for pre- and post-program expenses as well as those transactions made while abroad. Receipts for pre- and post-program expenses (e.g., books, exhibit materials) must also be submitted to the EA Financial Manager for processing/reimbursement within one week of the transaction. Receipts for purchases made while abroad must be submitted within one week of the conclusion of the program. This includes cash withdrawals at the ATM using the pro-card. Likewise, program directors must submit all invoices for payment to UK Education Abroad in a timely manner. The process and timeline for paying invoices via UK Purchasing can take between two and four weeks. It is imperative that the process for payment is started well in advance of the invoice deadline. The need for program directors to make individual purchases and keep receipts for UK Sponsored programs is largely dependent on whether or not a program is self-planned or customized.
In some occasions, receipts cannot be obtained from certain vendors and cash withdrawal receipts may not be provided at the ATM machine. In the event that it is not possible to obtain an original receipt, or in the case that the original receipt is difficult to read and/or does not have sufficient information about the transaction, the program director should use the approved UKIC receipt (link opens a Microsoft Word document) and attach any additional documentation. In the case of missing ATM receipts, it is the program director’s responsibility to go to the nearest bank and request an ATM receipt. If that is not possible, the program director should contact the EA Financial Manager so that it can be noted that it was not possible to receive an ATM receipt. If this procedure isn’t followed, a program director may be personally responsible for the withdrawn amount.
A valid receipt should contain the following information:
Detailed listing of what was purchased, including item description, quantity and price
Total amount of the purchase (USD or local currency)
Purpose/brief explanation for purchase
Per University policy, UK Education Abroad will not provide reimbursement for alcohol, gifts, or personal expenses not related to the goals of the education abroad program. Directors who incorporated a meals per diem in the UK Sponsored program budget are not required to keep receipts for personal meals.
It is recommended that program directors reconcile program transaction receipts on a regular basis, ideally every one to two days for those making a significant number of purchases while abroad. Many receipts look alike and the same vendor is often used for repeat purposes making it difficult to organize all program receipts at the very end of a program. Program directors are advised to keep a financial transactions receipt log (in any format, electronic or paper) for the duration of the program and to organize receipts in chronological date order.